The Simplest and Most Effective To Do List

There are so many different project management systems out there and over the last few years I have worked with many of them. Project management has been around for a long time but recently small business has picked up this tool in order to keep track of what needs to be done to get to their end goals.

Most of the businesses I work with operate with 1 owner or just a few staff and tempting as it can be to think that bigger is better, project management systems often turn out to be like hitting a nail with a sledgehammer. It takes way more effort to lift it than you need and the end result is often overkill.

So, after using many different systems I turned away from project management systems and searched for a simpler way. Which is when I found Wunderlist. I needed something that could help me track all the tasks (both one off and recurring) for numerous clients in an easy to use and effective system. I also wanted to track my own personal tasks and things for my own business. Here are the benefits I found to using Wunderlist:

 

  • It’s simple to use: Entering tasks is a one step process. It can be as basic as typing in the description and clicking add. I will talk further down about the other options but you can use it right down to this most basic way.

 

  • You can share lists: I love this feature, for my clients who want to know what has been done and what is still pending I can invite them to share their list in my wunderlist account. They can add their own new tasks to allocate to me or themselves, add notes or files to existing tasks or mark things as complete. For certain tasks that are longer term projects it means we can keep all the notes and comments together on that task so no searching through emails for details.

 

  • You can allocate tasks: as I mentioned above once a list has been shared any task within that folder can be allocated to any party. This means if I start a task and then complete part of it but come up with a problem or a question I can allocate it back to the client for their attention. It’s a quick click of a box and it’s back in their court.

 

  • Recurring tasks: I love that you can choose a due date and this can be recurring, it saves me worrying about whether I am on top of my client tasks that I do regularly as they are all there automatically. Additionally you can have no due date, unlike other programs where you have to put a due date you can just leave it blank. I do this often if a client has mentioned that they need me to do something but are waiting for further details, it’s a good reminder for me to follow it up. The other thing I love is that if you click in the due date box it will automatically add the task to the current day.

 

  • Add additional items: each task in wunderlist gives you the ability to add sub tasks, files and notes. Additionally you can make comments on the tasks that become part of a connected conversation. I often have a task labelled branding for each client that contains all their branding colours, fonts and logos for easy reference.

 

  • App and computer version: and both sync automatically. This means wherever I am I know exactly what I am doing. It also means if a client sends me a text or facebook message and I am not near my computer I can just quickly copy and paste it into Wunderlist and I know I won’t forget about it.

 

  • Ability to star items: for items that are a top priority Wunderlist includes the ability to “star” them which not only makes them instantly stand out but you can also choose to just view starred items so you have a quick view of the tasks that are top priority.

 

  • Different views: I often switch between different views in Wunderlist. As well as being able to view all the task lists included in a particular list you can choose between items that are due today or this week or items allocated to you only. When I arrive in the office I generally scroll through all my client lists and allocate any to “today” that I am going to be working on, which instantly creates a daily task list for me. The starred items become my most important tasks on that day.

 

  • Non digital options: You also have the option of emailing or printing a task list so if you prefer it in a hard copy or want to send it to someone else without sharing the list you can do this too.

 

Wunderlist saves me so much time and so many headaches in my business. Dealing with multiple clients I have found it tricking to find a program that fulfils all my needs. I no longer stress about what I have to do next and I am so much more productive in the office. Give it a go and let me know how you find it!

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