# Mastering Task Management: Overcoming Procrastination with Ease
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Chapter 1: Understanding Procrastination
Are you caught in a cycle of rescheduling your tasks endlessly? If so, implementing these two habits in Todoist can help you break free from this pattern. It’s common to struggle with tasks that we continually postpone. Here’s a systematic approach to overcoming this challenge!
Todoist screenshots sourced from Todoist.com
While I personally use Todoist for managing my tasks, this methodology can be applied using any tool or even a simple pen and paper.
After noticing the tendency to delay certain tasks, I decided to explore why some tasks remain unfinished. I conducted an experiment focusing on tasks—both significant and minor—that I had been postponing or repeatedly rescheduling. For each task that had been postponed more than three times, I asked myself: What prevents me from completing this task? What causes me to keep shifting it around?
An overview of my Todoist board showcasing the tasks I needed to evaluate.
After reflecting on these questions, I categorized the tasks into two main groups.
Section 1.1: Task Clarity and Actionability
Tasks defined solely by their outcomes rather than actionable steps.
For instance, a task like "Create Web Design Case Study for XYZ client" may appear actionable at first glance, but without a clear understanding of the time required and the components involved, it becomes daunting. To ensure completion, consider: How can I make this task manageable? What specific steps do I need to outline?
To tackle this, I recommend breaking it down into smaller, actionable subtasks, such as:
- Schedule a time to outline the requirements of the case study (a straightforward initial step—just block out time on your calendar).
- Define five deliverables/problem statements for the project (creating smaller, achievable goals to brainstorm in a single session).
- Allocate 45 minutes to document those problem statements following a template.
- Take screenshots of each webpage and create a mockup of a computer screen.
- Capture the client’s testimonial and upload it to the site.
- Schedule time to compile the problem statements and design documentation onto the website, etc.
Organizing these multi-part tasks into specific time blocks and smaller, enumerated actions (e.g., "write five deliverables") can significantly reduce resistance to productivity.
You might use a Kanban-style board (as shown above) or simply a list—whatever system works best for you!
Section 1.2: Tackling Personal Procrastination
Tasks hindered by excessive friction.
These often involve mundane tasks like rescheduling a doctor’s appointment, tedious book typesetting, or setting up email newsletters. Another example could be lengthy writing sessions without a clear outline. For such tasks, consider whether they can be delegated to a contractor or assistant.
If delegation isn’t possible, convert the task into a time-blocked action, such as "Schedule X hours for X task," ensuring it gets placed on your calendar.
Once you’ve allocated time for these tasks, if they remain unfinished by their deadlines, create a follow-up task a week later to revisit it. If a task has been rescheduled multiple times, consider whether it should be delegated, deleted, or re-evaluated. Asking yourself the same questions—What’s preventing me from completing this?—is crucial.
Here’s a solution: incorporate daily and weekly reviews to identify and address the reasons behind rescheduled tasks. If a task isn’t essential, feel free to remove or delegate it.
In Todoist, I set my tasks to be reviewed weekly on Sunday evenings, but you can choose a time that suits you best.
A practical exercise is to scrutinize your current task lists for patterns of tasks that remain uncompleted. See if they fit into one of the two categories or if they belong elsewhere. Then, methodically break down those tasks, schedule dedicated time for them, and integrate them into your Google Calendar, particularly if you utilize Todoist’s Google Calendar integration.
Once you establish a reliable system, you can document your tasks however you prefer. My personal guideline is: "If a task is rescheduled three or more times, then take appropriate action."
Chapter 2: Implementing Actionable Habits
The two habits that will transform your tasks into achievable goals are:
- Establish a regular review process for tasks that have been postponed more than three times. Reflect on: What’s holding me back? Why do I keep moving this task?
- Break down larger projects into highly detailed, actionable subtasks. If those subtasks go uncompleted, create time-blocked tasks to ensure they get done, along with follow-up reminders.
How do you manage those pesky, lingering tasks? I’d love to learn about your strategies! If you have any questions, feel free to reach out. Additionally, I offer a newsletter focused on enhancing productivity systems, should you be interested.