Keep Personal Errands and Work Projects on Track With the Right Tool
Everyday people have tasks they need to complete. Be it at work, at home or somewhere in between there are chores, tasks, issues, assignments, to-do’s, … on and on. There are basically as many ways to track and organize all of these from the always classic Franklin-Covey planner to a well organized spreadsheet to enterprise level project management platforms (and yes, in the end, I believe all of these serve the same purpose). Most of them have individual pros and cons and it’s up to the user to choose the right one.
Today we’ll talk about solutions for different applications ranging from managing daily errands to project management for medium to large-ish projects. There is a lot out there, but we’ll focus on the ones I’ve had the best experiences with while trying to keep my life and projects organized over the last decade.
A quick talk about my organizational philosophy… For a tracking system to work, first and foremost, it has to fit with what you are trying to accomplish. A 1,000 line project plan and gantt chart aren’t necessary to get your grocery shopping done and your dry cleaning picked up, but a checklist isn’t going to get you through a a significant development project either. Next most important is that the tools fit the process. A person without a smartphone is probably not a prime candidate for an online task list and you can’t use MS Project with anything agile project management. In the end, I like a solution that is just barely powerful enough to support what you need. This usually helps keep things streamlined and prevents the tool from becoming a crutch (this is obviously a fine line, but is something to always watch out for).
So, without further ado…
The simple spreadsheet is a category unto itself… The beauty of the spreadsheet is that it can be as simple or complicated as you need/want. When you think about it, all the other tools you might use are really just pretty front-ends on some really complicated spreadsheets (I may have just oversimplified the concept of a database, but I’m going with it).
For most people just writing down the things they need to get done for the day, a party, or even a research project is an extreme improvement in productivity. Create a spreadsheet with columns for a task name, task description, priority and due date and you’ve got a powerful little method for keeping track of your tasks. For example, input the list of chores for the day and rank them as 1s, 2s, or 3s (don’t agonize over it, you can change it later) and set the due date for all the tasks to today. Now you can use the sort function of your spreadsheet app (I recommend Google Documents) to sort everything into a prioritized list of tasks. Review your tasks, rework your numbers, sort again and keep crossing things off the list until it’s all done.
Maybe you need something a bit more complicated to keep track of tasks at work? Add ‘last action’, comments, and ‘assigned to’ columns and now you’re ready to track yourself and other across a broader range of tasks. If you want to get fancy learn a little bit about conditional formatting to highlight what is late, who is assigned to what or what is the highest priority. In no time you have a quick, reasonably powerful, and well organized document you can use for yourself or share with others to keep you and/or your team on track.
I’ve gone as far as using spreadsheets to run small projects with great success. The point is, the spreadsheet is the most flexible of the options because, small or large, it is what you make it.
Personal Use, Get your errands done or your party planned
RemembertheMilk.com is basically a project management platform for your life. It offers organizable lists with due dates and priorities in a simple web interface with a great deal of integration and power behind the scenes. You can setup different lists to group tasks, prioritize the tasks within that group then schedule all manner of updates to be sent to you through e-mail, sms, etc. There are iPhone and Android apps (where are my WebOS apps!) as well as a number of ways to integrate RTM into your life. It’s an excellent platform for people serious about using an application to stay organized. Jump into the the RTM Tour and signup for an account (it takes about 15 seconds) or hope over to Lifehacker’s extensive rundown of the features.
A far less powerful, but still very useful tool is Google Tasks. Integrated into gMail it offers a simple way to create and manage lists. For now it’s about as simple as can be and due dates don’t show up on your gCal, but it’s Google and you can expect gTasks to grow like any other Google product. If you want a quick and simple task list accessible on almost any platform, Google Tasks is a great option.
Small to Medium Project, Getting things done with other people
Redmine is my personal favorite for a project where I get to choose the tracking platform. It’s open source, easy to setup and offers the flexibility necessary to work on many different types of projects. It’s simple to keep multiple projects going on the same installation of Redmine while limiting access across projects to only those people that need it. In particular I like the ways that Redmine manages tasks across users and projects in summary views while also allowing for very granular resource and activity tracking. Checkout Redmines site and demo to get a feel for the application.
Redmine is not a hosted solution and requires installation on a web host. Anyone that has ever FTP’d a file to a webhost can get this setup in about 10 minutes and any SysAdmin worth his salt should be able to do it in 5 (if yours can’t then I suggest you find a new one). This done mean there is a little bit of effort upfront to setup the site, but it also means no monthly fees (beyond your hosting) and unlimited accounts.
For a hosted solution ProjectOffice.net offers an excellent feature set at a reasonable per user price. I always prefer to host my own apps, but not everyone can do that. Project Office is clean and simple without a lot of overhead or clutter. In addition to the basic project management features there are some gantt charting abilities and Blackberry integration too.
Both in your personal life and in business the key to the right tool is to choose one that fits what you’re trying to accomplish. There are literally hundreds of solutions out there and I’ve tried A LOT of them. I’ve touched on my favorites here, but what works for me might not work for you (heck, what works for me on one project might not work for me on the next) so it’s up to you to try things out and tweak them until they do what you need (which is why I love spreadsheets so much). The key is that you try different solutions and continuously improve on your methods as you gain experience.
No matter what the venue or goal following the basic best practices of writing things down, assigning tasks and setting due dates will always lead the charge. Start there and add-on accordingly until you’ve found the limit of what you need to track to be effective. Follow that method and, at the least, you’ll always end up with an efficient system for your needs.