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Task Management Systems

A simple system that remembers tasks and appointments for you and reminds you of what you need to do will increase the odds that you’ll follow through on what you’ve agreed to.

I’m not talking about just a To-Do List; a true system goes beyond a list of items and recognizes that follow through will only happen if you don’t have to remember what needs doing, and you will be reminded about when it needs doing.
Task management systems build a structure around daily tasks and responsibilities; that structure increases the odds you will follow through. Working within a structure is hard for many people who have an ADHD component to their thinking style, so systems that are too inflexible or complex won’t work.
Many systems designed for the work world, require an all-or-nothing buy-in, a meticulous set of procedures and special tools that are not designed for people who can easily overlook details. You don’t want a system that asks you to be a “true believer.”
Also, don’t just adopt a system because it is recommended by someone. Be sure that it can be custom tailored to your strengths and challenges. I’ve never found an off-the-shelf system that can’t be modified to make it easier to implement and stick-to.
 
Here are a few hints to choosing and adopting a new system: 
 
  • Look for one that feels like it will be manageable and maybe even fun. If your first reaction is that it sounds painful and your second is boredom, you better keep looking. Sure a system will take some effort to break-in, but think of it like shoes – you don’t buy them if they hurt in the store.
  • Can you explain it to a friend in a few sentences? If you can’t describe its basics in a couple of minutes, then it’s probably too complex. Sure there are lots of additional things you could do with it, but how simple are the must-do components?
  • Can you start it without spending a week learning and reorganizing? A day? I think the best systems encourage a fast start-up and a “we’ll integrate all those piles some other time” attitude.
  • Is it possible to work the system on a pad of paper, a computer or 3x5 cards? In the office or out? A good one works for you and doesn’t require you to break your back doing things its way.
  • A task management system isn’t a religion. If you have to join an organization, or buy or replace things monthly, slow down and stick with your current list until you find one that is really right for you. A good system may require an initial purchase, but its purpose is to organize you not just subsidize the creator’s monthly income.
  • Does your coach use a version of it? That can be a real help when you’re trying to figure a way to customize it. 
Having trouble finding a system that works? Or even remembering to look for one? Coaching may be a real help. Call Jay to set up a comprehensive assessment of your needs and goals.