Productivity Tools: Task and Goal Management Methods

Productivity Tools: Task and Goal Management Methods

Here are some task and goal management methods to improve productivity:

  1. Getting Things Done (GTD) – David Allen
  2. OKRs (Objectives and Key Results)
  3. SMART Goals Criteria

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1. Getting Things Done (GTD) – David Allen

There are 5 steps to getting things done:

The 5 Steps of GTD:

  1. Capture
    Collect everything that’s on your mind—tasks, ideas, commitments—into an external system (notebook, app, etc.).

  2. Clarify
    Process what each item means. Is it actionable? If yes, what’s the next action? If not, trash it, archive it, or file it for later.

  3. Organize
    Sort tasks and information into categories:

    • Projects (multi-step outcomes)

    • Next Actions (specific tasks)

    • Waiting For (delegated items)

    • Someday/Maybe (non-urgent ideas)

  4. Reflect
    Review your system regularly (ideally weekly) to update priorities, clear old items, and stay aligned.

  5. Engage
    Choose what to work on based on context, time, energy, and priority. Then, take action.

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2. OKRs (Objectives and Key Results)

  • Developed to create focus and alignment across teams and organizations.

Components:

  • Objective:
    A clear, inspiring goal that defines what you want to achieve.
    (Qualitative and motivational)

  • Key Results:
    Specific, measurable outcomes that track how you’ll achieve the objective.
    (Quantitative and time-bound)

  1. Set 3–5 objectives per cycle (usually quarterly).
  2. Define 3–5 key results for each objective.
  3. Track progress regularly (weekly or monthly check-ins).
  4. Review and reflect at the end of the cycle.

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3. SMART Goals Criteria:

  • Specific
    Define the goal clearly.
    Example: “Increase monthly blog traffic” instead of “Get more readers.”

  • Measurable
    Include quantifiable criteria to track progress.
    Example: “Increase traffic by 20%.”

  • Achievable
    Set goals that are realistic and attainable.
    Example: Don’t aim for a 200% increase in one month if it’s unlikely.

  • Relevant
    Ensure the goal aligns with your broader objectives and values.
    Example: Focusing on blog traffic makes sense if your goal is growing your audience.

  • Time-bound
    Set a clear deadline for completion.
    Example: “By the end of Q3” or “Within 3 months.”

Example smart goals for personal development:

  • Specific: I want to improve my fitness.

  • Measurable: I will work out for 30 minutes, 4 times a week.

  • Achievable: I will start with home workouts using online videos.

  • Relevant: Improving fitness will boost my energy and health.

  • Time-bound: I will maintain this routine for 3 months.

Full SMART Goal:
“I will complete 30-minute home workouts 4 times a week for the next 3 months to improve my fitness and energy levels.”

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