Everyone knows that kind of lists full of our daily and weekly tasks, sometimes also monthly-tasks and recurring tasks.

I think most people are thinking about something like "Wunderlist" or "ToDo" or other applications to manage lists of tasks. Simple and smart they said. But is it really smart and simple to organize everything in lists combined with categories, flags,  sortable to reduce the list and so on? And how it's connectable with your personal workflow. Is it for you really easier to manage everything digital on your smartphone, tablet or any other device?

I love the feeling to cross out the tasks on paper if they are done. But while we are starting to transfer our tasks from the paper to our digital environment It's also a little bit like a flood of notifications, alerts, reminders,... . We are connecting different tasks to each other, defining dependencies and got an organized task list in a custom order depending on there property. This kind of complexity could help, but also can be a nightmare.

What will happen if some of your colleagues ask for information's you are not already done and you need to change the priorities of your tasks? Most time the whole list will crash into pieces. Sure you could say, it's not important at the moment. But the priority of the project from your colleague is also able to change and will directly change your personal list of tasks. So - there is one significant value which is not covered by an application and you have to change it by your own. Your list on a closed look is okay. Working in a team with lists and everyone has also own lists, could be a nightmare.

Whats about the weekly meetings and plannings?

Of course those meetings are most important invest to reduce chaos and should be recommended for every kind of working in a team.

A really reduced and easy example to get things done in a team.

Create or define your weekly goals with your team! Create your tasks together with the team and define all the tasks which needs to be done for the week. Everyone should rate each task (set the complexity of the task) to get a first feeling of the task and also maybe to get another point of view from the colleagues of the task. Talk, not discuss the task (short!).

Start defining your sprint or just a view of the tasks for the week. Important is to have an overview for everyone. Using Jira (Atlassian Jira Software) will help you and your colleagues to communicate and to add more informations to each task while developing. If you only need a board, microsoft planner would be also a good solution.

Result

Yes you can work with lists of tasks but your list should be more a list shared with your teammates/colleagues and not only your personal list of tasks. After you have your overview of tasks shared with your team, you are able to fill the gabs with your personal tasks. But always think about the time/complexity and the buffer you should also plan to have enough time for the "daily surprises".

The planning replaces coincidents by errors.
„Planung ersetzt den Zufall durch Irrtum.“ (Einstein)