Have you ever got into trouble because you forgot to do something you’re supposed to do? It’s such an inconvenience when we forget something crucial only to realize the bad repercussions at the end.
A Common Challenge For Business Owners
Ever had troubles posting on your facebook group everyday, from Monday to Friday, about the updates that the team is doing? Or you might also have forgotten to do a weekly emailing to the community of writers you promised content for.
Clearly, no one wants to be in these kinds of situations, because you risk losing your credibility and at the same time, not getting things accomplished.
I have my own fair share of this kind of situation. In maintaining a blog, I always tell myself to draft a blog post content weekly. I should schedule a day when I’ll be coming up with an idea, and setting a particular day of the week where I would just sit down and create an outline for the blog post.
However, I always used to forget to do this because, aside from the many things that I have to think of aside from maintaining my blog, I also do not have a personal reminder which will bug me to do the draft blog post.
Because of this, I always end up rushing posts the day before I’m supposed to post the blog, giving a less-par quality output than what I’m supposed to be producing.
The problem with forgetting important tasks
Forgetting to do important tasks is a woe to many individuals of all walks of life. Many people struggle with keeping track of many things in their lives. It’s more problematic if you forget something work-related, because it affects you, your colleagues and the entire business.
For example, if you forget to regularly check the delegated tasks to your team members every Friday on a weekly basis, you are risking not having anything accomplished by your team. Even if you know that they’re doing their job, you still want to make sure to check up on them on a regular basis, at least once a week, to guide them on how you want them to do their work.
Another thing could be the major supplier review that you want to do every first Friday of the quarter. If you don’t have a constant reminder to accomplish this, you risk of losing out to your competitors which avail of cheaper and higher value-for-money material providers.
The Solution: Automate Your Recurring Tasks
Fortunately, most businesses who like to ensure productivity has a simple way of countering this.
To counter the chances of forgetting a task, a major productivity hack that every small business owner should know involves creating repeating task reminders through work management tools.
By having a tool to constantly remind you of these recurring tasks, you don’t have to miss the important tasks that are necessary to maintain a well-functioning business operation.
“It’s more problematic if you forget something work-related, because it affects you, your colleagues and the entire business.”
BENEFITS OF MANAGING RECURRING TASKS PROPERLY
Utilizing productivity tools to create repeating tasks that constantly remind you of accomplishing them can boost your productivity in several ways.
1. Lessens risk of forgetting
By having a reminder to do things constantly, you remove any chances of forgetting to perform a task because you already have an automated tool to constantly remind you of it.
This also ensures that you don’t go back to tasks that you forgot to do, while compromising on the task that you currently must do.
Lessening the chances that you might forget to do something is very important in tasks that involve 3rd party stakeholders.
You won’t be forgetting to contact business mentors by looking at your contacts application every second friday of the month.
You also won’t have to worry about forgetting to check whether or not resources in your community is lacking or not.
By properly managing repeating tasks through productivity tools, you don’t disappoint anyone.
“By properly managing repeating tasks through productivity tools, you don’t disappoint anyone.”
2. Develop a habit & discipline
Using a productivity tool to remind you of repeating tasks, there’s no surprise if at one point, you won’t have to rely on the reminder to do the task.
By repeating a certain task in a particular point of time, you accustom your mind and body to do it on a regular basis.
There’s no wonder that sales is a crucial part of the business. So, by having a daily reminder of performing that 60-min cold calling sales activity, you won’t miss out on the sales opportunities as they come by.
Having to perform this will make your mind accustomed that, at this particular time of the day, you have to clear out your contacts list by calling them one by one.
We also have to ensure that financial transactions are recorded and values are presented up to date.
As a responsible business owner, this habit should already be a second nature to you.
By using recurring task reminders via task manager tools, you are helping yourself get accustomed to check your Xero software monthly and see the accuracy of the reports.
3. Remove anxiety
Finally, by using recurring tasks, you also free up your mind to become more productive on other tasks.
Even if we consider our brain as a powerful part of the body, it still needs to process information one at a time.
So when our subconscious is filled with worries of whether or not we’re forgetting something, we tend to lose focus on the more important task at hand. By making sure that we get to “dump” our reminders in a separate tool, we relieve our brain from stress and let it do work on the current subject matter.
This is very important when considering miscellaneous tasks that aren’t part of the business’s core process, but still nice to be performed.
Having to remind yourself to check Linkedin on a regular basis to look for manpower would already be an automated reminder with the use of a recurring reminder from your productivity tool.
Same as when you need to remind yourself to post content on Flipboard and share it every week’s Friday.
Or maybe you want to give an encouragement weekly to a team member, but seem to always forget it. This time, you don’t have to worry about that anymore.
“..by using recurring tasks, you also free up your mind to become more productive on other tasks.”
Productivity tools that can help you
Now that you understand the importance of recurring task reminders using productivity tools, we now try to determine which tool will fit you the best.
There are a lot of tools that can help you. But I recommend the one that you have already been using for several number of years.
One thing that is required to make this productivity hack effective is that you have to remember to access your tool on a regular basis (preferable at the start of the work day).
If you are already accustomed to access your most preferred productivity tool regularly, and if it has a repeating tasks feature, then you may use it as you like.
But in our experience, here are the most effective tools that help us get by our recurring tasks.
Trello is a great project management tool that lets you create a list of ideas in a visual manner. Its unique feature is that you are able to categorize your ideas into “boards”, which individually can contain cards that lists down the tasks that you want to get accomplished per item.
Creating a recurring task reminder through trello is very easy. You can enable the care repeater power up through the power up selection in the menu on the upper right hand corner of the interface. Now, when you create a task card, you can customize the frequency of the reminder through the power up in the right hand corner of the window when you select the task.
Podio is a project management and collaboration tool that is perfect for teams who work together virtually.
Repeating a task is easy in Podio. When creating a task, you can click on the repeat icon at the lower right box that lets you customize the frequency by which you want the task to reappear in your workspace.
Asana is also an online project management tool that lets you collaborate with groups to work on a set of projects. It’s a mix of Trello and Podio in a sense that it provides a visual workspace where you can categorize tasks into boards (such as Trello), plus you get to collaborate as a team, customize and assign people to tasks just like in Podio.
Asana’s repeating task feature is pretty straightforward. Upon clicking on a task, the right pane will show you several customizations that you can make on it. At the upper side of the pane, you can schedule the task and edit how regular you want the task to repeat.
Todoist is a personal project management tool where you can list down, categorize, and schedule tasks that you have to accomplish. It’s different from Podio and Asana in the sense that it’s purely for personal organization purposes.
On the other hand it’s different from Trello by being more list-oriented, and is more integrated in different platforms such as Gmail.
To input recurring tasks in Todoist, simply enter a new task and edit the frequency of the task on the right hand side of the bar where you are entering the task.
The effects of recurring tasks depend on how you handle it. For most people who can’t make themselves constantly remember to perform the task in a given time, it may be a troublesome and tedious work aspect to do. But for others, like you, who know how to use productivity tools to set a reminder for these recurring tasks, managing these tasks is simple and easy. All you have to do is plug it into your tool and let it do the reminder work for you.
If you would like to improve your productivity and join a community of like-minded ex-corporates and career people helping each other to build their own businesses, live a life they love, and give back to their community then check us out here. [https://www.facebook.com/groups/buildlivegive]