Aug 27, 2011
Some recent graduates of my Outlook MYN training or recent readers of my Outlook books ask me “how come you hide future tasks? I want to be able to see tasks that are coming up and get ready for them.”
In MYN we hide future tasks so that you can keep your list focused on what needs current attention. With MYN settings, tasks with future start dates are hidden. Now, both Outlook and ToodleDo have ways to show future tasks temporarily, if you really want to glance ahead. But you shouldn’t need to do that. Rather, you should use the start date field in a smart way.
What do I mean by that? For example, if you have a task with a deadline in the future, but want to see it a few days before its due, just set the start date a few days ahead. Remember, the start date is the day that you want to first see the task, and it may be well ahead of the deadline. It is the start date that controls the visibility of the task; if the start date is set to the future, the task is not visible. If the start date is set to today or earlier, then you can see the task.
So again, if you want to keep your eye on a task before it comes due, just set the start date some day well ahead of the deadline. That way you can keep your eye on tasks that you think you need forward attention on. And don’t forget, the best way to set the deadline in Outlook is to put it right in front of the subject line.
So here’s an example task: “DUE April 15 Submit Taxes.” In this example you would probably make the start date April 10 or earlier so that the item would be visible on your list for a while before the deadline, so you can get ready for the event.
Yes, smart use of the start date field is the way you can get the visibility you need of upcoming actions and deadlines in MYN. This works in both Outlook and ToodleDo.
Michael
“the best way to set the deadline in Outlook is to put it right in front of the subject line.”
To me, that’s unacceptable behavior in a task managment application, and why I switched to MyLifeOrganized.
I like the way you do things so far, and I really encourage you to replace Outlook with MyLifeOrganized. The default “active actions” view is already set up to handle start dates the way you describe.
Lee, thanks for your four recent comments recommending the PC-based product you like called MyLifeOrganized (MLO), and even your recommendation that we replace Outlook with it as our primary product. At some point when we have more time we could spend some time here using MLO, and if all is good we could add that product to our list of recommended products. Right now ToodleDo is our other tasks choice, for those that cannot or don’t like Outlook–there is only so much we can focus on at one time. And we’ll always give primary support to Outlook even with its faults–it is in 80% of the corporate world and most corporations do not allow their users to install other application-based products like MLO–so we have to support Outlook. That’s one reason ToodleDo, being browser based, is our other main choice. Since anyone can use a browser, including Mac users and all corporate users, it represents one alternate that *everyone* can use. Given our broad readership that is important. But we appreciate your pointing out MyLifeOrganized–that’s fantastic that you found an application that works so well for you and that others can benefit from!
Best,
Michael
Thanks for your thoughtful response. Should I stop writing about MLO’s features here? Meaning, since its not part of your recommended software that its inappropriate or irrelevant? If so I understand, and it will get rid of one of my distractors! 😉
Speaking of Start Dates, I just sent this feature request to Toodledo because I use recurring tasks extensively:
Subject: Better Manage Your Workday Now integration
Hello Toodledo Designer,
Toodledo is fantastic, and this feature would make it perfect for use with the Manage Your Workday Now (MYWN) system by Michael Linenberger (Toodledo is already pretty good for MYWN, with this one glaring exception.)
As you realize, Michael Linenberger, author of two popular books on task management, has written blog posts and white papers on how to implement MYWN with Toodledo. He considers MS Outlook and Toodledo the best ways to implement his system.
One of the strengths of Toodledo is how robustly it handles recurring tasks. Unfortunately, Toodledo only offers the option of repeating from Due Date and Completion Date.
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Yet the MYWN system does not use Due Dates at all.
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This forces the Toodledo/MYWN end user who wishes to use recurring tasks to overcomplicate their system, and use Due Dates in a way the MYWN system never intended, just to have recurring tasks.
I believe it would be very easy to just offer the option in settings to choose between repeating by Due Date or Start Date.
This would allow me and other Toodledo/MYWN users to shut off Due Dates entirely, as the MYWN system is designed. This simplification would be aesthetically pleasing and would reduce our “psychic load” in using your fine software.
Further, in order to enter a recurring task, we have to both enter a Start Date (as required by the MYWN system for all tasks so that newer tasks filter to the top) … and after that, enter a Due Date as well to force Toodledo to handle recurring tasks. When we change recurring task dates, we have to edit both fields.
This duplication of data entry slows us down both mentally and physically, and also increases the chances we will make costly errors.
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Can you please implement the option to repeat by Start Date in settings?
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I suggest it be in settings rather than adding a third radio button to the recurring task dialog. This keeps things easier, and your users are likely to want to either repeat tasks by Due Date or Start Date, but not likely both. (Sure, you could offer the option, also in settings, for both if you wish to, but we wouldn’t need it for our needs since our task management system does not include Due Dates).
Thanks so much for considering my suggestion, and also for the brilliant work with your recent redesign. It was stellar.
Cheers,
Christoph Dollis