Task management, or time management?

We’ve all been there: a WhatsApp full of unread messages, intentionally left until 10 pm so you can convert said messages to tasks while you doom scroll in bed.

I’ve lost count of the number of conversations I’ve had recently where people have told me this is part of their daily routine, along with spending their time in group chats, LinkedIn messages, and a rapidly increasing state of burnout.

All of these messages translate into time—time that could be used for family activities or catching up on hobbies instead of admin at the end of each day. Yet, we haven’t found the ‘one size fits all’ approach to enable us to move away from this irritating practice.

Is it that no app exists to solve our problems? Or is it that our concept of time management or, more accurately, task management, is in fact wrong?

Control over time doesn't exist

A common misconception is that time management is about controlling time. It’s not. Time progresses regardless of our actions, and we are all imprisoned in the finitude of time given to us.

This might sound a bit morbid, but I promise it isn't.

Hofstadter's Law - a reminder that we never really have time

If you have read Four Thousand Weeks by Oliver Burkeman, he talks extensively about how little time we really have (on average, four thousand weeks) and how a lot of us take time for granted.

He also reminds us that we can never accurately estimate how long a task will take: Hofstadter’s Law states that any task you’re planning will always take longer than you expect, even if you take Hofstadter’s Law into consideration.

With that being said, is it worth trying to wrestle with time (the noun) when all it does is keep us in a constant state of worry, frustration, and (ultimately) denial?

Personal Kanban - for those looking to remove the Paradox of Choice

The Personal Kanban method, developed by Jim Benson and Tonianne DeMaria Barry, is one approach to managing your tasks, and ultimately - if you like to think about it this way - your time.

By limiting work in progress to three items, you create a focused and manageable task list. To add something to the list, you must complete (or remove) something already on the list.

This approach encourages us to break down tasks into bite-sized chunks, which is essential for any kind of productivity progression. Nir Eyal in “Indistractable” highlights that we perform better under constraints, which the Personal Kanban approach is designed to do.

Neglect the right things

Is it obvious that I read “Four Thousand Weeks” recently? If it isn’t, our next topic will definitely make it obvious: neglecting the right things.

Oliver Burkeman summarized this perfectly in his book: “The real measure of any time management technique is whether or not it helps you neglect the right things.”

So, how do we pick those tasks to neglect?

Warren Buffett’s 5/25 Rule

Warren Buffett has preached for decades to 'resist the allure of middling priorities', which offers a practical way to focus on what truly matters.

Start by listing your top 25 goals. Then, circle the top 5. These top 5 should be the goals in which you organise your time. The remaining 20, on the other hand, should be avoided at all costs.

This helps to prevent dilution of effort and ensures that you concentrate on your most important tasks.

The Eisenhower Matrix

The Eisenhower Matrix, also known as the Urgent-Important Matrix, is a tool for prioritizing tasks based on their urgency and importance, and probably familiar to those working in a corporate setting. Tasks are divided into four categories:

• Urgent and important

• Important but not urgent

• Urgent but not important

• Neither urgent nor important

By categorizing tasks this way, you can focus on what truly matters and avoid getting bogged down by trivial tasks that crop into your daily to-dos.

'Tools of the trade'

So which tools and applications can you use to improve your task management today?

Quick to use, limited functionality

Apple Notes

• Pros: Simple, integrated with Apple ecosystem, quick note-taking.

• Cons: Limited advanced features, basic task management.

Google Tasks

• Pros: Easy to use, integrates with Google services, minimalistic.

• Cons: Limited features, not suitable for complex projects.

Any.do

• Pros: User-friendly, integrates with calendars, reminders.

• Cons: Limited free version, lacks advanced project management features.

Extensive functionality, steep learning curve

Obsidian

• Pros: Highly customizable, supports markdown, powerful linking.

• Cons: Steep learning curve, may be overwhelming for basic users.

Capacities

• Pros: Comprehensive task management, integrates with various tools.

• Cons: Complex interface, requires time to master.

Notion

• Pros: Extremely versatile, integrates with multiple tools, customizable databases.

• Cons: Can be overwhelming, requires time to set up and maintain.

Happy middle?

Todoist

• Pros: Easy to use, powerful task management features, integrates with various platforms.

• Cons: Limited free version, may require premium for advanced features.

Amie

• Pros: Simple, intuitive design, integrates with calendars.

• Cons: Still evolving, may lack some advanced features.

Superlist

• Pros: Collaborative task management, user-friendly interface.

• Cons: Newer platform, might lack some features of more established apps.

Task management over time management

Task management, rather than time management, is the key to productivity. By focusing on how you manage activities from start to finish, rather than fitting tasks to your schedule, will not only increase the likelihood of you completing them, but improve your relationship with time as well.

Share your experiences and tips in the comments—I’d love to hear how you manage your tasks and boost your productivity.