MY TASK MANAGEMENT SOFTWARE
OUTDATED: GO TO
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Criteria: On cloud (synchronize) (Back up is that I can turn on data on my phone)
Not laborious to use
Link to calendar
Copy on my device even when no access to wifi
Drag task (to next week, etc.)
Preference: Tree outline (like AchievePlanner, which is not on the cloud)
No cost or low cost
***See 2016 recommendations below these text boxes!
2016 RECOMMENDATIONS (from the blog)
I have spent massive amounts of time trying out different systems of task management over the years but not quite settling on one. (I failed to follow the Rule Of Completion, as I Stopped Short.)
If you're reading this and haven't settled on a system, it is time to settle for a system that works and is implementable easily and for sure. For those eternally looking for the perfect system and caught up in massive indecision and barriers to starting, JUST DO IT!
Here is what will work. Get it into effect and learn the systems right away, as they will save you time and make you a better manager of life.
(Incidentally, "superbly working" means I can write down what is needed with assured follow up and that I can find what I need, in an efficient and effective way.)
These are no or low cost. The low cost ones should be done even if there is a no cost version, but each of the low cost items do have a no cost version you can start with.
Google Chrome (search engine, but integrated with other free functions and programs)
Google Drive (all free)
Google Docs, Spreadsheet, Slides
GMail (free, can post tasks from it into your task manager)
Google eBlogger (Free)
Task and calendar management
gQueues (task manager, drag and drop even on the calendar, tags, easy, integrates with Google Calendar, etc., can use tree outline hierarchical structure) (free, but use below $30/year version) (GTasks, $5.99 one time, is workable but not as good)
Google Calendar (free)
Information management & "tickles"
Evernote (free, or $45/year)
Workflowy - Tree outline for list and organizing (free, but I use the yearly fee one)
Notes in idevices (for simple lists, like grocery or non-grocery things to buy, books to look at in bookstore, etc.) [For quick notes to myself to look at and process after I finish what I am working on, I will use Google Keep, instead of "Sticky Notes".]
Reminders in idevices (These are alarms I can set up to "tickle" my memory, instead of cluttering up my calendar or task management system.) Will use Google Keep as it appears on all devices.
Set those up, asap. Then go about learning them, following the sequences (or videos on YouTube) to learn each of them. You'll save massive amounts of time plus you'll be more effective!!!
I do have various notes on the site relative to these, but I have chosen not to set this up as an instruction manual, for there are plenty of good ones to use already. Use the search engine to go to the relevant subject to see some notes I made for myself, so you can get the idea of a way to approach getting the systems to where I can work with them effectively. You should make notes on each system as you learn how to do them, perhaps also getting a "Dummies" type book for them.
(See also: Program For Productivity And Time Management - The Central Road To An Incredible Life. This is an area for you to fully master!!!!)
My Time And Productivity Systems - What Works For Me And What I'm Looking At - Links to all the components.
Task Management Software Overall - Comments and notes in my process of selecting, rough
My Information Management Software page.- Includes email as an "input".
Videos
See YouTube for others!.
More Detail, Notes To Myself
Google Calendar - More
5 Hidden Gems Video 7:02
Events:
Quick Add appt. - natural language easy. (arrow next to "create", type q as shortcut)."Do organizing Saturday at 10am" (or at 10 am 3/15/15)
Add event directly: or type c
Multi-week view (drag over calendar and get 2,3 week view)
Can have your daily list emailed to you.
Tasks:
For subtasks, use tasks, actions, indent function.
To see by date, Actions, sort by due date but only in the list that is up.
(GTasks Desktop will list all tasks and dates; GTasks i - up to upcoming week)
Add, delete, move
Add tasks - + at bottom of tasks
Click right below bottom task, create task
Delete task: Trash can at bottom
Move: Drag any task at top to another day.
Create event: Copy and create event, paste
Location alert: GTasks has
Just type the letter, that's all! (see above)
Just type ? for shortcuts on screen
Can have automatic tab (Simple Task Management - Google Drive (6:26) )
GTasks
Enable extension for Google Tasks in Chrome, checkmark appears in upper corner and can go to tasks instantly.
- Multiple entry points - Resync manually. -Desktop, iPad - either location will enter a task in Google's tasks and for each other, but only after clicking the reload (or sync button) or in GTasks on iPad go out of it and back into it
GTasks For Desktop - If want a time for notification it appears to be shifted to notes "@3:05 pm. Not yet sure if want to purchase this as now advantage over GTasks on iPad.
Google Calendar Deficiencies
Can't reorder tasks at the top of the day.
Can't convert a task to an appt (or drag it down)
SELECTED BEFORE
Google Calendar - Synced to iOS iCal. Will put tasks at top of day in the future. Won't do "sounds" alarm (set those is iCal). (I had to develop "tricks" and notes on how to use it - see the box to the right.)
GTasks - Syncs with Google tasks, GTasks PC Desktop. It can do subtasks (which do show up on the Google Calendar Task Lists!).
Has function to show all lists (Google to do doesn't). Better: GQueues, $29/yr., all devices
"Notes" in iDevices - synced via iCloud Lists of items to do in specific places, - iBook, iGrocery, iNonGrocery. Specific events: Tip i
(Can dictate via Siri into notes.)
Workflowy - Items with no due dates, by whatever category I choose. Hierarchical, collapsible, easier for lists see My Information Management Software page.
Reminders in iDevices - Use to beep me for items I don't want to stick in the calendar (reduce clutter). Tried to use it as a to do list but it fizzled out.
Evernote - Limited - Can do reminders by emailing to it (!2015/01/15 in subject line) or by clicking on reminder while in a note. Reminds, but limited in my view.
Go directly to the decision!
The biggest fault is not in having a full task management system you stick to, where you are always hoping for the ideal.
Choose among these 3 vetted ones that are just fine.
1. Free Google Calendar, supplemented with GTasks (minor cost). See the boxes at the bottom of this page for detail and notes to myself.
2. Nozbe - A "Getting Things Done" great app for self or business. See M. Hyatt's rec. For multiple devices: $8/mo.
3. Office 365: $70/year, 3 devices, on web, better detail on tasks plus, plus, and plus (all microsoft software is on the web for you).
The obvious best choice: Office 365, best integrated, best detail.
SELECTED 12/15
Office 365 Personal - $70/year for everything in Microsoft Office suite! Currently testing and transferring everything over to it.
"Notes" in iDevices - synced via iCloud Lists of items to do in specific places, - iBook, iGrocery, iNonGrocery. Specific events: Tip i
(Can dictate via Siri into notes.)
Workflowy - Items with no due dates, by whatever category I choose. Hierarchical, collapsible, easier for lists see My Information Management Software page.
Reminders in iDevices - Use to beep me for items I don't want to stick in the calendar (reduce clutter). Tried to use it as a to do list but it fizzled out.
Evernote - Limited - Can do reminders by emailing to it (!2015/01/15 in subject line) or by clicking on reminder while in a note. Reminds, but limited in my view. Used for long articles and webclips. (OneNote may supersede it. Testing.)
WHY AND HOW
See the three final choices in the sidebar.
I mickey moused around with Google tasks, etc. and found that there were too many restrictions for me, though I could have made it work. I did get GTasks on PC to be shown in smaller print which made it easier
Office 365 is available on the web with 1 terabyte of free storage and all of the Microsoft Office products. Everything is refined to the highest level and it will always be supported by a company that does not go bankrupt. All the systems are easy to understand, without mickey mousing around.
