Smart organization, better results (Part 2)

LearningWe’d like to continue sharing with you our best tips to organize your tasks and lists. Because our aim is not just making a productivity application, but helping you to make the most of it. (Don’t forget to take a look to the first post of this miniseries.)

Smart Tagging

Hightrack includes a very powerful feature: tagging. Tags give you plenty of options to organize your stuff: you can use them as contexts, set priorities, or ‘link’ tasks from different lists. This is great, but we all tend to overcomplicate our organization. Tags can be extremely useful, or real a pain in the ass. Use them wisely:

  • Think before create: do you really need that amount of tags? Make a list, a mindmap, or just a simple drawing to decide the tags you really need.
  • Name them carefully: use meaningful words, be brief and specific, and use special characters (# @ ! 123) to highlight special tags.
  • Special tags: you can have disposable tags for two days or just one project. But keep a handful to use them in the most important actions and activities.
  • Trim frequently: review your tags from time to time. Unify, delete and simplify as much as you can.

Include URLs to external apps

Think about that Gmail message, that Evernote note, that Dropbox file or just that web page you have to review before completing the next task. Use the Description field to add those links and power up your workflow: Hightrack will automatically shorten any URL, add the right service icon, and let you have cleaner lists.

Assign Start dates

Start dates are awesome to keep future tasks out of the way. Instead of crowding your Active Tasks section with future tasks that you don’t have/want to do right away, you can move all these tasks to the Programmed Tasks section. Don’t worry, they are not gone, they will pop up right on time. This neat feature will help you to focus on next actions

Use the Someday list

Think about that task with no due date. You want to do it eventually but there’s no when… yet. Instead of having those tasks floating around your head, create a ‘Someday’ list to group them. Don’t forget to review that list on a regular basis (every week, every 10 days…), if you don’t want to turn that list into a giant trash can.

Remember: Your task lists are your personal garden, and we all tend to overcomplicate our stuff. Keep it simple, less is more, review frequently.

On Track!