Ditch Your All-Encompassing To-Do List and Integrate Your Tasks into Your Work

By Adam Dachis

To-do lists keep some people on task and drive others crazy, making them feel like they have a stream of tasks without any end in sight. ?If you fall into the latter category, you?re in luck. ?You don?t have to try and remember everything that needs to get done. ?You can simply integrate your to-dos into the stuff you already use.

When I want to get a lot done, I make a to-do list with a clear ending point so when I?m finished I can feel very accomplished. ?That said, I feel overwhelmed by lists if I make them constantly because they seem to have no end. ?This isn?t to say to-do lists are bad?they work great for many people?but, under most circumstances, they don?t work for me. ?Like everyone else, my memory isn?t perfect. ?I forget things and don?t get to certain tasks if I?m not reminded. ?Not using a list caused its own set of problems, so I needed to find a solution. ?Instead of creating a master list, I instead integrated my tasks into the work itself.

What Is an Integrated Task?

So what is an integrated task, exactly? ?Say you?re writing a report, article, story, or whatever in Google Docs, Microsoft Word, or some other word processing software. ?You want to remember to make a few changes here and there. ?You could add them to a to-do list, or you could integrate those tasks directly into the document by creating a note in the exact place where the change needs to be made. ?That way the task you need to complete is integrated into the actual work you?re doing, so all you need to remember is that the work isn?t finished. ?When you pick it up again later, you?ll find the tasks inside the document, ready for you to complete. ?This makes your tasks more relevant and useful by giving them context.

Integrated tasks aren?t limited to word processing projects. ?You can integrate your to-dos into just about anything. ?In the physical world, placing a sticky note on the page is the most common method. ?In the digital world, your software generally contains a feature or two to help you do something similar. ?Here are a few other examples:

While there are many more kinds of work, you should now have an idea of how to integrate your to-dos into the apps you?re already using. ?You may run into an app or two that doesn?t provide this sort of functionality, but chances are most of the software you use has some way to stick notes (or something equivalent) pretty much anywhere in your document.

If Tasks Aren?t Centralized, How Do I Keep Track of Them?

The greatest benefit of a master to-do list is that everything is centralized so you always know where it is. ?Downsides occur when it fills up and becomes difficult to manage. ?This situation is similar to your desktop, as items you place on it are really useful because you can access them quickly but that system fails when you have?too many things in it. ?Eventually you have to make choices about the items you keep centrally located and which ones you put in a deeper context. ?That?s essentially what you?re doing with integrated tasks.

The thing is, as soon as you move your tasks out of a master list and into their individual contexts, you have to actually remember where they are. ?If you?re only working on a few projects, you can probably remember them all. ?I keep all my active projects in a folder so they?re centrally located and I can find them quickly if I need them. ?I know I?ll run into the notes because I?ll just open them up and pick up where I left off. ?When you have a lot of projects, however, it might help to keep a list of them. ?This may seem counterintuitive, as your goal is to get rid of a list, but there?s one distinct difference: this list doesn?t really change or have any level of detail. ?All you need to do is name everything you?re working on and post it on your wall (or wherever you like). ?You don?t need to break everything down into individual tasks like you would with a well-made to-do list because they?re already broken down in your individual projects.

The idea of integrating your tasks where they?re needed isn?t much different than writing code. ?When you?re programming, you don?t just shove everything in a single document and call it a day. ?Instead, you create a framework that points to other code that handles specific tasks. ?This works better because it isn?t overwhelming as pieces of your code are abstracted so you can easily focus on them without the clutter of a bunch of irrelevant information. ?While it may seem disorganized to move your tasks all over the place, integrated tasks don?t have to be organized. ?They?re already exactly where they need to be.

While this method of task management isn?t going to be for everyone, it?s great for those who don?t work well with a long string of to-dos. ?If your lists are failing you, even when they?re simple and well-formed, try integrated tasks so you don?t have to plan or actually remember to do anything.

Photo by Martin Spurny (Shutterstock).

Source: http://feeds.gawker.com/~r/lifehacker/full/~3/UNZzlzZnlsc/34831242651

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