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Lessons from trying to build a project management system

It's all about needs

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I had a meeting at my day job last week which showed me just how busy May and June are going to be for me. I have also just started another master’s module whose essay is due on the busiest work day of my entire year. I’ve also got some exciting PKM Beth projects launching this month, and content to maintain.

Photo by Kari Shea on Unsplash

I came home feeling pretty stressed that day, and I felt the need to regroup and plan what was going on for the rest of the quarter.

I’ve mentioned previously that I am trying to find a task management system that works for me. To this end, I’m testing Routine, and very much enjoying it.

However it’s currently lacking some features that would make it appropriate for project management

  • no tags for organisation

  • no all tasks page for a big overview

  • no dependencies/obvious workarounds for this

So, feeling overwhelmed, I asked Twitter what everyone is using for project management. This was remarkably useful. Thanks to everyone who replied!

see the replies in the thread (above) or in the list i made (below)

What was recommend?

From the tools identified, I found some rough categories (these are not definitive and are entirely open to interpretation. This is mine)

Note-taking apps that can easily do so much more

  • Obsidian

  • Logseq

  • Tana

  • Amplenote

  • Capacities

Scheduling/calendar apps

  • SkedPal

  • Sunsama

  • Morgen

Todo Apps

  • Things

  • Ticktick

  • Todoist

A bit of everything

  • ZenkitHQ

  • ClickUp

  • Notion

What I realised

This is a great range of apps. I’ve heard of/used most, but some were new to me. My mind was racing with all the systems I could attempt to build, and free trials I could sign up to to explore the apps, but then Bas replied and it reminded me of what I’m actually looking to do. That is, get my work done in the next 7 weeks.

Bas’ tweet reminded me that I already have a Notion dashboard that integrates my ongoing goals/projects. I already have a Todoist account which has the option for tags, projects, and a workaround for tasks blocked by something else. I already know you can embed Todoist into Notion, or set up integrations, or just use the global shortcut to add tasks. I already have the Todoist app, I’ve already worked out that I can use Todoist and Routine together if I schedule events onto the same calendars (which i should anyway…)

So I took the simple route and just started using Todoist on the right side of my screen whilst reviewing my goals and projects on Notion on the left hand of the screen. I got all of the tasks out of my head, and then started working.

Whilst finding task and project management workflows that work for you might be long process in general, with systems and workflows that might see several iterations and exciting changes, I realised that I just need something that works now with as little set up as possible. If I want to embed the todoist pages in later, I can, but as I’m nearly always in split screen anyway, I’m not sure I’d necessarily gain anything.

But this whole process managed to get me out of the stressed state of having so much to do, and I have made great progress over the weekend with my projects.

Lessons learned

  • work out what your needs are first

  • talk with the community (thank you to all who replied!)

  • think and reflect before action

  • try to tie it in with what you already use

So perhaps a boring conclusion, going with tools I know and use regularly. But this has reminded me that at the end of the day, our systems have to fit our needs. And my need in May and June is to get a lot of work done without too much thinking needed.

However, as soon as my workload lifts a little I will spend some time exploring other tools. ZenkitHQ and ClickUp have caught my eye. Just need to be patient. Oh, and do all my work first.

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