Cal Newport's Best Practice To Organize Your Tasks

Best Practices for Task Management

In this section, the speaker shares his best practices for managing tasks and obligations. He explains how to decide whether a task should be added to a task board or calendar and emphasizes the importance of checking the task list every day.

Decision Rule for Entering Tasks

• The speaker's best practice is to capture new tasks in the moment using a time block planner.

• At the end of each day, he processes these tasks by deciding whether they should go on an appropriate task board list or onto his calendar.

• If a task is connected to a specific day, it goes on the calendar. Otherwise, it goes on a task list.

• The calendar is reserved for time-specific tasks that are associated with particular dates.

Examples of Using Calendar vs Task List

• For example, if there is an administrative task due on Friday, such as Department Merit reviews, he will put it on his calendar at a specific time.

• If a task needs to be done during the week but not tied to any specific date, it goes on his Trello boards' lists.

• When following this system properly and looking at the relevant task board every day when building daily time block plans, important stuff gets done.

Importance of Checking Task List Every Day

• The speaker emphasizes that checking the task list every day is crucial. It ensures that nothing falls through the cracks and helps him remember what needs to get done each day.

• When he starts emailing himself reminders instead of checking his task list every day, he knows he's off track and needs to get back to his system.

Conclusion

In this section, the speaker concludes by emphasizing the importance of having a reliable task management system and following it consistently. He also mentions that he has a custom-built desk in his study at home where he goes every morning to check his task list and build his daily time block plan.

Key Takeaways

• The best practice for managing tasks is to capture them in the moment using a time block planner and process them at the end of each day.

• Tasks associated with specific dates should go on the calendar, while others should go on a task list.

• Checking the task list every day is crucial for ensuring that nothing falls through the cracks.

• When off track, emailing reminders can help get back on track.

• Having a reliable task management system and following it consistently is essential for productivity.

Morning Routine

In this section, the speaker talks about their morning routine and how having a set location to start their day has helped them stay on track.

Setting a Location for Morning Routine

• The speaker walks their kids to the bus stop and then loads up their computer.

• They have a weekly plan printed out and in their time block planner.

• The speaker reads their weekly plan, calendar, and task list in Trello.

• Having a set location to do this every morning at the same time has helped keep them on track.

Conclusion

This section is just music.