How does this CEO track tasks and commitments?
As we grow, I’ve had to get better and better at tracking the commitments I make to my team and they make to me (as well as to customers, of course) Here’s what works for me as I get more and more questions about it: I use paper (really), a syntax, a SMART form and a task manager. It’s my best solution so far after years of refining and a work in progress.
Why listen to me? Personal productivity and effectiveness is a growing obsession for me. As CEO meetings are my constant reality. Staying on top of commitments, both mine and others, is a key foundation for success and I learned years ago that I need to be productive and accountable to expect it from the team.
I’ve tested paper notebooks, laptops of all sizes, phones and e-paper tablets. I’ve tried note taking apps and task managers (RIP my favorite - Wunderlist ).?
These never worked for me. Why?
Computers/Laptops don’t work well in meetings because others cannot see what you are doing. It is a barrier which reduces trust. You also look distracted (which you probably are).
e-Paper notebooks sync (e.g. to google docs) better, but are slower to write on, sharing is difficult, page flipping is cumbersome and integration remains weak.?
Paper notebooks are unsearchable and difficult to modify. They are handy and always work, but smaller paper sizes don’t stack up with printed paper so moving contents to email, etc. is still work.?
Phones don’t work in meetings because you look (are) distracted and should not be on your phone during a meeting.
Long story short, here’s my solution:
I write tasks in an extended SMART format on paper. Transfer the information to a task manager on same day. I use three buckets in my task manager: Active, Waiting and Backlog. I plan every day based on the task manager Active list. That's it.
Some details on how and why
Use full size A4 paper (or Letter in the US) nothing smaller. Use the paper size that your printer uses and you can combine sheets. I use scrap paper to be eco friendly and reinforce our B Corp values across the business. Single sheets are nice to spread out on a table and share in meetings, with teams, etc. It’s the most flexible solution.
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Be SMART. SMART means Specific, Measurable, Achievable, Realistic, and Timely. I extend SMART with tags. These help identify and shorten recurring items. That makes it easy to transfer to a task manager and label properly. It is also easier to read. The format helps you to remember important data like due date, it forces to be specific and measurable.
I use tags like: @ for people # for tasks '/ for decisions and a consistent date format. The tags also exist in my task manager so this allows easy transfer. Here’s an example:
The first line is a decision. Below it are two action items (indicated by the # symbol). First action item - I need to change the budget CC410 by 5k and inform the budget owner by Friday.? This is specific, measurable (team informed, budget changed by 5k). Plus I have plenty of time before Friday. It is achievable and realistic. Second action item - Maria agrees to move a release timeline by 2 weeks and inform the team by Friday.
Where does it go? Into my task manager on the same day (really same day). I use Todoist from Doist . Keeping it simple means all I need is: Tags, Dates, Recurring task feature, Sub tasks, Priorities.
I sort all tasks into one of three buckets:?
- Active - what I am working on
- Waiting - for commitments by others
- Backlog - what's coming / needs to be come next. Every morning I review Active and Waiting for my daily work.
Could I do this more effectively with a device?
I keep looking (Maybe Nuwa), but so far paper still performs. The penalty for transferring action items from paper to task manager is tiny and provides reminders, etc. when I do it. I keep it quick with SMART and Syntax - literally seconds per task. The freedom gains of paper offset the efficiency loss. Sharing and spreading out paper notes during a meeting is a large upside that I do not want to lose. Modifying a quick written note in a meeting is easy on paper too.
You made it to the end :-) Nearly …
I am always looking to improve this. How do you track commitments and tasks? Do you have hints to improve mine?
Senior Business Developer at MSP Concepts
1 å¹´That's a great share. Helpful. Andreas Idl
Founder of Dear Green Coffee Roasters - proudly B Corp certified.
1 å¹´A great read Andreas with thoughts that echo my own! I also miss Wunderlist but find Google Spaces and Tasks to be a great upgrade. Those laptops and phones are a definite barrier and distraction but in a fight to be paperless and to have everything documented it creates an ongoing dilema!
Thanks for sharing your insights, Andreas! It's always intriguing to peek behind the scenes and see how leaders like yourself manage their day-to-day tasks. Your approach with pen and paper, coupled with the SMART format, showcases a practical yet effective method in an increasingly digital world. It's refreshing to see the emphasis on eco-conscious practices too.
changing the world for the better with coffee
1 å¹´nice. thank you for the insight! i feel like i am hunting for the perfect way of dealing with my projects since a couple of years now and am always super keen on hearing from others. i guess i will try giving my handwritten notes a try again ;)
Business skills for specialty coffee. Helping you learn how to steer your business and career toward your idea of growth.
1 å¹´This is SO helpful and I'm grateful you took the time (was it on your task list???) to document this and share with us. It's something I'm constantly trying to get better at and I haven't found a system that sticks. Many task managers take so much time to use that it doesn't end up feeling worth it. I'm going to give this a try!