Build a System

Let’s recap. Last month, you made the longest to-do list ever. You took that list and grouped together like items. These groups became your programs, which consist of related projects. You named your programs so that you can visualize your top priorities and themes for the year. And then you reviewed everything to pull together distinct projects with clear to-dos. Remember, running a marathon is not a to-do - it is a project. Buying new shoes is a to-do, and while you are at, why not treat yourself to some new shoes?!

Now, you need to build a system for managing all of this work! It’s one thing to have organized sheets of paper by project, but how do you actually start taking action?

Here are a few questions to ask yourself to get started:

• Do you prefer digital or analog organization? If you love writing to-do lists on notepads, using a planner, or putting everything on a whiteboard in your office, great! Let’s build an analog system for you.
• If you live on your phone & computer, responding to emails, texts, and slacks, and are constantly on the go, you might prefer digital organization. You need to know what needs to get done even if you leave that sheet of paper behind.

You want to build a system where you feel comfortable operating in it. If you are analog but feel you “should” be more digital - I would encourage you to still build this system on paper. Get comfortable with the system first before you upgrade it.

If you are on the digital path, it’s time to assemble your tools. There is no one tool that is the absolute best tool for project management. Each one of you has different needs. If you are trying to get more organized at work, you may already have a license for a tool your company uses. If you are trying to get more organized outside of work, you may want a free and easy-to-use tool.

Some tools you might consider:

• Asana is my go-to, and you all know that! There is a free version that’s very easy to use. You can set up different projects for the projects you made in your longest to-do list ever. You can set due dates and create follow-up tasks. And you can see everything in a list, board, or calendar view!
• Todoist is another friendly tool for managing life outside of work. It takes your average to-do list and gives it a nice digital upgrade
• Notion is a tool loved by many. I personally haven’t used it for project management - only for document organization, but for many people, it is their home away from home!
• Notes App - this app is not very robust if you really want to start tracking due dates. But, if your goal is to take your scattered lists and house them in one central place, this is a great way to start

Remember, when using a tool, you are gaining the benefit of future planning. My Asana tool has a project with all of the birthdays I want to remember. When I think of something I need to do before a trip I have in a few months, I can put it in Asana. I can even put in tasks for upcoming Marvel movie ticket sale dates for the next few years! Our brain is often clogged with those things we have to remember in a few months, not a few minutes, so using a tool gives you a place to capture that.

What tools do you like?