So You Want To Start Using a Task Management App

I work at a public library and have been preparing a program for my patrons on To-Do Apps. It’s totally in my wheelhouse and I’m grateful for the opportunity, and it’s given me a chance to revisit the apps I use, have used, and weigh out the pros and cons of the different apps. It’s also an opportunity to get some new people started on their digital task management journey!

An obvious point of discussion is why use a digital tool for your task management? For me, who used paper planners throughout grade school and college, I moved to using digital tools as a matter of convenience and for long-term planning. In my work, I know I have certain tasks I do every month or every week, and having those set as reoccurring tasks means I don’t have to think about them until it’s time to complete the task. I have numerous projects at work, and being able to plan out different due dates and adjust as my circumstances change is super helpful to stay organized and maintain a clean and minimal interface.

I can also easily search for tasks, to see if I completed them, or assure myself that I’ve put a certain task in the system. Even if you get it off your mind and into your system, it’s good to know you can quickly verify! I can quickly see what tasks I’ve done, and I love that when I’m writing up a monthly report of my activities for work.

But the big reason for me is having a clean and flexible tool that’s with me all the time. I can access it on the smartphone I have with me almost always and on my laptop. I can access it from work and home. I can move around due dates and update tasks without needing an eraser or Wite-Out, and I don’t get confused by duplicate or outdated information. It syncs and it’s ready for me when I need it.

Once you’ve determined the benefits of using a task management app, then you have to choose which one. I’ve tried a variety of apps over the years, and continue to try out different apps to make sure I’m still getting the functionality that I want. At this point, it solidifies how much I enjoy using Todoist still, but I like checking out what other options are out there. It also helps me advise other people on what may work better for their needs!

I advise people just trying out apps to start with the free one that’s in the digital ecosystem you’re already using. For most people, that’s going to be Apple, Google, or Microsoft. They have free apps that are integrated into their software already, and that’s the easiest way to transition. They have simple interfaces, are minimalist, and don’t have a lot of bells and whistles to learn. And they easily integrate with other things you’re already using, like Gmail or Outlook.

When I decided I was going to move to a digital system for task management, I used the free tier of Todoist for a good long while and loved it. The free versions of task management apps are pretty robust but have just enough functionality for you to get used to having it as your system. What I found after a year of use is I needed more of those paid functions. I had developed my process to a point where I needed additional projects. I found a need for using tags. And since I was using the app and NEEDING it, it wasn’t too hard for me to recognize I should get a subscription to support the people behind making it as well.

I tell people getting started with task management, in general, to try the David Allen/Marie Kondo approach — gather all the things you need to do into one place/inbox, and then go through each one and see if they still spark joy. LOL. Can this be done right now? Do it. Can this task be done in two days? Schedule. Do you need someone else to tackle something about the task before you can complete it? Delegate it. Do you not remember what this list on a Post-It from three years ago is about? Trash it.

Now you have tasks that need to be organized. I advise people getting started with task management apps to start with just two projects: Personal and Work. Probably a good majority, if not all, of your tasks, fit into one of those two buckets. But you may quickly find that you have a few tasks that you start putting into Home, but really they should have their own project list. Perhaps your church or a volunteer organization. Those should get separated out.

I have a project for Church, I have different projects for the various long-term writing projects I have, and I have a project just for what I’m reading. This way I can clearly compartmentalize the things I need to do and be better able to plan for those aspects of my life.

I also suggest that everything get assigned due date. That task may not necessarily need to be accomplished on the first due date you set, but you’ve at least planned a way for you to address it in the future. Undated tasks linger and get forgotten, so if I don’t have a due date assigned to them, it stays in my Inbox until it does. So if I see items in my Inbox, I know I need to take some time to clear them out and get my week planned out.

These are some of the basic tips I’ve found to help out people just getting started with task management apps. What other advice do you have?