How to choose a digital task manager that works for you

By johannatime On June 30, 2015 Under Getting Organised

Could you be more productive if you just had the right tool? Often, looking for a technical solution to fix your procrastination is just a distraction, but sometimes it may help you to organise, tackle overwhelm and get into the zone. Here’s what to consider when you bother to switch to a new digital task manager:

Does your new app ‘do’ GTD®?

Before deciding what task manager you’re going to use, reflect for a while on your GTD® habits and see if the app supports them. Most important would be labeling tasks for contexts, time, energy and priority, but also the options for multiple lists and quick processing should be present.

Can e-mail be integrated or synchronised?

Many tasks originally come from an e-mail. So don’t let your inbox be your task list; process your e-mails regularly and if you have a clever task manager, it can simply convert them into tasks that you can tick off when they’re done. Even better if you can integrate your calendar, too!

Mobile, remote, on the go

Often, choosing for a productivity app happens from behind your computer screen. Make sure you also check out the mobile apps before hitting the ‘BUY’ button. Verify if your operating system is supported and if the app works well on the go. This is crucial for anyone who is not a plant rooted at their desk.


Do you assign tasks to team members or coworkers? You may need to collaborate on choosing a task manager, too. If everyone uses the same tool, working together can become lots easier. That is if the tool of your choice supports collaboration of course. Double check if it does and if not, there are stacks of apps out there specifically designed for collaboration.


Do you regularly work in places without an internet connection? Spend lots of time on aeroplanes or venues with restricted wifi? And if you’re honest, are those the windows of time you could be particularly productive in, if only you were online to see what tasks you could do? In that case, an offline feature is a must for your productivity app of choice.

Remember that money isn’t really important, and most apps cost less than $10 a month. Don’t force yourself on an app because it was a couple of dollars a year cheaper, because your time is worth so much more than that. Can’t make up your mind? Stay where you are and/or use just pen and paper. And if you have any suggestions, please share them in the comments below:

Johanna Jansen

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