I love organization and task management tools. Whether it’s a one-off task like returning library books or a recurring task like calling my parents, I know I can’t remember everything that I need to do. I need systems to remember for me, and I’m always improving those systems (with blog posts to prove it). Continue reading “Routines, Running, and Getting Things Done”
I’m obsessed with staying organized. I know how often I don’t commit something to memory or forget later, and I see life as a constant struggle against the chaos and idleness of disorganization. Having a system seems to be the key, and when everything can seemingly be solved with software, there’s an app for that. As such, I thought I would share a brief history into my own system.
Until I got to college, I didn’t have a system. I think we were required to have organizers and time trackers during primary and secondary school, but I never really used any of that. In retrospect, it’s astounding how much effort teachers put into teaching us reasonable skills (like time and task management), which we completely missed because we were some combination of not busy, conscientious, or understanding enough of why we should do it.
Regardless, I went through the motions as much as required but never really used any of that. All I had was a single, usually plastic, two-pocket folder. I had to carry binders of notes, spirals, time trackers, and whatever else, but the only thing that actually mattered was in that folder. At a time where most tasks were homework, which was often a piece of paper, it was an easy way to keep track of everything. Fill the folder over the course of the day, then empty it as I completed things.
I’m not quite sure how I factored studying for tests into that system, but when calendars only had to be scheduled at most a week out, it didn’t really matter. It was a simple system, but it worked because the scope was so small. In truth, my teachers, education system, and parents really kept track of anything important. They doled out my tasks and calendar in bite-size pieces that were easily represented with a folder.
When I got to college, I started using the Stickies widget on the OSX dashboard page. Presumably, the change of context from high school to college rendered the folder ineffective. I’m guessing I developed the habit when I started putting my random addresses into Stickies and evolved random notes into a single, very long TODO sticky note. Despite being somewhat rudimentary, it was effective for planning out when I would have to study for one class or work on an assignment for another.
I was extremely reliant on it. When my motherboard died, I wasn’t worried about any documents on my computer: the most important thing was recovering my Stickies so I wouldn’t drop anything within the week. Overall, it is perhaps the closest to a true TODO list as I have ever used: it had few recurring tasks and could easily be populated and scheduled out to about a a week. During college, most of my tasks were still relatively short-term and could easily be accommodated in this system.
Towards the end of college when I started working, I switched over to Evernote. I became an Evernote fan as a way to collect my dozens of random text documents on my computer, but it became the right TODO list tool because it was portable. When I had a work computer and a personal computer, I couldn’t sync up the Stickies widget, so I couldn’t do things or add tasks while at work.
The portability brought me over, but it was the checkboxes that kept me. As I transitioned into real life with errands and chores, I developed more recurring tasks, which I could check and un-check as necessary. This evolved into the regular TODO list, which I previously described. In brief, I divided up tasks into daily, weekly, monthly, and irregular tasks, and managed it in a single note.
My Evernote system was good and probably sustainable if I hadn’t found a better task management tool in Asana within the past few months. Evernote is more of a swiss army knife, where Asana was built specifically for task management in mind. I started using it because unlike Evernote, it works with other people. I started recording tasks around the house with Julie, but I instantly became a fan of the system. It reminded me of the issue tracking system I use at work, except it stripped away a lot of the doctrine and boilerplate to make it very simple to add, organize, and complete tasks.
It was easy to transition everything, and it allows me to set tasks to repeat. This was particularly helpful for my regular TODO list: instead of having to reset at the end of every period, it resets on completion and files it away until that day comes up. Even better, it has the due date so I can see how many days I have skipped on a daily task (usually exercise).
I think there are a few other nice features to it that I’m not recalling at the moment, but ignoring the details, I think everyone should be using Asana. I honestly don’t get how any adult can get away without a task management system, and Asana makes it so easy for both personal and team use. With a task management system, it’s hard to guiltlessly fail to do something: there’s a task that won’t go away until it is completed.
One of my coworkers shared Bullet Journal with me, and she was right because conceptually, I love it. I love it because it’s an organization system. Moreover, it has 2 characteristics which I feel are missing.
First, it’s analog. Despite everything about my life, I still fancy myself a luddite and pretend like things would be better without computers. There’s something still satisfying about having a system in pen and paper.
Second, it has history. This blog and my advocacy for journaling are both symptoms of my interesting in recording my life. I have at various times tried to maintain lists of books I have read, events I have gone to, movies I have watched, and music I have been into, but none of it really stuck. All of it was more work than seemed immediately worthwhile. Having that documentation built into my regular flow sounds really nice, especially if it’s private and analog.
So I’m not sure what’s next, but at the current pace, in at most 3 years, I will have a new system because it satisfies some new requirement. Looking at my history, it seems that each change came about by a larger change in my life: first college, then work, then moving out. I’m not sure what is happening in 3 years, but I’m sure I’ll need something different.