My Task Management Workflow

#Productivity

Nothing has fundamentally changed in my task management workflow from what I've described in my Task Managment Template in Notion framework.

Goals & Tasks

The process is pretty straightforward and has something in common with GTD.

It all starts with long term goals in different life aspects. Let's say 10 years.

Then long goals are interpolated and back propagated to shorter-term goals until we plan a goal for the current quarter or a month.

It's a continuous process that lasts for years. I usually revisit them 2-4 times a year and updated in case of need. Sometimes more often.

Goals have measurable results and deadlines.

Based on goals I define short term tasks.

Refinement Routine

I usually perform weekly tasks refinement on early Monday or Sunday.

I review outstanding tasks from the previous week and decide how to process them: cancel by moving to archive or keep them scheduled. Usually, I don't re-schedule them for another day because they are already on my lists.

What I do next is creating new tasks, add estimations for them, and set deadlines.

If the task estimation is too large, I break it down. I try to have tasks with an estimation of less than 2h.

I schedule new tasks taking into account the following week's capacity. If I have a lot of things on the "outstanding tasks" list, I slow down.

Urgent Tasks Handling

If something new arises during the week, I add it as a task. If it is something urgent, I can express it with due dates and priority and then schedule. It will appear on my lists in the right place.

Retro

It also makes sense to pay attention to the statistics of tasks that were done on time and use it to adjust the estimation and planning process.