Task Management, Planning and Time Tracking

I’ve long been looking for a tool that allows me to plan tasks, manage them and track time for myself and for a small team. Unfortunately, I have not been very successful thus far to find a effective, robust and affordable solution for this.

The latest setup I am using is to use Checkvist for planning and managing tasks and timetrack for tracking time. However, unfortunately I found it becomes a bit cumbersome to plan and manage larger projects with Checkvist and there is no integration between Checkvist and timetrack.

Given these limitations with my current setup, I decided to once again look around for a new tool. Some of my key requirements are:

  • Tracking time per project and task
  • Being able to plan a large number of tasks. Specifically I often have to deal with a lot of ‘optional’ tasks, so tasks which might or might not have to be done.
  • Being able to track the completion status of tasks
  • Nice visualizations and dashboards to see how much time is spent on projects and tasks and how overall project completion is coming along.
  • Cross-platform support, in particular an option to access the tool through a web interface.
  • Ideally they offer a free plan or basic plan that allows creating unlimited projects and tasks
  • Exporting tracked time and projects

With that in mind, I explored the options in the following. To make a long story short, the only solution I could find which satisfied my requirements was MeisterTask.

MeisterTask

meistertask

MeisterTask is a task management solution which integrates with the mind mapping solution MindMeister. I have always been fond of mind maps, so I was excited to investigate this solution further.

I was delighted to find out that meistertask comes with Time Tracking. This works very well.

For planning tasks, I like the feature that it is possible to define relationships between tasks, such as ‘is blocked by’. If tasks, which block another task, are not completed, the blocked task is visually marked as being blocked:

blocked

Unfortunately, the free account of MindMeister is quite limited; it is only possible to create three mind maps or so. Also I found the feature to create tasks from mind map nodes not all that useful. However, I don’t think MindMeister integration is necessary to work productively with MindMeister.

The biggest disadvantages of MindMeister as far as I can see is that the Developer API is quite limited. For instance, I can’t find ways to retrieve and write time tracking data.

Asana

It seemed to me that Asana does not support time tracking. I tried setting up time tracking with Hubstaff, which seemed quite promising to me. Unfortunately, after creating a new task on a project in Asana, there was a significant delay until that task was available in Hubstaff. I think it is quite critical to being able to create new tasks and report time into them straight away.

Wrike

It looks like time tracking in Wrike is only available for Business accounts. These currently start at $24.80 pm which I think is a bit pricey.

Avanza

Avanza does not support unlimited number of projects for their basic accounts.

Trigger

Too many limitations on the free account for my liking!

 

 

The Delicate Balance Between Want-To and Have-To

Organizing tasks is no small effort as anyone who has tried surely knows. While a simple list of tasks suffices for a few days (the good, old To Do list), such lists customarily outgrow their format; there’ll simply be too many items and the list once devised to make our life more structured and organized becomes the very evidence that it isn’t.

However, there is a remedy to this situation and that is to devise some form of system according to which our tasks can be organized. Some common dimensions considered in such undertakings are given in the following:

  • Urgency: Can the completion of this task wait or does it have to be done right now?
  • Importance: How important is the result of the completion of the task for us?
  • Risk: How big is the risk associated with doing the task?
  • Resources Required: How much time and other resources are required to fulfil the task?

After we would have categorized tasks according to these dimensions, we could pick the most important, most urgent, or less risky tasks – which can be very useful. However, the more dimensions we consider in the system, the more complex and potentially unmanageable this system becomes. Thus, it is very important to focus on the dimensions which help us achieve our goals in the best possible way.

I assume here that the underlying goal in trying to organize our tasks is twofold: firstly, to get more things done in less time, and, secondly, to be able to live a happier and less stressful life. I want to argue that, in regards to this goal, the single most important dimension to consider is that between ‘want-to’ and ‘have-to’.

Evidently, there is no other sensible reason for us to engage in an activity apart from us having to do it or us wanting to do it. Unfortunately, it is often not obvious into which of these categories a task belongs.

Take for example brushing teeth. You might truly hate brushing your teeth and consider it an utter waste of time. Thus, come morning, evening and after lunchtime (if it were up to your dentist), the task of brushing your teeth easily falls within the ‘have-to’ category. But ask yourself the question WHY do you have to brush your teeth. If you are a child, clearly because your parents tell you to. But what if you aren’t? Maybe you want to feature a fresh mouth odour, maybe you want to avoid a painful procedure at the dentist, or maybe you want to have beautiful, white and shiny teeth.

You can do this exercise with any other chore of your choice. Think about something you have to do long and hard enough and you will surely discover that you only have to do it because of something you want.

Therefore I suggest here as the ultimate measure to become the master of your tasks rather than be mastered by them to identify their ‘want-to’ distance.  For all things on your lists of tasks you dread doing, think about how they are related to what you want to do.

This doesn’t help you to find out which tasks are important and urgent – but chances are you intuitively know what is important and urgent anyway and thus there is little value in writing this down. However, determining the ‘want-to’ distance of your tasks accomplishes something of far more value: it implicitly but inescapably reveals there are no ‘have-to’s in your life.

With this insight, you can do what you need to do with purpose – the strongest force known to make our lives successful and fulfilled.