To help focus my lists down to more manageable chunks, when I am disciplined about it, during my weekly reviews I will tag some of the tasks as weekly or monthly goals. Then each day(ish) I will look at just those weekly or monthly goals, and star just the top 2 or 3 tasks for the next day - anything that is due that day - and what else would I like to get done to call it an OK day? Then I pretty much only work off the starred list and dump anything new into the inbox. If it is truly urgent - the new inbox stuff will get a star too.
During the day - I don't let myself look into my other lists. That way I don't get so overwhelmed. I just have a focused starred list. If for some miraculous reason I clear all my starred tasks - then I can go back to my weekly/monthly goals and add 2-3 more stars. My problem is that I don't regularly do those weekly reviews, so sometimes the other lists start to get behind and I have put in a longer review session to get them back into shape. On Tuesday, July 14, 2020 at 4:33:32 PM UTC-4, Susannah wrote: > > I have little trouble with dependencies in a specific project. The issue > I do have with them is if I would like to do this project before I do that > one. If something gets stuck that I didn't foresee in the first project I > lose sight of the other one that I could be working on while I wait on > someone or something. I am learning that is not a good thing to do at > least until I can get regular reviews under control. It does work well > though if an emergency pops up I can put that in and make everything > dependent on the emergency which shortens my list very quickly until the > emergency is done that is. Or if I could get my list short enough to have > one active folder for work and one for personal instead of how it is > below. I am a long way off from that though. > > I saw something on that twitter link that I think is going to really > help. Putting a closed time frame on certain contexts. That will help > separate a lot of my home tasks from my tasks that can be done anytime and > anywhere. > > My structured list is set up pretty similar to yours: > Routines - reoccurring tasks anything from daily to yearly > System - general system maintenance like clearing my inboxes and weekly > reviews etc > Work > Role 1 > Active > Prioritized (hidden - someday maybe plus anything that doesn't > have to be done this week) - I used to have these separate but it was too > hard to review so I try to prioritize so the top is things that need to be > done sooner and the bottom is maybe never things > Role 2 > Active > Prioritized > ...all the way to Role 9 > Personal > Role 1 > Active > Prioritized > ...all the way to Role 8 > One Times - projects that completed and go away > System - ex would be applying those closed periods to my contexts > Work > Role 1 > Active > Prioritized (hidden - someday maybe plus anything that doesn't > have to be done this week) - I used to have these separate but it was too > hard to review so I try to prioritize so the top is things that need to be > done sooner and the bottom is maybe never things > Role 2 > Active > Prioritized > ...all the way to Role 9 > Personal > Role 1 > Active > Prioritized > ...all the way to Role 8 > > Then I have a few other main levels like procedures to copy, ideas, > reference, and I actually do have a probably never at the bottom of > projects that got x'd but their plan was very detailed and I didn't want to > just delete b/c it could be used in different projects (all of these are > hidden). For example I manage our network at work among other things so I > have a procedure for setting up a new employee in my procedures to copy > folder. So when we have a new employee I go copy the whole project from > procedures to copy and paste it in my Network Role under work and give it > the deadline of the day before the employee starts. Just that one project > may have 50 tasks with a lot of dependencies especially if it includes > setting up a new computer from scratch. > > Another big issue I have is I don't know what is coming. I wish I had > away to see down the road easily. For example b/c my routines are set to > weekly, every 6 mos, annually etc sometimes they fall on the same day. > That isn't a good list day even though it may be a productive day. Other > times I had several things dependent on one project so when that project > gets done all of these other things immediately show up on my next action > list and it gets kind of overwhelming. > > I think my system itself works pretty well if it has a doable number of > tasks but I don't have anything that stops me from over planning the time > available. Does that make sense? Does anyone have a way to see when you > are over allocated? > Thanks, > Susannah > > > On Tuesday, July 14, 2020 at 2:01:43 PM UTC-4, [email protected] wrote: >> >> Yes agree 100% on Someday/Maybe as context (which can then be hidden). >> >> Another key thing that helps me is making sure task dependencies are >> properly set. I often use subtasks and frequently use the 'subtasks must be >> completed in order' as it helps a LOT with clutter from a project. >> >> Just for reference, I have a structured list with 4 main categories: >> [work] >> [career] >> [home] >> [personal] >> inbox >> >> Then different things under each ([home]-[seasonal]-[summer] for >> recurring summer tasks, for example) where things have subtasks. >> >> Hope this helps. >> >> Fernando >> >> >> >> On Tuesday, July 14, 2020 at 12:59:20 PM UTC-4 [email protected] >> wrote: >> >>> I'd seriously recommend utilizing a "Someday/Maybe" list for some of >>> your tasks. My lists get really long and I started feeling overwhelmed. >>> Using the S/M allowed me to put tasks there that I wasn't going to get too >>> in the next month or 2 and it kept them out of my views. I have my S/M set >>> to not display in the to-do lists. The key is to regularly review them and >>> pull some back to active and add items that have recently been added to the >>> overall list. Be honest with yourself, if its a "want to do" vs a "have to >>> do" or "should do" then move it to the S/M list and focus on the things >>> you've identified you really want to get done. >>> >>> Hope this helps, >>> Leigh >>> >>> >>> On Tuesday, July 14, 2020 at 6:37:38 AM UTC-10, Susannah wrote: >>>> >>>> I don't really have anything specific in mind. My main issue is I have >>>> too many tasks. So my next action list is too long. I really need a view >>>> that I can get better use out of the phone app - mine is pretty much >>>> impossible to use with how I have it set up now. Actually this Kanban >>>> view >>>> may help with that. I will check out your twitter link too it looks like >>>> there are a lot of helpful things on there. >>>> I spend way too much time managing my list so anything that makes that >>>> easier would be helpful. I have tabs for things like tasks without >>>> contexts that I check regularly to make sure I didn't forget to give a new >>>> tasks a context. Also have one for overdue tasks so I can quickly look at >>>> those. >>>> I'm not very good about using the contexts as intended b/c my list is >>>> too long again. Common theme as you can tell. >>>> I rarely get through a weekly review b/c it takes so long. That is >>>> just for active tasks I rarely get to review the next up list - that has >>>> turned more into a black hole. I do have mini reviews of certain sections >>>> built into my routines though. I would love something that would make >>>> reviews go faster so that I can do them more regularly. >>>> Thanks, >>>> Susannah >>>> >>>> >>>> >>>> >>>> On Friday, July 10, 2020 at 1:17:03 PM UTC-4, Andrei Bacean wrote: >>>>> >>>>> Hi Susannah >>>>> >>>>> I don't have any other demos. But, i can do some. Let me know which >>>>> view you would like to build. >>>>> >>>>> Also, please check https://twitter.com/mylifeorg >>>>> There are some useful tricks published there. >>>>> >>>>> Have a good day, >>>>> Andrew >>>>> >>>>> пятница, 10 июля 2020 г. в 14:44:17 UTC+3, Susannah: >>>>> >>>>>> Thank you for that! I have been wanting to do that for the longest >>>>>> time and got it set up in 3 minutes with your demo. Do you have any >>>>>> other >>>>>> demos? Examples of other views you use often maybe. >>>>>> Susannah >>>>>> >>>>>> >>>>>> >>>>>> >>>>>> On Friday, July 10, 2020 at 5:19:53 AM UTC-4, Andrei Bacean wrote: >>>>>>> >>>>>>> Hi >>>>>>> Sorry for late reply. >>>>>>> No, there is no such option. >>>>>>> The idea is to use views groups as Kanban categories. >>>>>>> Here is a demonstration video. >>>>>>> >>>>>>> https://www.dropbox.com/s/vri0jxrhjxqtly9/Kanban%20view.mp4?dl=0 >>>>>>> >>>>>>> Have a good day! >>>>>>> Andrew >>>>>>> >>>>>>> >>>>>>> >>>>>>> пятница, 26 июня 2020 г. в 08:59:33 UTC+3, [email protected]: >>>>>>> >>>>>>>> Thank you, I'm a little confused. Is there an option to list as >>>>>>>> Kanban? If so, I haven't found it. >>>>>>>> >>>>>>>> FM >>>>>>>> >>>>>>>> On Thursday, June 25, 2020 at 4:57:15 AM UTC-4 Andrei Bacean wrote: >>>>>>>> >>>>>>>>> Another workaround is to use a custom view with *grouping* *as >>>>>>>>> Kanban categories *(grouping by context, by flag, by text tag). >>>>>>>>> >>>>>>>>> Also, you can use emoji to insert some visual signs to the >>>>>>>>> grouping name like ▶ ⏸ ⏯🔄🔜🔼🔽⬆⬇↗↘🎯🤵 etc. >>>>>>>>> To insert an emoji symbol to the context/tag name on windows 10, >>>>>>>>> press "Win" key and "." key simultaneously. >>>>>>>>> Emoji symbols on windows are black and white. Instead on android >>>>>>>>> (I guess on iOS too) they are colorful. >>>>>>>>> >>>>>>>>> Best wishes >>>>>>>>> Andrei >>>>>>>>> >>>>>>>>> вторник, 23 июня 2020 г., 13:45:00 UTC+3 пользователь Richard Emes >>>>>>>>> написал: >>>>>>>>> >>>>>>>>>> Hi Fernando, >>>>>>>>>> >>>>>>>>>> The workaround I'm using is to create sub-projects for each >>>>>>>>>> board; not started, ongoing, waiting and completed. I then move each >>>>>>>>>> task >>>>>>>>>> on each 'board' to the correct sub-project depending on status. I >>>>>>>>>> don't >>>>>>>>>> complete any of the tasks on the Completed 'board'. I also don't >>>>>>>>>> assign >>>>>>>>>> Contexts to any of the tasks so they don't appear in any of my other >>>>>>>>>> task >>>>>>>>>> views. I use the text tags to put a name on each task if someone >>>>>>>>>> else is >>>>>>>>>> working on it and then move it to the Waiting 'board' >>>>>>>>>> >>>>>>>>>> Interested to see if anyone else has any other ideas >>>>>>>>>> >>>>>>>>>> All the best >>>>>>>>>> >>>>>>>>>> Richard >>>>>>>>>> >>>>>>>>>> On Friday, 19 June 2020 at 21:09:58 UTC+1 [email protected] >>>>>>>>>> wrote: >>>>>>>>>> >>>>>>>>>>> Hello! >>>>>>>>>>> >>>>>>>>>>> Is there a way to create a view where the tasks appear on >>>>>>>>>>> different columns as opposed to linearly? This would be a good way >>>>>>>>>>> of >>>>>>>>>>> implementing Kanban boards with MLO. >>>>>>>>>>> >>>>>>>>>>> Simple conceptual view below: >>>>>>>>>>> >>>>>>>>>>> >>>>>>>>>>> A first version could be just supporting viewing tasks like >>>>>>>>>>> this, while a follow-up version would add/remove/change contexts >>>>>>>>>>> based on >>>>>>>>>>> dragging the tasks between the (customizable) columns. >>>>>>>>>>> >>>>>>>>>>> Would LOVE to use MLO for this :-) >>>>>>>>>>> >>>>>>>>>>> Has anyone done Kanban with MLO? If so, how? >>>>>>>>>>> >>>>>>>>>>> Thanks! >>>>>>>>>>> >>>>>>>>>>> Fernando >>>>>>>>>>> (MLO user since hmmm.... 2005-ish) >>>>>>>>>>> >>>>>>>>>> -- You received this message because you are subscribed to the Google Groups "MyLifeOrganized" group. To unsubscribe from this group and stop receiving emails from it, send an email to [email protected]. 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