How do you stay on top of everything?

[amcewen]

Hello,

Reading through the forums it seems that you're all very good at your jobs, even to the point of being so efficient that you run out of things to do.

So I'd like to ask, how do you keep track of all the things that you need to get done?  Do you keep it all in your head or get it down onto a list?  And if a list do you use paper or keep it on the computer?

I found David Allen's book Getting Things Done was a great introduction to becoming more productive, and it led me to write a web application to manage all my to-do items.  I'm interested in finding out how other people manage this sort of stuff so that I can improve it and help more people.

Looking forward to hearing how the experts do it :-)

Adrian.

Edited by mek on 11/03/08 10:11 AM.

[gee4]

I use the Task function in Outlook and update it as I progress the task in hand.

If it's a quick action I can do the minute I am asked, I will jot down a note.

[raindance]

Adrian,

Are you really asking us for our opinion or are you advertising your website?

Raindance

[amcewen]

To be honest, a little of both.  I don't want people to use if it doesn't help them, but I hope that (depending on how you work) some people will find it useful.

That said, it's evolved out of how I use it and whilst I've tried not to tailor it to my needs, the more I can find out about how other people manage their tasks, the better I can make it.

Since reading gee4's reply I've had another look at how Outlook does things (I hadn't used it for a couple of versions because I wasn't working somewhere that used Exchange for email).  I can see how the integration with your email software is really useful if you live in your email client, but I'm not sure it would work as well if you had lots of tasks in your list.  Maybe there's a way that I can write a plugin for Outlook to integrate it with and use its tag-based filtering - it's something for me to think about for the future.

So, yes, I get something out of it either way, but if there's a discussion about how to be more productive then maybe there'll be useful tips for everyone?

Adrian.

Edited by jackie on 13/03/08 01:11 PM.

[Atlanta Z3]

Outlook tasks are great.  I've also used Microsoft Project to manage tasks.  For my current job - it's the paper to do list as most tasks are completed same day - anything that carries over is in a file under my monitor stand.  I file everything almost immediately as I like a clear desk and items don't get misplaced or lost.
When I supported multiple project manages I used the Outlook task list to stay on track of all their projects, plus I kept a folder for each manager on my desk in a hot file.  I either reminded them or they automatically checked the folder for items that needed a signature or their attention.
Most people do not use the journal feature in Outlook but I have found  it to be very useful - in many applications. Outlook is so under-utliized!

[peaches2160]

I use a paper to do list and a date sorter/tickler file on my desk for the little tasks and meetings.  I also maintain an action register in Excel for my boss and I with his and my major action items/key meetings/travel on it.  This keeps us in sync as we meet each week and review it as well as other items of importance such as travel schedule, etc.  Works for us.  Unfortunately, we are not on Outlook anymore.  This system helps keep the "stuff" from falling through the cracks.