Task management using template

In this post, I will share how I use OneNote to stay organized, manage a team, keep track of their tasks / assignements, and get things done meticulously even during hectic work hours, full of interruptions.

All it takes is a customized template.

This technique doesn’t require any other program, avoiding the complexity or redundancy involved with other tandem-solutions (OneNote + Outlook ; OneNote + Microsoft Todo ; OneNote + Wunderlist ; OneNote + Todoist…) : while I am enticed with those more sophisticated solutions (I have tried really hard some of them), they definitely don’t work for me !

To get started, watch my video which will walk you through my workflow.

The video is being broadcasted until tomorrow (Nov. 15th), during the Learn OneNote Conference. Get your free ticket to watch the video while it´s still available there !

After watching, you may come back here, and read some additional considerations below, and share your experience in the comment section.

Does it work in OneNote UWP ?

Yes it does !

Although you need to design your template in OneNote desktop first.

All the features shown in the video will work the same in OneNote UWP, except the “linked note” part.

 

Why striking out the initials of the Owner, when an action is completed ?

When you search for a text (in my case, the initials of a team member I will meet with or phone to), OneNote highlights the text string found in yellow.

So I have no way to quickly know if the action is still pending (highlighted in yellow if in progress, or not highlighted if not yet started), or not anymore (initials highlighted in green).

The solution I have come up with is to strike out the initials, in addition to highlighting them in green : then, I can benefit from a clear visual signal when scanning my notes manually (Ctrl Pg Up / Pg Down), and a more subtle but still effective way to avoid confusion when scanning my notes with the search feature.

Highlighting must be done after striking out (otherwise you lose your selection).

 

Why not using “Outlook task” indicators ?

A good task management system should handle :

  • Responsible to execute the action
  • Due date & Priority
  • Status of the action (completed, in progress…)
  • A convenient and flexible way to get a summary (with the possibility to sort them)
  • A mean of communication (two ways) with the Responsible of the action

Outlook does exactly that, so if it’s your mail program, why not simply use it ?

Because I have not found a convenient location for the outlook task’ flag in my custom template. Let’s review the different options :

  • In front of the task’ Description :
    • Pros : the complete Description is sent to Outlook
    • Cons : when the action is completed, the flag turns to a green tick there on the left, while I find it more convenient to quickly scan the right column for initials not yet highlighted in green (and focus on the ones whose Due dates written aside is close)
Pending action
Completed action
  • In front of the initials, then !
    • Pros : the green tick is right where I intuitively look for pending actions
    • Cons : the task created in Outlook lacks the Description (it’s in the previous column… thus not recognized by Outlook).

  • In front of the Description, but close to the initials then !!  To achieve that, it requires to move the “Responsible” column in a rather unconventional location, to get closer to the initials :
    • Pro : tick is closer to the initials, and overall it’s pretty neat !
    • Cons : where should I put the Due date column then ?! On the far left ? Would be even more unconventional, don’t you think ?!

The Outlook pop up which prompt you to fill in the Due date and Owner (only when you use Custom Task, or Ctrl-Maj-K), interrupts your workflow ; but worse : if you select other flags (such as today, tomorrow, this week, next week), the task is automatically created in Outlook, with its corresponding Due date, without letting you the chance to inform it’s Owner… You should then remember to do it, and go back and forth in Outlook to fill in the Owner before moving to another task.

The Owner (and Due date) are duplicated in OneNote & Outlook, but not linked, so any change in one program won’t be reflected in the other. Furthermore, if you update the task’ Description in OneNote (the only field that could technically be linked, since it stands close to the flag), it won’t update Outlook…

That’s an issue for me, because I use to switch the Owner to reflect the progress of an action. Imagine I need to book a meeting with a customer :

  • At the beginning, I’m the Owner of the action, because I need to find a date in my agenda, and propose this date to my customer
  • Once done, my customer’ assistant become the Owner, because I wait for her to confirm the date that suits her boss
  • Then, my assistant becomes the Owner, because I may ask her to organize my trip there
  • And so on…

I need not only a short description of the action, but also its context : OneNote helps me precisely to get that, either just below the task description, or through hyperlinks to e-mails (stored in OneNote), files or other notes ;

⑤ It’s not easy to re-arrange the order of the task’ list in Outlook : basically you can sort by any column (due date, status, category…) but not manually ;

⑥ Last but not least, Outlook is a bit overwelming : I prefer to stay in OneNote, as far as task management is concerned !

Long story short : staying in OneNote avoid duplication (with the underlying risk of discrepancy) & keep it simple.

OK, so you don’t use Outlook tasks that offers a consolidated view of tasks, so how do you get a task summary then ?

Well, you can use the flag (indicators) summary within OneNote desktop.

I suggest you set up some custom indicators, for the people you interact with most.

Example of custom flags

Then, you may run a “Find tasks” in the Home menu, to get a summary of all pending actions categorized by team members (or else).

Please note :

  • that the task summary don’t fit well with the proposed template (the first category of flag is put within the table, while the remaining goes outside – below actually – the table…), so you should run it from the blank section ;
  • that if you tick a box in the summary, it won’t tick the corresponding one in the original note :

Original note on the left ; flag summary on a docked note on the right : note the ticked flaged inconsistency

  • that you may combine several flags for an action (such as “Todo by me” and “Important”), but the summary will show them twice (once under each category), instead of highlighting the importance of such action.

Setting these drawbacks apart, this solution is great because of it’s simplicity :

  • you can reorder the actions in the summary simply by dragging – dropping each line using the chevron on the left of each line ;
  • you can instantly access the context of the action, hitting the “OneNote” tiny logo on the left of each task (linked notes).

 

Why keeping a spare “blank” section ?

Even if most of your notes will use the A4-3 columns template, you may still want to add some blank pages, and benefit from the “unlimited” format.

Thus, it’s convenient to have a section with no template, close to your main section, where you can Add a new page, and easily drag and drop it back to your main section.

 

You say one row per task is better, but you put more than one in your video !?

Well, I’m human, so I’m highly flexible and… full of contradictions !

It’s also a matter of preference : consider both ways :

Layout 1 : header, and several micro-tasks below, in the same table’ row
  • Pros : more structured, easier to read
  • Cons : you can’t use the paragraph handle to switch the order of two micro-tasks. Doing it manually requires 3 copy-paste (one for each field : Description, Owner and Due date)…
Layout 2 : header in one row, each micro-task in separate rows below
  • Pros : easy to switch their order
  • Cons : micro-tasks are not indented, leading to a less legible report. Plus, if you want to move one macro-task (aka its header and all micro-tasks below), it’s a little bit more complicated, since you need to select the corresponding rows first, and use the paragraph handle then.

 

Why A4 ?

A4 (or Letter) is convenient to print (directly, or after exporting to PDF).

Nevertheless, you may still write outside the A4 page, if you change your mind, or want to add some sides notes.

 

How to design your own ?

In OneNote desktop :

  • Add a new page
  • Select A4 format (View>Paper Size)
  • Add a 3 columns table, and set the right size for the “Responsible” & Due Date columns (type sample initials and date to get enough width)
  • Add gridlines (View>Rule lines)
  • Select Align to grid (Draw>Shapes>Snap to grid)
  • Draw two vertical lines, aligned with the table’s borders
  • Draw one horizontal line
  • Add a text container, and type “Resp.         Date”
  • Remove gridlines (View>Rule lines)
  • Capture (with Snip or else) the lines and header, as an image
  • Add a new page
  • Select A4 format (View>Paper Size)
  • Add a 3 columns table
  • Paste your image
  • Move it to right location, and adjust the size if necessary
  • Set it as a background image (right click, Set as Background)
  • Set this page as your template (Insert>Page Template>Page Template>Save current page as template>give it a name)

 

 

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