How to Choose Your Digital Task App

It’s what we do that matters. Not what we think or wish or hope for, it is what we do.

It’s not a question of should, it’s a question of how.

Most of the arguments around task lists are not whether or not to make a list, but rather how to make the list. Digital or old school, notebook or post-its, desktop program or phone app, priority matrixes, project clumping, tickler files …

Let’s save the arguments for later.

For those of you who are interested in a cloud-based digital version of a task list come join me in breaking it down.

Here are some guidelines on how to choose a good one.

  • It works with your important devices.
  • It must be easy to add tasks.
  • It should have at least these 4 elements
    • Title
    • Due Date
    • Tagging system (for organizing & prioritizing)
    • A generous note field

It works with your important devices.

For some of you (like me) this means it must work across multiple platforms and devices and sync easily between them. I use both PC, Mac, and sometimes Linux computers. I have an Android phone and an iPad so it needs to have an app for both.

For some of you, it is ok to just consider the devices you use. Are you all Apple all the way? Are you PC with an Android?  The biggest thing to consider is; will you have access to it at all times?  Smartphones work great for this (Apple or Android)

This may seem a bit odd, but the primary reason I got a smartphone, back before the iPhone, was because of my task list. Before that, I carried my notebook everywhere I went. Losing my handwritten notebook was always more painful than losing a $1000 device. (because: cloud syncing and backups).

Your Task list must be easy to access and add stuff to.

If adding a task to your task list is cumbersome you won’t do it or if you are slightly neurotic like I am you may start to duplicate your task lists in a variety of different places. This is a sign that you have over complicated the situation. I found myself in this situation when I was trying to make Outlook tasks sync with my smart flip phone.

The goal is 30 seconds to add a task.

Every time a task enters your awareness you need to be able to capture it into your trusted system. We all have experienced moments when we KNEW that we would remember that important thing only to forget it when it mattered most.

The task entries must have at least these 4 fields

Title:

Your task title should trigger immediate knowledge of what you need to do.

Due Date:

I have found that using the “due date” field as a “when to be reminded” field works best. For many tasks, there is a lot that needs to happen before the “this is when it needs to be complete” date. I push the date as make progress on the task.

Tag System: 

Priority system, category, context, folder or some way you can flag or organize your extra important tasks.

A GENEROUS NOTES FIELD: 

This is the feature that has disqualified most task list programs for me. You need to be able to notate ALL the information you need to complete the task. I add lists, contact information, due dates, reminders and all sorts of things to the notes field of a task. Too many systems limit this field. So sad.

Find your task app

When you are ready for a more robust tool visit Capterra https://www.capterra.com/ or Get APP https://www.getapp.com/ for a list of Task Management tools and reviews. Many of these tools will offer FREEmium versions you can use as you start. Usually, these free versions offer the basic things you need with the hope that as you grow and need more features you will purchase them. For task lists, I look for the ones that allow for unlimited Tasks and charge for features like automation, custom fields, and more users.

WARNING: If they don’t have some sort of pricing system they won’t stay in business.

The super cool “in” task lists will change, here are few places to start.

Simple Options

To just get started with a simple task list go to your Digital Office platform. These task lists also have apps for your iPhone and Android smartphones.

More Robust systems

When you need more features and joy in your task list system here are a few that my people use and like.

  • Click Ups – This is the system I am currently using. So far I am impressed with the flexibility of this system and it’s robust FREEMium version.
  • Trello – Some you who prefer a more tactile visual system may like the block-moving format for your tasks. I used Trello briefly, but found that I missed the simple running list that other task lists offer.
    • Asana – I have heard really good things about this system from my people. I considered it for my next task list adventure.
  • GQueues – This is a Gmail-based task list system that many of my people love. I have not used it much because it is less useful if you are using outlook or other email systems.

Fill Your System

Once you have chosen a platform to hold your tasks you simply need to fill it with the things you need to do. Start with 15 minutes or an hour. Take time to gather all the various things you are using to currently organize your to-do list. Things like your rambling thoughts, little notes around your desk, your calendar, and previous systems you have used.

Many tasklist systems also have a feature where you can send an email to your task list. Your email inbox is a gold mine for finding to do items.

For more details on how to set up your new Task list System check out the BLOG POST: Set Up Your Task List System

    Nicole Lux-Ritchie - Founder of Luxcentric
    Nicole's mission is to help feminine professionals gain the technical
    skills they need to grow their business and focus on their missions.
    The focus of Luxcentric is on training practical strategies in the area of the core technologies.
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