Task Management Philosophy / archived / read-only

 
  • Philosophy - Ver 1
    • Add items to the task list.
    • Colors & Order for priority
      • Select limited number of prioritized items for execution.
      • Use gut-feel to balance the number as it is a tradeoff between a stale prioritized and overwhelming list (if number is too high) and continous list scans (if number is too low)
      • Set colors (1 for home) (2 for office) on the tasks
      • Check for your items to work on by filtering (color:1 or color.:2)
        • Order the items up and down within each color to correctly prioritize within
        • If necessary, do a default priority sort to group the home and office items together (this won't sort items having sub-items which are colored)
      • Once the selected colors have been executed, then either they will be deleted, hashtagged (delegated), due-dated or unmarked (unprioritized).
      • After finishing one batch, you will select the next batch for execution. Try to review and refresh selected tasks on a regular basis since you might have some long running programs
    • Hashtag for assignment
      • Add person-named hashtag if someone else is going to work on it and you do regular followups of assigned tasks with that person
      • If Hashtag is removed, then you need to decide if the item should be colored for self execution or let it be unmarked
    • Due dates for deadlines and followups
      • Add due dates for hard deadlines or followups with people whom you don't do regular followups of assigned tasks
    • Basically either something is a cronjob (waiting for due date) or a processor (tasks hashtagged for delegated execution to other people or colored for self execution)
    • Avoid zoom-ins as you lose the bigger picture and also you get scope limited and bored
  • Philosophy - Ver 2
    • Add items to the task list.
    • Task Lifecycle Phase 1 - Categorizing and Prioritizing
      • Categorize with Colors
        • Categorize by setting colors (1 for home) (2 for office) on the tasks
      • Prioritize with Order
        • Prioritize by Ordering the items up and down within each category
    • Task Lifecycle Phase 2 - Scheduling, Delegating or Due-Dating
      • Schedule
        • Check for your items to choose to work on by filtering the Category and looking at the Prioritized items
        • Schedule the items to work upon for execution using "Due Dates"
        • Be careful to not overload your day and aim to finish all the tasks for the day. This is very important from pyschological perspective.
      • Delegate
        • Add person-named hashtag if someone else is going to work on it and you do regular followups of assigned tasks with that person
      • Due Dates
        • Use "Due Dates" for hard deadlines or followups with people whom you don't do regular followups of delegated tasks
  • Philosophy - WIP
    • Have different "pane-sets" with each pane can be maximized or minimized as needed
      • Backlog (sorted by date)
      • Categorized & Prioritized (sorted by priority)
        • Home
        • Work
        • Long Term Habits
      • Weekly Sprint (top projects and items selected for completion during the week)
      • Weekly Plan
      • Daily Plan
    • Sprint planning every Sunday evening
  • Reference Lists are separate lists for
    • Guides
    • Referential Information
    • Long running programs
  • Strategies to Tackle Procrastination
    • Water Baby Method
      • Stay put, don’t move.
      • Think of the water baby scenario in detail and relate it to your situation
      • Show understanding and compassion for the part of you that wants to avoid the task
      • Remember that the task is likely not as bad as you think once you get started
      • Tell yourself to try the task for a few minutes to evaluate how bad the task really is
      • Get started on the task for a few minutes, calmly, to check how it feels
    • Try to persevere and do the hard thing as it will mould and strengthen your brain. The brain is plastic and learns to adapt and becomes stronger the next time around.
    • Just get started on the task for 5 minutes without any plan
    • Time box the complex task e.g. "Do Xxx for 30 minutes"
    • Take a deep breath, relax and think about
      • the big picture on why you want to do the Task
      • visualize the task and associate yourself with the task and how you might go about it
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