Manage your Tasks with Toodledo

In this section we will introduce a well featured To-Do List called Toodledo which is recommended by personal productivity website www.mindtools.com in an article on how to use to-do lists.

Task management is important for the simple reason that personal success seems to be the result of knowing what you want to do then directing action towards it. So, without a clear list of prioritised tasks, there can be no directed action.

Actively managed tasks lists also create a certain degree of accountability in ourselves. It very clearly indicates where we have fallen short of in terms of directed action, and is a good (if somewhat pressure-free) wakeup call to get more done.

Toodledo Features covered in this Lesson

Add a single task using Quick Add or by clicking on Add Task button.

Add multiple tasks from a list.

Sorting Tasks into best order to identify tasks to be done next.

e.g Sort by Importance/Folder or Sort by Folder/Due Date

Toodledo - Tasks in Importance Order.jpg

Toodledo - Tasks in Folder Order.jpg

Rollover tasks

These are tasks which are carried over from yesterday to today. There are three methods for dealing with these.

  1. Leave the task as overdue as this is important information to know or remove due date as a due date is only for tasks that are absolutely due on a particular day. If the task does not have a hard due-date then it might be better to omit it and give it high priority so you can make time to complete it.
  2. Use optional repeating as an optional task will automatically get moved to the next occurrence if the due-date passes.
  3. Use the Multi-Edit feature to quickly change the due date on a group of overdue tasks.
  4. View Recently Completed Tasks :-

Toodledo - Recently Completed.jpg

From the Main View, Click on Recently Completed

Delete a Task

Go to Recently Completed tab and click on trash icon or

Click the action icon  to cause popup menu below to appear and click the ‘Delete Task’ link.

When task deleted then check ‘Recently Delete Tasks’ in account settings to see tasks that have been deleted.

Using Toodledo with GTD Productivity Method

Click on this link - http://www.toodledo.com/info/gtd.php

Activity - Input, Organise and Prioritise Sample Tasks List

In this Activity, we will Input, Organise and Prioritise a set of sample tasks together as a class so that we will all be seeing the same result as we progress.

Open up the document Toodledo Sample Tasks in PC Tutor Activity Files

Select all tasks and copy using edit/copy option or ctrl + c

Add tasks to Toodledo using the Add Multiple Tasks option as shown below…

Toodledo - Add Multiple Tasks.JPG

Save the tasks above and the screen below will be displayed with all task listed in their basic form.

Toodledo - Tasks added multiply.JPG

  1. Add the following Folders by selecting the Organise/Folders option from main menu :-
  • Admin
  • Finance
  • Shopping
  • Study
  • Holidays
  • Home
  • Leisure
  • Misc
  • Work

Categorise all the tasks into the most appropriate folder and then Sort by Folder
Toodledo - Folder Order for Activity 2.jpg

Now that the tasks have been added to Folders, the next step is to set the Due Date, Repeat and Priority where necessary.

So for task Check Tax on PAYE Online, Set Due Date to January 1st, Repeat Yearly and High Priority

Review all other tasks and decide which ones should have a Due Date, Repeat and Priority set.

--- End of Activity ---

Activity - Import Tasks List.

In this activity we will import a Task List which could have come from some other task manager which exports in the iCal format.

In the shared folder Calendar Tasks and Notes - download the file toodledo sample tasks.ics by right clicking on the file name and selecting the download option.

In Toodledo, select option Tools/Import/Export/Backup as shown below.

Toodledo - select Import Option.jpg

You will be presented with the following screen…click on More Details in the highlighted iCal Import / Export tool

Toodledo - Import Option Highlighted.jpg

Select toodledo sample tasks file to be imported…

Toodledo - Browse for Import File.jpg

You will be presented with the following screen (or similar).

Toodledo - Continue with Import.jpg

Click on  and tasks will be imported and can then be Categorised and Prioritised as required.

--- End of Activity ---

Managing Your Schedule with Google Calendar

Many people have a difficult time with time management skills, but there are quick and easy ways that you can help yourself to schedule and manage your time in a more effective manner. One great idea that works well for many people is entering a weekly schedule of events into a Calendar.

One of the most important tools in managing your day to day schedule is to use an online Calendar. Google Calendar is a very popular one as you can access it from any web enabled device and you can also sync your appointments with a tablet or smartphone.

What should you put on your calendar?

The following items are ideal for including on a calendar so that a person has greater control over their everyday lives :-

  • Appointments (dentist, classes, dinner with friends, meetings, etc).
  • Deadlines (handing in report, filing taxes, etc).
  • Events (pay day, birthdays, holidays etc).
  • Time sensitive errands (buying something in a sale before closing time).
  • Focus time like Study of a Course (when no one can disturb you).

Entering items above on your calendar will help to keep you more organized as well as hold you accountable for your time. Only definite items which you want to schedule for the days and weeks ahead should be added to your calendar. So you will then have a sense of commitment to carry them out at the specified time.

Tasks with a due date are probably better kept in Task Management Software like Toodledo or Taskcoach rather than on a calendar where they can be marked as completed as they are worked on. So for a particular project like – ‘Redecorate the Living Room’, it can be entered in calendar as a block of time but the individual tasks that need to be done are better listed in a Task Management Program like Taskcoach.

Google Calendar Main Features

The following features have been selected because they are typical features that most new users would be interested in using. They have been selected from the Google Calendar Help section.

  1. Calendar views – Day, Week, Month, 4 Days and Agenda
  2. Create and Edit events.a) One-off Events, b) Repeat events, c) Invite guests to event and check for respondents.
  3. Change default notifications and register mobile phone for SMS messages

To access Calendar Settings -select Settings from Menu

Google Calendar - Menu .jpg

 

On Calendar Settings Screen...

Google Calendar - Calendars.jpg

To access default notifications, select Calendars tab and then select Reminders and notifications for Calendar you wish to change

Note: To register your mobile for SMS Reminders, click on the Mobile Setup tab beside Calendars tab. There is a charge for this service.

Google Calendar - R&N.jpg

The above settings are an example of typical reminder settings that you might like to use. Of course you can set these to whatever you like as long as you feel you are been notified in time to attend the event in question.

Subscribe to Calendar of special interest – Irish Holidays, sporting events etc

To subscribe to a Calendar, go to Calendar Settings Screen as shown for 2d above and select the Browse Interesting Calendars link and the following screen will be displayed :-

Google Calendar - Interesting Calendars.JPG

Subscribe to Irish Holidays and it will be added to your list of available Calendars

Share a Calendar

Google Calendar - Sharing Menu Option.JPG

To access the Calendar Sharing Screen, select the drop-down menu beside calendar and then select Share this Calendar option

You will be then be presented with the following screen :-

Google Calendar - Sharing this Calendar Screen.JPG

To Share a Calendar, enter the email address of Person you wish to share with and then select Permission Settings

Permissions Settings should be set depending how well you know the person you are sharing your Calendar with. So if you are sharing with a work colleague you may set it to ‘See only free/busy’ while if they are a friend you may set it to ‘See all event details’

Share your Calendar with people who don’t use Google Calendar

Google Calendar - Calendar Settings Menu Option.JPG

Select Calendar Settings from drop-down menu beside Calendar you wish to share.

Google Calendar - Calendar Details.JPG

To get the Calendar Address which you will share, click on HTML

The address is then displayed which you can copy and paste into a regular email to share with friend or work colleague.

Google Calendar - Calendar Address.jpg

Understanding default Privacy settings

Your calendar information stays private unless you adjust your calendar-sharing settings. If you choose to share, you decide who to share with, and which details they can see. Google Calendar enables you to make all or part of your calendars (1) private and inaccessible by other users, (2) accessible only by certain people of your choosing, or (3) accessible by the general public and included in Google search results.

Activities to explore Google Calendar

Create an Event on Work Calendar and Invite Colleague

  1. Create a Work Calendar by selecting the drop down menu to the right of My Calendars on the main Google Calendar screen. While creating calendar, you can also Share with specific people at the same time.

Google Calendar - Create New Calendar.JPG

Enter the Calendar Name.

Additionally enter the eMail addresses of your work colleagues.

Finally click on Create Calendar button.

Tip: The Work Calendar could be used to record work related events like meetings, courses and even work social events so that they will be kept separate from your personal calendar.

  1. Create an Event in your Google Work Calendar like ‘End of Project Party’ and invite Colleague.

Click on the date/time in the Calendar for the date of the event and the following dialogue box will be displayed.

Click on Edit Event and the following screen will be displayed.

Google Calendar - Edit Event.JPG

Enter Where the Event is being held.

Add Colleague as a Guest.

Ask Colleague to RSVP to Event and then check your calendar to see who has replied.

When your Colleague clicks on the Shared Event in their calendar, the edit event screen is displayed with the options to specify if they are attending event.

Meanwhile on your own Calendar, you can check who has responded by clicking on the Event to see Replies.

Google Calendar - Edit Event after RSVP.jpg

--- End of Activity ---

 

Related Tutorials

Task Management Basics

To-do lists are essential to good time-management practice. They provide a guideline for what items are to be completed within a given amount of time. You may want to create a list weekly or daily. Either way, to-do lists help you remember what you need to do.

Completing a list each day can help you see how much you have got done. Place a mark next to high-priority items so you know at a glance what you should devote your time to first.

Prioritise Tasks

In order to prioritise tasks, you have to clearly set a “priority categories” for each one. For example, how do you categorise something you have to do today to make it stand out from something that must be done by next week? The first step is to come up with categories to help you decide what tasks should be done first. Your categories might look something like this:

  1. Absolutely Urgent: These must be done right away or by a deadline and are important to your job, your family, or to you personally.
  2. Urgent: These are important to you, your family, or your job, but don’t have a deadline.
  3. Chores: These are things you don’t necessarily want to do but have to do anyway.
  4. Maybe: These are things you would like to do, but they aren’t especially important and it doesn’t matter if you do them today, tomorrow, or next week.
  5. Dreams, Wishes, and Ideas: These are things you might like to do but have no immediate importance in your life.

Using categories such as these may be confusing at first, but, as you continue to work with them, you will start automatically assigning categories as soon as you receive a task. Once you do that, you can figure out when something should be done and whether you need to give immediate attention to it or whether it can wait.

Just as important as categorising your tasks, is finding a way for you to manage the list. Task lists are ever changing and evolving. New tasks are added, some tasks are completed and others are no longer important for now.

Time management is all about focus and consistency. Put these basic skills into practice every day and you will see that managing your time will get easier and easier.

Calendar


Calendar

Managing Your Schedule with Google Calendar
Many people have a difficult time with time management skills, but there are quick and easy ways that you can help yourself to schedule and manage your time in a more effective manner. One great idea that works well for many people is entering a weekly schedule of events into a Calendar. One of the most important tools in managing your day to day schedule is to use an online Calendar. Google Calendar is a very popular one as you can ...

Task Management


Task Management

Manage your Tasks with Toodledo
In this section we will introduce a well featured To-Do List called Toodledo which is recommended by personal productivity website www.mindtools.com in an article on how to use to-do lists. Task management is important for the simple reason that personal success seems to be the result of knowing what you want to do then directing action towards it. So, without a clear list of prioritised tasks, there can be no directed action. Actively managed tasks lists also create a certain degree of ...

Task Management Basics
To-do lists are essential to good time-management practice. They provide a guideline for what items are to be completed within a given amount of time. You may want to create a list weekly or daily. Either way, to-do lists help you remember what you need to do. Completing a list each day can help you see how much you have got done. Place a mark next to high-priority items so you know at a glance what you should devote your time ...