February 1, 2017
The DropTask guide to popular productivity methods
We’re super fans of productivity here at DropTask, and we love exploring all the best possible ways to help you get more done, more efficiently. From GTD to tomato timers, there are multiple to-do methods out there. The challenge is figuring out which ones work best for you.
In this post, we’ve rounded up 4 of the most popular, tried-and-tested productivity strategies, along with how to navigate them our task management app, DropTask. Take a look, try them out and find your best fit.
1. Getting Things Done (GTD)
One of the most famous productivity techniques ever known is Getting Things Done (GTD), based on the best-selling book of the same name by productivity consultant David Allen. GTD promotes two key elements of task management – control and perspective. In a nutshell, it follows a process that turns your tasks into real, actionable items or things you can just get rid of. Everything you keep has a clear reason for being in your life at any given moment – both now and well into the future.
With GTD, projects are different to tasks. A project represents a high-level outcome or result which involves multiple steps to achieve. A task represents the actions or steps needed to complete a project. In DropTask, you can break down your main Projects into separate Categories to reflect the type of tasks awaiting attention. Preferably, all your tasks should be organised by the place or context in which they can be done, or the set of tools available (e.g. @Office, @Calls, @Meetings, @Emails, @Home). You could also include a ‘Waiting For’ category for when an action has been delegated to someone else, or when you’re waiting for some external event before a project can be moved forward. A ‘Someday/Maybe’ category is also handy to store things to be done at some point, but not right now. In DropTask, you can use Tags to further clarify the context of your tasks and enable better Filtering, so you can work on targeted groups of actions at a time.
Once you’ve off-loaded what needs to get done from your head or inbox into DropTask, take an inventory to determine whether each item is actionable or not. If a task isn’t actionable, remove it from your project. If it is, consider whether you will:
- Do it now (if takes less than 2 minutes)
- Schedule it: Determine priorities and add Start/Due Dates so you can monitor the task in your Calendar.
- Delegate it: Assign the task to to someone else.
- Put it in the Someday/Maybe category (to be checked every month or so)
To keep things moving, engage in periodic reviews (at least once a week) to streamline and update your tasks, always focusing on the next logical actions. It takes a bit of setting up, but GTD is an ideal system for helping you pull everything together in an organized fashion so you can knock out tasks quickly.
The Pomodoro technique is based on the idea of work sprints combined with short, frequent breaks to maximize focus while preventing burnout. Francesco Cirillo, the inventor of the method, originally used a kitchen timer in the shape of a tomato to set time increments for working on tasks (pomodoro is Italian for tomato in case you didn’t know!). With Pomodoro, you do a concentrated burst of work for 25 minutes, take a 5-minute break, and then repeat the process until you’ve completed 4 sprints. After each 4-sprint cycle (which represents one ‘Pomodoro’), you take a longer break (say half an hour) to stretch your legs, grab a snack and recharge. It really is that simple. If you want to try this in DropTask, we recommend breaking down larger tasks into a smaller number of digestible subtasks that can be performed within 25-minute blocks. Create a Checklist of tasks and work through it using the segmented Pomodoro process, making sure to protect your time from any and all interruptions.
Kanban is a highly visual method that facilitates the flow of tasks across one project board (a ‘Kanban’). It’s great for keeping the big picture in sight as you can clearly see what tasks you have to do right now, what’s coming up and what you’ve just completed. A versatile technique, Kanban is enormously helpful for tracking projects and tasks as they cycle through defined stages, such as the Auditing process – ‘Planning’, ‘Assessment’, ‘Reporting’, ‘Follow-up’. DropTask’s new Workflow View enables full-blown Kanban-style productivity. All your tasks are clearly organized in vertical swimlanes that are easy to switch between, keeping you in full control as you progress from ‘Do’ and ‘Doing’ to ‘Done’. The clear sequential structure of DropTask’s Workflow Board helps you keep a tight rein on your ‘work in progress’, so you never take on more than you can chew at any one time. For more info on how to Kanban with Droptask, check out this earlier blog post.
4. The Eisenhower Matrix
The Eisenhower Urgent/Important Matrix is another visual approach that makes task prioritization simple. Famously referenced by Stephen Covey in his book The 7 Habits of Highly Effective People, this technique divides your tasks into four quadrants along an XY axis, based on their level of Urgency and/or Importance.
Examining your work in this way helps you plan and prioritize around your most important, high-value (but not necessarily urgent!) tasks – so they don’t get crowded out by pointless busywork or sudden distractions. Tasks such as training or updating your LinkedIn profile might not be pressing requirements right now, but they’ll no doubt be of benefit to your career in the longer term. With the Eisenhower Matrix, you get a better grasp of which tasks need to be done right away, which ones can be put off or ignored, and which ones can be delegated to someone else. This concept can be easily executed in DropTask using the Urgency and Importance attributes. You can set the level of urgency for tasks using 4 values (low to very high) to best determine those that require immediate attention. Color-coded flags denoting importance from low (blue flag) to very high (red flag) will help you identify all your most critical tasks with a single glance.
How do you find these techniques? Do you have any favorite productivity systems we didn’t mention? Let us know in the comments below. If you’d like some help with implementing any of these methods in DropTask, email us at email@example.com and we’ll do all we can to assist.