You're overwhelmed with your to-do list. Which productivity apps can help you manage it?

Instead of adding more productivity apps like Pomodoro, Notion, Todoist, Focus, etc., my suggestion is to assess where you're losing productivity. In my case, I identified a significant time sink on Instagram, so I took a different approach. I deleted the app and logged it through Chrome, where the user experience is pathetic, limiting my daily usage from 3 hours to 5 minutes due to its poor functionality.

After experimenting with various productivity apps and techniques, I've come to a realization: productivity isn't about juggling dozens of tasks or relying on fancy apps. Instead, it's about simplifying tasks, prioritizing the top three activities that truly add value to my work and well-being each day, and delegating the rest. Surprisingly, going back to the basics with a simple pen and notebook has made all the difference for me. Sometimes, the most effective solutions are the simplest ones.

In my personal process I take a more “Oldschool” approach. I have a planner and I wrote all of my commitments, tasks, obligations, etc. in it. From there I have specialized calendars created in my Calendar app on my iPhone that coordinate with my various organizations. I set alarms, reminders, and even add additional notes to the events if needed. And if something new pops up during the day I add it as soon as I hear about it. I don’t need any additional apps on my phone for that, I utilize what’s already there and make it happen!

In my opinion, one of the key factors contributing to success is organisation. I believe it is crucial to create a to-do list for every project and ensure that you are prioritising your workload efficiently. To achieve this, I use Tasks by Planner within Microsoft Teams and link it to my Outlook calendar so that I can plan my week effectively. I also use the iPhone Notes feature which allows me to add contributors and share the notes/to-do lists. I find that having a to-do list helps me stay motivated and less anxious as it gives me confidence that I will not forget any tasks as I go along. Overall, I believe that being organised and having a clear plan is essential for success in both personal/professional settings.

Automation is the way to go, Zapier, Syft Analytics,Hubspot, and Octopus, Getrespose, etc. It makes the work more productive and easier.

Promuevo activamente el uso de la matriz de prioridades para la planificación. (Ver: https://bit.ly/3f6Dfek) Una aplicación muy útil para estos efectos es ?Todoist?. Aunque no está dise?ada específicamente para la matriz, permite crear listas de tareas y asignarles etiquetas de prioridad. Puedes etiquetar las tareas como urgentes e importantes, lo que facilita la clasificación en los cuadrantes de la matriz. Además, ofrece la posibilidad de establecer fechas límite y recordatorios, lo que te ayuda a mantener un seguimiento de tus actividades. Otras aplicaciones como ?Trello?, ?Asana? y ?Microsoft To Do? también son útiles para implementar la matriz con sus funciones de organización y priorización de tareas.

When it comes to planning your tasks, don't give everything a priority! We often waste far too much time reviewing every single task and giving it some kind of score (number, color, flag, etc.). Instead, only highlight you're top 2-3 tasks so that they stand out from everything else. The goal here is to complete those tasks before moving on to anything else.

The best app to use, is the one you are already using. Make it easier on yourself and habit stack. The notes app on your phone that you already use for the grocery list and to write down your goals… is the perfect blank slate to make a template fully customizable to your unique needs. I also feel, when you build the tool, you develop a special relationship with it, and are more likely to play around with it and keep using it.

When it comes to my emails and calendar. It is nice to use the Viva Insights to tackle outstanding tasks, or to prepare for upcoming meetings. I tend to use this feature a lot on outlook.

To plan effectively: 1. List all tasks without organizing them yet. 2. Prioritize tasks based on importance and urgency, considering deadlines. 3. Break down big projects into smaller tasks for easier handling. 4. Set realistic deadlines for each task. 5. Choose a productivity system or app and utilize it for organization. 6. Schedule specific time slots for high-priority tasks. 7. Regularly review and adjust your tasks and priorities.

While the tomato technique can be helpful (pomodoro is Italian for tomato), I have found being versatile with time blocking to be most beneficial. Ex. Batching quick tasks together for a 25min block followed by a block for a deep-thought task for 90min followed by a 45min block for other tasks. The goal is optimize for two variables: efficiency and productivity. By grouping small tasks together for 25min and allowing yourself the flexibility to capitalize on a sate of “flow” for 90min, efficiency and productivity can be optimized while not hampered by an arbitrary tomato timer. Use the Eisenhower Matrix to determine the appropriate time blocks, schedule them, and let the calendar be your guide.

I think one of my favourite strategies is Eat the frog! "Eat the Frog": Tackle your biggest, nastiest task first for a confidence boost. Also, Eisenhower Matrix: Prioritize tasks based on urgency and importance (urgent & important first!). Two-Minute Rule: If a task takes less than two minutes, do it immediately.

There are two questions you should ask yourself before you begin implementing your plan. Am I prepared for a pivot and have I protected my plan enough? In my experience plans often fail not because they weren't thought through well, but there were no contingency plans created. What happens when something throws a wrench in your plan? Do you have a way to make up for that lost time or do you throw in the towel? Have you communicated to all that your time is protected and you aren't to be disturbed or are you allowing just anyone to interrupt your flow? By having a plan B in place and protecting your scheduled time for tasks you can be sure your tasks will get done as you originally planned.

The "eat the frog" method is one of the most efficient ways to make progress on important things, at least in my opinion. The trick is, of course, to make yourself to eat that frog first thing in the morning! I try to trick my brain by coupling this activity with a pleasant reward afterwards (e.g., nice cup of coffee, small walk outside), so I look forward to be done with it and get a prize :)

Understanding your natural work cadence is vital when managing your to-do list. Do you typically have more energy and focus in the morning or the afternoon? Are you able to jump from item to item without losing track? Does it take a while to gather momentum on your to-do list? Color-coordinating items by priority and time-blocking items together is a tremendous technique to manage your to-do list. Pair these techniques with a solid understanding of your work cadence, and you can manage your time and workload in a way that allows you to make great strides toward your goals.

Im using Microsoft To Do Syncs tasks across devices, integrates with Outlook, and offers smart lists and reminders. No Worries, No Hassle, just set a reminder then the devices remind you while your are focusing to your work.

I use Notion to plan and list my tasks. Even though I know where all the necessary work information is stored, I still check it regularly. I look at my daily tasks a few times each day to prioritize or reschedule them. For tasks that take several days or weeks, I review them every day or 2-3 times a week. This helps me make sure I haven't forgotten anything and stay on top of deadlines. The key idea is that you need to remember this step and not to avoid it even though you might be 100% sure that you remember everything and align with all the initial plans and ideas.

Un aplicación que me ha funcionado para monitorear el avance de mi equipo en el entorno de Teams es "Taks de Planner y To Do". Hay espacio para la comunicación y para el intercambio de información, al tiempo que se va mostrando el avance de cada actividad, incluso se muestra un Dashboard del avance por personal, las áreas y de las actividades.

Don't let your reviews be distraction. While gamifying everything definitely let's app companies sell products, remember your best friend will be synchronization. Widely-available industry standards might not look as colorful or allow you to role play, but they will make it easier and therefore faster for you to receive updates, have a birds-eye view on implementation and let all the people involved in the project to share their progress. Sometimes the simplest solutions are the best. If it's difficult for you to review tasks on a timely basis make it a task. Put it in your calendar. Even 5-minute slots can be valuable to your productivity.

Microsoft To Do has to be the most user friendly application! It helps you keep track of all the tasks you have, and also of what tasks you have completed! It’s human to forget things, so Microsoft To Do prevents that from happening. As and when tasks land on my desk, I simply type them in and add them to my task list. You can also categorise your tasks by different departments for instance. It’s a life saver app!

Best productivity app is actually not an app but a feature, it’s called airplane mode, just turn it on and you’ll see your productivity spike!

When you make decisions from a place of overwhelm, it often leads to inaction and avoidance. Here are some mindset management tips to move through overwhelm, so you can get more done. - Choose your top 3 priorities for the day/week. Allow yourself to focus on getting those done, one at a time. - For everything else, notice what you're thinking and feeling about those tasks. Are you telling yourself that you HAVE to get them done? What is likely to happen if you don't? The actual outcome is usually much less worse than the brain would have you believe. - Practice self-compassion and self-encouragement as you move through your days. Cheer yourself on, and quietly celebrate each accomplishment.

The list of things "to do" is important. The tool to help you organize is important, but relative. The mental preparation to accomplish the goals & complete tasks from the list, is however, the most critical. If you write out all your tasks on paper, type them out in an app or get the calendar to send you a reminder, it is all useless without the mental preparation required to complete the tasks within a certain timeframe - especially when there isn't a hard deadline. Perhaps lists help because they allow us to put our thoughts into words, but when we sit down and visualize ourselves completing the tasks and attach them to a timeframe, we may find the sweet spot of effectiveness.

Where possible, delegate some tasks. Do not try to do everything yourself. Empower your staff with knowledge and development, so that, should you be away, your absence is unnoticeable.

Remember that productivity apps are meant to be used as a tools and not a solution to all your problems. You are still the driving force behind the tool. You are the one that guides the roadmap. On a personal basis, I really like the Google suite to create tasks, reminders, priority lists and map out projects. ??