Tag Archives: Information Overload

4 Ways to find your focus with DropTask

Find your focus
Do you find it hard to manage distractions? Are you often overwhelmed by all the tasks on your plate or the data that’s clamoring for your attention? We’ve all experienced those days when we can’t seem to settle down and focus on one thing. With information overload a major pandemic in today’s world of work, it can be a struggle to free your mind of clutter and concentrate on the stuff that matters.

According to productivity wisdom, focus is essential for solving problems, being innovative and getting things done. There’s a famous quote by Stephen Covey that really resonates with us here at DropTask: “The main thing is to keep the main thing the main thing.” Of course, this is easier said than done. And that’s why we’ve introduced some handy new features to help you regain and sharpen your focus when work is looking a bit blurry.

Try these 4 hacks to get some clarity and save your sanity.

1. Narrow your focus with filters

Filter your tasks
A powerful way to hone in on your tasks, DropTask’s advanced Filter tool makes it easy for you to locate what you need, when you need it. For instance, you can opt to view just your overdue tasks or those that have files or certain tags attached to them. With the ability to filter by a whole range of key identifiers – assignee, importance, keywords, effort, tags, due date, attachments and task status – targeted concentration is just one or two clicks away. While you can combine multiple filters, it helps to stick to a minimal number to maintain simplicity in directing your workflow. Think: what’s most important in this particular context?

To access filters from within your DropTask project, simply select the filter icon located in the bottom left-hand corner of your screen, then choose the filters you wish to apply. You can remove filters at any point by clicking ‘Clear’. A useful feature to help you spend less time spinning your wheels and more time moving forward on your tasks.

2. Zoom in for a closer look

Zoom in
When your mind’s in disarray and you can’t seem to make heads or tails out of your tasks, it could be that you’re trying to take on too many things at once. Avoid workload overwhelm by strategically focusing on one project area at a time using DropTask’s new Pan+Zoom Categories feature. This allows you to pan and zoom in on specific project categories, so it’s much easier to get visual clarity and make decisions on what to do first. Click the ‘Categories’ button situated on the bottom right of your Canvas workspace, and then select the category you’d like to zero in on for ultimate focus.

3. Eliminate overload by collapsing your to-dos

Collapse categories
Information overload becomes a thing of the past with the ability to Collapse and Expand Categories in DropTask. By visually collapsing categories and the tasks within them, you can hide minor chores and allow yourself more space to fully engage with your heaviest priorities. Within the Canvas view, hover over the category you’d like to collapse and select the ‘Collapse’ option. Your category will then minimize into a smaller circle, with all its tasks hidden. This is a useful tool for keeping your workspace neat and tidy, drowning out the ‘visual noise’ of miscellaneous to-dos so you can avoid flitting from one diversion to another. Your tasks will remain discretely hidden until you’re ready to retrieve them. Click ‘Expand’ and your category will reappear at its normal size, along with all your tasks.

4. Check out the landscape with auto-layout

Auto-layout
To reclaim your focus, it’s sometimes necessary to take a step back and look at the big picture. When activated, DropTask’s new Auto-Layout tool smoothly pulls all your tasks to the center of the Canvas, so you can view your entire workload with ease and rearrange or re-prioritize as needed. From this greater perspective, you can determine the most optimal organization of your tasks, and save yourself time and energy later on. To switch on Auto-Layout, click the ‘Layout’ button on the bottom right-hand corner of the Canvas and you’ll find the option to toggle Auto-Layout on or off. With this clever tip, you can be confident that there’s nothing you’re forgetting or neglecting, leaving you free to focus and putting you in full control of the responsibilities ahead.

We hope these fresh new features inspire you to find your own focus. Let us know how you get on in the comments below.

Tackling information overload with DropTask 2

Information overload

Emails, reports, Twitter, news, YouTube videos, reminders, websites, RSS feeds, blogs, Facebook, IMs, texts, Skype….Information is everywhere! We live in a hyper-connected world where the gadgets and gizmos of modern work life make outrageous amounts of information available to us at the click of a button. For the most part, this is awesome because we can find what we need to know, when we need to know it. But as legions of us in the workplace are discovering, you can have too much of a good thing.

It’s hard to keep a straight head and focus on your to-dos while being bombarded by a relentless flood of data, which soon plunges you into ‘information overload’. According to a study cited by Jonathan Spira, author of Overload, a shocking 94% of people have at some point felt so overwhelmed by information to the point of incapacitation. The result? Things don’t get done, or they get done badly.

DropTask’s visual display can clean up the clutter

Cleaning up clutter

The fact of the matter is linear, top-down lists don’t cut it as a tool for managing dizzying quantities of information and tasks. Under the crushing pressure of ‘infomania’, our brain has a tough time processing text and separating the trivial from the important. And even a to-do list of only one page can become unwieldy if there’s no obvious structure to it. Plus, let’s be straight, it’s bland. A visual representation like DropTask’s colorful, shapely dashboard is much less taxing mentally and helps to simplify info and to-dos with crystal clarity. Dr. Dimitrios Tsivrikos, business psychologist at the University College London (UCL), highlights the value of visuals for getting to grips with complex data: “Research has proven that by visually presenting information, data processing demands on the brain can be reduced”.

To avoid drowning in a deluge of tasks, use DropTask to pull everything together in one place so you can see the whole view of a project, from the bigger picture right down to the smaller details. In other words, both the forest and the trees! Unlike linear, text-heavy tools, DropTask allows you to build an eye-catching and coordinated framework around the contents of your task list, putting you in firm control and warding off overwhelm.

Let’s take a closer look at how the all-new enhancements in DropTask 2 can help shrink the clutter and give your brain the breathing space it needs to be super-productive.

1. Filter through the flood

Filter through the flood

For a simple way to cut through the noise and find what matters most, use the new Filter feature to (you guessed it!) filter tasks, either by Assignee, Importance, Keywords, Effort, Tags, Attachments or even Status (tasks not started, tasks in progress and tasks on hold). By narrowing down your field of vision, you get a clean glimpse of only the things you need and want to see, whether you’re tracking performance or sifting through priorities. If you want stress-free task management, this is it!

2. More ways to manage – Workflow Boards and built-in Calendar

Workflow and Calendar

The latest rendition of DropTask offers not one, but two glistening new ways to view and organize your information, projects and tasks:

  • Kanban-style Workflow Boards – Pave a clear path through your tasks and track your progress with ease. By setting staged categories like ‘To-do’, ‘Doing’ and ‘Done’, you can model your workflow along vertical swimlanes and get an instantaneous view of where you are and where you’re going. As you work through your to-dos, your completed items stay visible giving you a sense of sequence and mucho satisfaction.
  • Built-in Calendar – The key to combating information overload is to be organized. With DropTask’s new Calendar feature you can stay on top of what you should be doing today, and what’s due in the future. Need to reschedule? Simple. Just drag and drop to reprioritize your tasks in the right order, so you always know what needs immediate attention.

3. Sometimes less is more – Collapsing Categories

Collapsing categories

While it’s essential to capture all the details you need to remember, there are times when you just need a quick snapshot of your current situation. This is where DropTask’s nifty new tool for collapsing and expanding project categories comes in. It gives you the added flexibility to keep your eye on the bigger picture at all times, without getting flustered by the bitty errands and chores still on your plate. With your most critical data consolidated into one compact space, it’s easy to locate key information and concentrate your efforts, minus the strain.

Rather than letting an influx of information get the better of you, use DropTask to organize and bring clarity to it. All your tasks are brought together on a single eye-grabbing dashboard, putting you right at the center of the process so nothing slips through the cracks. You’ll spend less effort trying to find what you need and more on getting stuff done. How do you conquer information overload?  Offer up some tips in the comments below.

New to DropTask? Learn more about the benefits by signing up for a free account today.

Avoid information overload with our new-look notification center

Information overload on the computer In today’s digital world, the internet has made it possible to source and deliver information in an instant and connect with others from all around the world. However, as soon as you turn on your device and log online you’re bombarded with emails, messages, news, social networks and reminders which can actually have an adverse effect on your productivity.

Too much information – or ‘information overload’ as it’s commonly known – can lead to interruptions, become unmanageable, create confusion and if nothing else, can drive us mad!

That’s why in the new version of DropTask, we’re transforming our notification center so you can effortlessly manage all task-related information and updates – without getting bogged down! Let’s take a closer look…

See what matters most

New-look notification center in DropTaskTo ensure no important information is lost amongst the abundance of activity that takes place within DropTask, you’ll only be alerted of key changes or updates to your tasks – such as reminders and comments. By reducing the number of notifications received, you’ll find it easy to take necessary action and respond to changes.

Limit interruptions

DropTask hidden notifications for smaller updatesThough some notifications are required and determine next action steps, in many cases you probably don’t need them. So in the new release, notifications for smaller task updates (such as the addition of a subtask or importance flag to a task), will be hidden – reducing distraction and giving you the ability to focus.

 Never miss a thing

dismissed notIn our new release, notifications will wait for as long as you need them to – they’ll only disappear once you’ve seen and actioned them. Even after a notification is cleared, it can still be viewed in the ‘Dismissed‘ section of the app at a later time.


Interested in contributing to the ongoing development before the official release? Simply subscribe to DropTask PRO today and get in touch at contact@droptask.com where we’ll send you an exclusive invite to join our DropTask Tester Program!

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