Wrap Your Tasks to Unwrap Your Productivity

Ever feel like tasks linger longer than they should? You know, the ones that hang around, get bumped to tomorrow’s to-do list, or simply stare at you from the depths of your task manager? The issue might not be what you're working on—it might be how you're approaching it. That’s where task-wrapping comes in.

Think of it as gift-wrapping for your productivity. Just like every beautifully wrapped present answers the questions of who it’s for and what’s inside, task-wrapping is about tying up every loose end of your to-dos by answering a few key questions up front. It’s clarity in action, and it makes a huge difference. And no, I’m not any good at wrapping physical gifts, so that’s probably a terrible metaphor.

What is Task-Wrapping? ??

Task-wrapping is the habit of answering the essential questions about a task before you start. It’s not enough to scribble down “Finish report” or “Update client” on your to-do list. Those vague entries are breeding grounds for procrastination.

Instead, wrap each task by answering these five essentials:

1. Who? ??

Who is involved in this task? Is this something only you can do, or can it be delegated? Are there any other team members, clients, or stakeholders you need to collaborate with?

Example: Instead of writing “Submit proposal,” think: Who needs to review this proposal before submission? Do I need input from my team or feedback from the client? If so, you need to acknowledge and input those as sub-tasks.

2. What? ??

What is the real objective here? Be clear on what “done” looks like. Are you drafting, reviewing, completing, or sending something? Define it so you know exactly what you’re aiming for.

Example: “Finish report” becomes: Finalize the sales report, including Q4 numbers, and upload to the shared drive for review.

3. When? ??

When does this task need to happen? Is there a hard deadline? A soft deadline? When do you realistically have time to focus on this? Use your calendar to block time and create urgency.

Example: Instead of “Call supplier,” think: Call supplier by 3 PM Thursday to confirm next month’s shipment. Context matters, so give your task context!

4. Where? ??

Where will this task take place? Is it a meeting, a digital file, a document? Do you need to be in your office, on a call, or accessing a specific platform?

Example: “Update CRM” becomes: Log into Salesforce and add Q4 sales numbers by end of day Tuesday. Write it like you’d say it… in fact, you can use your voice to speak your tasks into your task management software, typically via the accompanying app. I do this with Asana all the time.

5. How? ???

How are you going to accomplish this? Are there tools, resources, or information you’ll need? Do you need access to a system, a document, or someone’s expertise?

Example: Instead of “Schedule team meeting,” think: Use Google Calendar to send invites and set up a Zoom link for a 30-minute meeting. And then of course, send this task to your assistant!

Why Wrapping Matters ??

When you take the time to wrap each task with these questions, you eliminate ambiguity and procrastination. It’s like handing yourself (or your assistant) a step-by-step guide for every to-do, which not only increases your efficiency but also boosts your confidence. After all… Clarity creates momentum, and momentum gets things done.

Plus, this is a fantastic habit to instill with your team. If you work with an EA (or dream of working with one), task-wrapping ensures smooth handoffs. You’re not just delegating a vague task—you’re providing a clear roadmap that sets everyone up for success.

Pro Tip: The 80% Rule for Delegation ??

Here’s where task-wrapping shines even brighter. If a task is something you don’t necessarily need to do, wrapping it properly means you can delegate it to someone else—like a remote Executive Assistant. When you’ve answered the “who, what, when, where, and how,” handing off tasks becomes seamless. Your EA gets the clarity they need, and you get time back in your day to focus on higher-impact work.

Your Challenge This Week ??

Take your to-do list for the week and try task-wrapping. Go through each item and answer the five essentials. Does it feel clearer? More actionable? Then take it a step further: identify one or two wrapped tasks that you can delegate to someone else.

You might be surprised how much smoother things feel when everything is “wrapped” and ready to go.