Just yesterday I was asked for my advice on the best “to-do” app to help someone organize their tasks and lists. I have been using Microsoft To-Do because it ties into my Outlook email and calendar. Several other apps were recommended to this client, but she was giddy about the idea of using one that tied into systems she already had rather than keeping track of yet another unrelated app and further cluttering her life.  

Do you have a to-do list? Do you keep it separate from your calendar items? Why or why not? Here’s why I have both – the calendar is used for tasks that have time/dates associated with them while the task manager is used for projects that can be done whenever I get around to them.

With Microsoft To-Do, I can create several different lists, check off what I’ve done, still see the tasks I’ve accomplished, add a due date that links to my calendar (if I choose), prioritize each task in each list and add other people so I can assign tasks to them. Honey-do list anyone?!

It’s taken some effort but I’ve successfully taught my husband the importance of putting anything and everything we need to remember onto the calendar or in the task manager. If somebody was recording us they’d hear me ask, “Did you put it on the calendar?” a few times a week. Last Fall, however, we both forgot to put a reminder on our calendar to spread weed preventer in the yard and we paid dearly for that mistake this Spring! I do typically control our social and maintenance calendars but there are some lawncare and car care tasks that I pawn off on him because I just don’t enjoy them. Either way, all tasks, reminders, to-dos, lists etc. go onto our calendar if they have a due date or into our task manager if they can be done “someday.” We know where to look when we wonder, “What were we talking about needing to do the other day?”

I can’t stand paperwork so our time/task organizing systems are digital. This is so convenient because we can add tasks and reminders at any time rather than saying, “remind me to add XYZ to the calendar” or scribbling a note on scratch paper that can easily be lost in the shuffle of everyday life. What works for you? I know people who still use big paper desk calendars, whiteboard calendars and planner books. Whichever one works for you is just fine as long as you actually use it to plan ahead and to remind yourself of random or recurring tasks. Don’t forget to use a pencil though!

Now what happens when you put something on the calendar or in a task manager? Do you actually take care of the task when the due date comes up? I don’t! I usually set a reminder days or hours ahead of when I think I want to take care of something. Then, I have tons of wiggle room to prepare for the task or push it off if it’s not quite as important as something else on the list or schedule.

Examples:

1.       Change toothbrush heads. I set the alert one week ahead of the due date. When I see the alert, I check to make sure we have replacements. If we don’t, I order them from Amazon right away. Then, I change the alert to the day that I intended to change the toothbrush heads. In the meantime, the toothbrush heads arrive from Amazon. I set this calendar reminder to recur every 3 months and that’s that.

2.       Spread weed preventer. I set the alert two weeks ahead of the due date. When I see the alert, I check to see if we have any in the garage. If we don’t, I add it to the shopping list for the week. Then, I change the alert to 3 days before I intended to spread it. When I see that alert, I check the weather to decide which day within the next week is best to spread it. I change the date of the calendar event to the most appropriate day and set a recurrence for the next year. All set!

3.       Condition leather, polish granite, wax cultured marble. I set a calendar reminder for each of these with a recurrence every 3 months. I spread them out so I don’t have to do them all at the same time. The product lasts a very long time and I haven’t even had to replace any of it the whole 4 years I’ve been in my current home so I don’t even account for time to buy the products. Whenever, I run out of these products, I’ll push the calendar reminder back until I’m able to get them delivered from Amazon. Easy peasy.

The takeaway here is that just because you put something on the calendar, doesn’t mean you have to do it right then. It just means that you’re not going to forget to do it. You’re going to have the reminder to do it, you’re going to have time to buy the products you need and you’re going to have wiggle room to push back the task if you’re on vacation or don’t feel well. The same goes for a to-do on the task manager. You don’t actually have to do the task, but you’ll always have the list to refer to and the option to do the task, pass it off to someone else, or delete it altogether.   

I look forward to helping you make life simpler and be flexible with your time but efficient in your efforts.