blythe said:
How do I fit tasks like paying bills, getting the dog groomed, buying groceries, etc. into the system? These things that happen every week or so are not really 'projects', are they?
I set them up as routinely repeating tasks in Life Balance. This feature was a major reason I switched from my previous tools. Routine tasks automatically show up on the Next Actions lists in whatever contexts I specified for them and stay there till I do them. It basically automates the tickler file and integrates it with all my other actions and projects.
I like the Life Balance model of how these things work. Most can be done comfortably within some range of dates. LB uses both a lead time and a repeat interval, puts the task on the actions lists at the beginning of the lead time, and it rises in priority over time. If it's lower on the list but I have the time and opportunity, I do it "early"; but if it rises to the top I know I better do it now.
For something like dog grooming (say, getting my own hair cut), I pop up a reminder every so many weeks to call for an appointment. The number is in the note field. Some people might just look in the mirror, notice they need a haircut, and add it to their NA list. Not me. I need a reminder. Then I make the appointment itself a Next Action scheduled in the calendar.
For groceries, I have the routine interval set based on historic need. If it pops up and I don't want to look at the task for a few more days, I adjust the interval (the equivalent of taking a reminder out of Monday's tickler folder and putting it in Wednesday's). Some people have a strict routine to shop every week on the same day or whatever, but I do not.
Bill paying is different, since these have hard deadlines. I set them up to be paid automatically whenever possible (Waste Management, why not??). The rest are tasks in Life Balance scheduled by calendar and repeating through the date-specific calendar mechanism. They have lead times, which puts them on my Next Actions list ahead of time.
I do not put all routine tasks in my system. I don't list "Take a shower" or other obvious daily chores that I never forget. Cleaning falls into this category too. I just do my share every morning, whatever most needs doing, to help maintain a basically clean house all the time.
Some recurring tasks don't need reminders, but I have them in there anyway because it is satisfying to check them off, and to have a record of them. Exercise falls into this category.
Whenever I get a new appliance or tool, like recently a new coffeemaker, I read the manual for maintenance requirements. I find they work better and longer when you do the maintenance the manufacturer demands. So these tasks all go into the system too.
I used a symbol with all these repeating tasks to identify them easily in the Next Action lists (~Buy groceries). I was shocked at how many I have. But the reminders appearing every so often help me remember to clean the hummingbird feeder, change the oil, clean out the dryer vent, replace the HEPA filter in the vacuum cleaner and the furnace, decalcify the coffeemaker, wax the cars, get the carpet cleaned, review investments, etc. etc. etc. It's the function of the tickler file, but I like that I don't have to check the tickler file each day, and I don't have to move stuff between tickler and NA lists. All I do is review my NA lists.
There are other tools that support repeating tasks with even greater sophistication.
