Mastering task management: tools and strategies for wearing multiple hats

Eight years ago, I took a transformative productivity class taught by Mike Vardy of The Productivityist. The course, "Taming Task Managers," also featured YouTuber Steve Dotto and remains one of the most valuable educational experiences I've had. This led me to explore other excellent productivity courses, including one-on-one sessions with Mike Vardy, which he no longer offers.

Why You Need a Task Manager

If you're like me, you wear multiple hats daily. I'm the CEO of my company, the R&D department, and as the saying goes, "the chief cook and bottle washer." With these responsibilities come numerous tasks, and how effectively you manage them largely determines your success.

You simply cannot rely on memory alone. When we were growing up, my mother would create to-do lists for us with no more than 15 items at a time, expecting us to complete at least 10 tasks per day. Now, as an adult juggling roles as a business owner, husband, parent, son, and brother (plus other responsibilities I'm likely forgetting), the need for systematic task management is even more critical.

The Five Archetypes of Task Managers

Each task management system reflects a different philosophy about how work should be organized. Understanding these archetypes can help you choose the right tool for your personal workflow:

1. Todoist: List-Based Efficiency

Todoist exemplifies the straightforward list-based approach. It excels in simplicity and quick capture, using natural language processing for easy task entry. The clean organization through projects and labels makes it ideal for those who think in terms of lists and categories.

2. Trello: Visual Workflow Management

Trello represents the visual, board-based system based on Kanban methodology. Tasks (as cards) move across different stages (lists) on boards, making it excellent for visualizing workflow progression. This works particularly well for those who think spatially or need to see the "big picture" of their projects.

3. Asana: Comprehensive Project Organization

Asana offers a comprehensive project management approach that combines list and board views. While designed for team collaboration, it works equally well for individuals managing complex projects with dependencies and milestones. Its strength lies in handling interconnected tasks within larger initiatives.

4. Microsoft To Do: Streamlined Daily Management

Formerly Wunderlist, Microsoft To Do takes a simpler approach focusing on daily tasks and integrates seamlessly with Microsoft's ecosystem. Its "My Day" feature makes it perfect for straightforward personal task management without overwhelming complexity.

5. Notion: Integrated Workspace

Notion represents a flexible all-in-one workspace that combines notes, databases, Kanban boards, and wikis. Task management becomes just one component of a broader knowledge management system. This works best for those who want their tasks integrated with their notes, reference materials, and projects.

Choosing Your System

Your choice ultimately depends on your specific needs:

• Need simple personal task tracking? Consider Todoist or Microsoft To Do
• Prefer visual workflow management? Trello might be your best option
• Managing complex projects with multiple components? Asana could be ideal
• Want tasks integrated with your knowledge system? Explore Notion

Remember that the best task management system is the one you'll actually use consistently. Consider starting with a simpler system and evolving as your needs grow more complex.

The key isn't perfection but finding a reliable system that keeps tasks out of your head and organized in a way that matches how you naturally think and work.

Real-World Application: My Business Workflow

Let me share how I apply these systems in my own business:

Asana: The Business Command Center

With my virtual assistant, Karen (who essentially runs Megabite—if you've ever called us, you've likely spoken with her), tasks are distributed between me and Dave, who performs our on-site work, through Asana. As I frequently remind the team: "If it's not in Asana, it never happens."

We specifically use Asana's Kanban mode, which is a digital representation of the standard Kanban board methodology from the 1980s. This visual workflow system allows us to track every client project from inception to completion, ensuring nothing falls through the cracks.

Trello: Design Project Management

While Asana handles our core business operations, Trello is where I communicate with our graphic design team. Design projects consist of many different components and specialists, and having these visually organized in Trello has been a lifesaver. The card-based system allows us to attach mockups, provide feedback, and track revisions seamlessly.

Personal Task Management: OmniFocus vs Todoist

For personal task management, Mike Vardy (my productivity mentor) preferred Todoist as his tool of choice — specifically for personal tasks not shared with team members. In my case, I've chosen OmniFocus as my personal task manager. However, for most people, Todoist provides everything needed for effective personal task management without the steeper learning curve of OmniFocus.

The key takeaway from my experience is that different tools serve different purposes. Rather than trying to force everything into one system, I've found success in using specialized tools for specific workflows while maintaining clear boundaries between them.