While I love using my Covey paper calendar with its abundant note-taking space, I’ve found paper to-do lists lacking in the past. With my physical planner and brain both overflowing, I’ve been testing out free online task management software suites recently. Finally settled on Remember The Milk because it offers a lot of personal flexibility through tagging, though it can also be kept very streamlined for simplicity. However, I’m not perfectly enamoured, for lack of one key feature…
Dealing With Contingency
I haven’t been able to find a task manager that deals with contingent tasks in a meaningful way. Without an implementation of contingency, the user is limited to only the most basic single-step operations, and must seek another piece of software for the planning of large projects. While fully-featured software like Zoho Projects exists to fill this niche, it tends to be business- and team-oriented — too complex for the individual user who’s just trying to manage their daily household tasks, commitments, and hobbies. It’s true that Gantt charts are all about contingency. All the same, I don’t see soccer-moms sticking them on the kitchen fridge.
GTD implementations have a few methods of dealing with contingencies, but all are somewhat limited. There is the Calendar and/or Tickler File, for tasks not possible until a certain predetermined date. There is the Waiting For list, for actions dependent on responses from others. Then there are Contexts, for situational contingencies like needing a phone or printer available in order to complete a task. This is a great basic framework, perhaps one of the more unique features of GTD that has made it so popular.
However, more complex groups of tasks seem to be relegated to an amorphous thought-space called Project Planning, in which larger goals are brainstormed and broken down into more easily accomplished chunks. I’ve always thought this was the weakest aspect of GTD, lacking guidance on the specifics. Supposedly everything comes together during the Weekly Review, in which one consults a file of project planning notes to determine the appropriate Next Actions. Straightforward in theory, perhaps, but…
If you burn energy hacking out the necessary order of actions during your Weekly Review, why not use the magic of software to capture this information and capitalize on it?It ought to be a trivial thing to link tasks together, displaying only those with all their prerequisites fulfilled.
An Example
Suppose I am planning a vacation. I have to request vacation at my office before booking travel arrangements. That’d be three tasks, which would show up on most planners like so:
- Get my vacation request approved.
- Make hotel reservations.
- Purchase airline tickets.
This is nearly useless, because only the first item in the list can be acted upon presently. Non-actionable items #2 and #3 are distracting if not confusing. Furthermore, the presence of too many items on the list makes it seem endless, sapping precious motivation.
GTD provides a slight improvement. The main to-do list according to GTD is comprised only of Next Actions. (In this case, that’s “get my vacation request approved.”) The two subsequent tasks would have been captured elsewhere, on a Waiting For list or Project Planning sheet. Upon completion of item #1, one would need either the presence of mind to consult the lists or the patience to wait for the Weekly Review. Subsequent tasks would be transferred over to Next Actions manually. Not quite ideal.
Imagine if… moments after checking item #1 to indicate completion, item #2 materializes on the list! At any given time, only the actionable tasks would be out in front of me, but finding my next task would always be instant and effortless. Wasteful context-switching from “doing mode” to “planning mode” would be greatly diminished, and — best of all — projects would continue moving forward even in the absence of a Weekly Review.
Brilliant, no?
If anybody’s aware of a good software implementation that uses similar functionality, let me know!