My org uses Google Suite, and I use Tasks to arrange daily tasks that I need to complete on my calendar. However, I object to Tasks’ side position and lack of a complete screen (unless I am missing something)
There are main task categories and subtasks with checkboxes in a Google spreadsheet that I have, and I have to manually plan them on my calendar (I think there is a way to automate this). It used to be great, but now it’s huge. I enter meeting notes on the other sheets of the same spreadsheet, and all tasks connected to those sheets are subsequently added to the master list of tasks. If we had Confluence, I would have just used that.
All of this seems to work for me, but I was just curious if there might be a more tasteful way to arrange and schedule my own backlog of jobs and subtasks.
I utilize two Trello boards, whose lists correspond to the GTD phases. I utilize Board #1 to direct my everyday activities (next actions, waiting for, etc.). Board #2 serves as my “Someday” dumping ground and is set up as one area of emphasis or project per list. I use it to prevent new inputs from distracting me while I’m using Board #1.
I really enjoy adding time blocks to my calendar so that, if I get sidetracked, I’m reminded to work on it that day. Stickies and notes are also really useful. I write things down by hand at the beginning of the day and check them off as I finish them, which helps me if I need to review my work later.
Clickup, Trello, and Notion perform admirably on a team level (clickup is my favourite so far). The reason Notion is my second favourite is because it’s really lightweight, tidy, and popular.
Sheets is a great tool for project management since it helps you keep everything incredibly tidy and organized. I only utilize this when I need to inform clients about something, seek their approval, or have that approval documented.
I completely understand how it feels to be unable to synchronize the tasks and priorities on many lists. Connecting integration and a coherent picture is really challenging. I could advise creating a flowchart for that kind of planning on Figjam, Miro, or another platform. Utilize that for high-level roadmapping, then deconstruct each event into deliverables or tasks, which you may subsequently translate into task boards. Please let me know if you have any further suggestions; this is just a hunch.
I’ve been playing around with ClickUp, I like that shows my tasks in calendar view. It’s better than Quick base (Engineering uses that for project management), but I wish it was more lightweight like Todoist
Still looking for the right solution. My three main requirements are
Allows for a calendar based view, where I can see all tasks
Provides differentiation between different projects, so I can view all tasks for a single project
Is lightweight and intuitive, fast / simple to enter tasks