I've tried most of the task tracking apps, read far too many books and still struggled to track anything of volume. So I cut out the fluff and made a system called pivotlist. It's almost, but not quite like everything else. The main difference is there is almost nothing to it, but I think that's the magic.
I'm involved daily with three small businesses and also three charities. Before heaps of stuff kept falling through the cracks. Now a lot less does. And I'm a lot less stressed :D.
Hopefully pivotlist helps some of you cope with getting stuff achieved. Below is the basic summary from (pivotlist.com)[https://pivotlist.com].
Pivotlist is an organisation method for mere mortals. People who forget things, activities, phonecalls or the milk. It's superduper simple and easy to learn, the basics are less than a page, But it also grows into a framework, so when you're extra busy you can stay on top of stuff. Lots of stuff.
The Basics
The pivotlist method is designed to specifically target two of the biggest causes of procastination. Together, these two equal stress, lots of it and it ain't pleasant.
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Infomation Overload. That feeling when there's just too much to do, and you don't know where to start. Pivotlists clear your head.
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Analysis Paralysis. Endlessly thinking about what to do next resulting in no time or ability to do it. Simple sorted lists allow you to focus on one thing only, and get it done.
By constructing a clean and simple pivotlist workflow you can stop over-thinking what needs to be done, and with well built lists what to do next is obvious.
(Un)sorted
Find a pen, some paper and make a quick list of some things you need to do. Write whatever comes to mind even the stupid stuff, and in no particular order - things that need doing now, stuff that needs doing later, random things you really should remember. Format the list with bullets or dashes for each item, like so:
| unsorted |
|---|
| - read pivotlist.com |
| - buy chocolate |
| - TPS report |
| - ring Jeffery |
| - book meeting room |
| - pick up Alice from school |
| - visit Mum in France |
What we've just built is the unsorted list, the 'inbox' of the pivoting world and the place where every idea, to-do, project or reminder that you need to track starts it's journey to completion. As much as possible should end up on this list, leaving as little as possible in your head.
Let us Pivot
We humans are simple creatures, and despite what modern myth would proclaim we're not very good at doing a great many things at once. At best you end up with some sort of crappy result, and at worst everything is incomplete or missed. Both ways spell stress.
The key to a successful pivot list is make sure you focus only on what needs doing now, and thus you can ignore anything that isn't relevant. To achieve this, we're going to break your unsorted list into pivots.
Pivot : the central point, pin, or shaft on which a mechanism turns or oscillates.
A good pivot group is the smallest possible breakdown that gives you one central point of focus. You don't need to think about work while at home, and shopping generally isn't relavent to your work day. The group should be exclusive, one task fitting in one and only one pivot.
As an example, we'll break the rather simple list above into three simple pivots: [home], [work], and [other]. You might need something different, there are some suggestions for different pivot groups in the examples near the bottom of this page.
For each of your unsorted items write the most appropriate pivot to the right of the list, like so:
| unsorted |
|---|
| - read pivotlist.com [other] |
| - buy chocolate [home] |
| - TPS report [work] |
| - ring Jeffery [work] |
| - book meeting room [work] |
| - pick up Alice from school [home] |
| - visit Mum in France [other] |
Now, find a new piece of paper and create lists for each of your pivots. Sort the pivots into each list, crossing them off the unsorted list as you go.
| [home] | [work] | [other] |
|---|---|---|
| - buy chocolate | - TPS report | - visit Mum in France |
| - pick up Alice from school | - ring Jeffery | - read pivotlist.com |
| - book meeting room |
Ready Freddy!
And that's it. Really. Pick the list that reflects where or what you are doing now, and start completing the tasks. Cross them off when they're done.
The final step is to return to the beginning. Keep adding everything that comes into your head to the unsorted list, and then forget about that item. Each morning, or maybe every evening, sort through your unsorted until it's empty. Briefly review your pivotlists too, resorting if required.
And then do what's appropriate - if work isn't until tomorrow, then ignore it until you're there. If there is shopping to be done but that isn't until Saturday, ignore that too. If you're at home and something can be done, do it. Then cross it off. And repeat.
If it seems simple, that's because it really is. The trick with pivotlists is, with some effort, you will actually use it. You've likely tried every app. in the store, read heavy tombs about how to get stuff done, and procrastinated building the perfect system. It doesn't exist. But there is something about writing stuff down, getting it out of your head, sorting, and then doing, that it is addictive. So, give it a try.
If you have questions, or don't quite follow a detail, read through the tips and tricks for ways to make pivotlists work well. Finally, if you've got some seriously complicated tasks or need a system for teams, then take a look at workflows for some ideas on how pivotlists can be extended.
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