Task Management Best Practices

The One-Two-Three Method

• Start your day with 30 minutes of planning (before email/apps)
• One Essential Task: Your most important priority for the day
• Two Urgent Tasks: Items with pressing deadlines
• Three Maintenance Items: Tasks that prevent future difficulties

Core Principles

1. Focus & Single-tasking

   • Concentrate on one task at a time
   • Complete tasks before moving to new ones
   • Avoid the cognitive cost of task-switching
   • Protect deep work time on your calendar

2. Task Classification

   • Urgent: Requires immediate attention
   • Important: Contributes to long-term goals
   • Important & Not Urgent: "Compounders" that build long-term value
   • Aim to maximize time on important but non-urgent tasks

3. Time Management

   • Block calendar time for important tasks
   • Default new tasks to "next week" to avoid overload
   • Keep task manager lean and well-curated
   • Regular review and processing
   • Create protected time blocks

4. Core Work Management

   • Identify and prioritize core work tasks
   • Maintain recurring areas of focus
   • Balance strategic and tactical work
   • Ensure attention to long-term goals
   • Use natural triggers for task management

5. Execution Strategies

   • Complete tasks once they're nearly done
   • Remove blockers proactively
   • Use process-centric approaches
   • Create structured communication methods
   • Consider time value when delegating

Anti-Patterns to Avoid

• ❌ Overloading yourself with too many tasks
• ❌ Multitasking (reduces deep thinking)
• ❌ Using busyness as productivity metric
• ❌ Letting work expand to fill time (Parkinson's Law)
• ❌ Ad-hoc, unscheduled interruptions

Key Reminders

• Productivity is about accomplishing what's important, not just being busy
• Match your mental state to the task type
• Minimize overhead and interruptions
• Create clear indicators of meaningful progress
• Regular review and adjustment of your system

Daily Practice

1. Morning planning session (30 mins)
2. Block time for deep work
3. Process new tasks with "next week" default
4. Complete nearly-finished tasks
5. Review and adjust at day's end

Related Notes

• Core Systems
• Daily Planning
• Integrated Productivity System
• My Productivity System
• Productivity System
• Sonnet Productivity System
• Steven Covey's Roles and Goals Approach
• The Simple Daily Planning Method That Top Performers Use
• The Weekly Productivity Template To Achieve More
• Time Blocking Guide