Nozbe outlook integration7/25/2023 ![]() ![]() Most people are overcommitted-even good people-and things occasionally fall through the cracks.When I want to delegate a task, I enter it into Nozbe just as I would any other task. But, unfortunately, that’s not the world we live in. In a perfect world with perfect people, you would delegate a task and forget about it. Tracking tasks you delegate to others.The reason for this is I consistently underestimate how long things take, and I want to allow some margin in my day. I try never to schedule more than six hours worth of work a day. Nozbe keeps a running total of the time it will take to complete all the tasks on a given list. When that is complete, I move to the next most important task.This is where the time estimate I assigned earlier comes in handy. I always start with my Morning Ritual, then begin working on my most important task first, when my energy level is at its highest. With Nozbe I can simply drag and drop the items. (I don’t include my Daily Ritual tasks, because I assume I will do those no matter what.)Once I have the list, I arrange it sequentially in the order I intend to tackle it. Usually, I have completed this the night before, so I simply review the list and add anything that didn’t occur to me then.As I look at this list, I add a context tag to the one to three tasks that absolutely must be completed today. Before I begin my day, I want a list of the tasks that need to be done. In my daily review, I identify the tasks I want to complete tomorrow. I flag them with a “This Week” context tag. I do the weekly review on Sunday nights and my daily review at the end of each day.In my weekly review, I identify the tasks I want to complete in the next week. I employ a pattern of weekly and daily reviews. But if you never review it, it’s useless.I have found that it works best to have a review system, so nothing falls through the cracks. It’s great to get tasks out of your head and into a trusted collection system. This is the key to successful task management. ![]() Reviewing your lists on a regular basis.I also add a due date if it is a time-sensitive task that must be completed by a specific date. (More about why in a moment.)I occasionally add a context to batch similar tasks together (e.g., or but I don’t find these as useful as strict David Allen practitioners do. I then add a project tag, even if it’s just Miscellaneous, and a quick time estimate of how long I think the task will take. ![]() (I use Shift-Control-Command-T.)I always start my task with a verb to insure that it is actionable. With Nozbe, I can do this with a single, user-defined keystroke. I create tasks on the fly as I process email, sit through meetings, talk with my family and colleagues, and glean insights from various forms of media. That way I can, for example, view all my conference projects together. This enables me to maintain a sort of hierarchy with the lists. I used to use Basecamp for this, but Nozbe has recently enhanced this ability, so we are now migrating everything there.In Nozbe, I group projects that go together with Labels. I even have a Miscellaneous list for items that don’t fit anywhere else.Most projects are private, but I can also share them as needed with my teammates. I also have a list for my Daily Ritual and each of my goals.
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