Today’s blog is an answer to a question I received recently from Sarah B. And since this is a question I get a lot, I wanted to answer it on my blog for others to read and understand how Taskology™ is intended to work.

Leslie,

I’m very intrigued by your system, but I’m wondering how Outlook based it is. While I have access to Outlook at work, I don’t have access to it when I’m not at work, so the Outlook system isn’t going to work for me. I have an iPhone, so I can use something like Wunderlist or the various other tools (Remember the Milk, Toodledo, etc). Is the system adaptable?

Thanks!!


Thank you for your question, Sarah. To begin with, there are actually two questions above: one is whether Taskology™ is Outlook-based and the other is about how adaptable the system is. I’m going to address each question separately, because they have separate answers.

The answer to the 1st question is that Taskology™ is not so much Outlook-based as it is “system-based.” Taskology™ operates more powerfully as a complete and total electronic system, no matter what e-mail system is being used, although I happen to think that Outlook is the most powerful tool out there. And even though all of the screen shots in the Taskology™ Home Study Program are from Outlook, if you can apply the same strategies to your technology and it works, that would be fine too.

But let’s talk about those other systems. After using many of them, I can see their limitations. While some of these have improved over the years, I chose to use Outlook because the other systems can’t do what Outlook can do. These are systems like Act, Smart Office, and Sales Force (which are CRMs) and Lotus Notes, Palm, Groupwise, Thunderbird, g-Mail and Entourage.

In any case, the kind of system I teach, support and recommend is one where E-mail, Tasks, Calendar, Contacts and Notes are all part of one system – connected and “talking” with each other – where you can move information back and forth between the “modules” with ease, speed and simplicity. Not only that, but you can also easily customize the screens in Outlook. All of these are things you cannot easily do in all the other systems.

Taskology™, when coupled with a system like Outlook, is one that allows you to empty your e-mail Inbox (without putting all of them in folders on the left – nope, that’s not it), as well as build a complete and total e-Task list (with tasks from everywhere, including e-mail) and keep all your other systems (like your Calendar, Contacts, etc.) accurate and up to date with the latest information from your e-mail and elsewhere.

This scenario is optimal as compared to other scenarios I see or hear about regularly. The first scenario is the one we’ve already covered, where someone is using a system similar to Outlook, but it’s limited.

The second scenario is where someone is using a fragmented approach, which begins my answer to the 2nd question of adaptability. This scenario is one where someone is using one app for their tasks (like the ones mentioned in the question above), plus a different app for their calendar (or maybe they’re using a paper planner), and they’re getting their e-mail from g-mail, and their contacts are partially in g-mail and partially on their phone. But nothing communicates or easily transfers any information between the parts.

Now even though I’m making up this random example, it’s based on true accounts I’ve heard from professionals over the years who’ve managed fragmented systems that don’t talk to one another. There’s little power in a set-up like this. It’s not a “system” approach that will support you or your optimal productivity. You’re making it harder on yourself to manage information and be productive and it doesn’t have to be that way.

And while you may have a couple modules connecting and able to transfer data, you’re still operating without a complete system. Additionally, if you can’t synchronize all your data with your smart phone or tablet, then you don’t have all your necessary information at your fingertips.

As a result, you may not have a tight grip on all your tasks and priorities, you’re not likely able to empty your e-mail Inbox with ease, or enjoy having all your critical information where you need it, when you need it. You might even be using two calendars, including a paper calendar… maybe one for work and one at home.

Now I realize that some of these kinds of situations may not be your fault. I know many people may have a computer at work, but don’t have a computer at home or if they have a computer at home, it doesn’t communicate with their computer at work. These are the types of scenarios I address in private 1:1 consulting and in some cases – because I’m not a technology expert – I refer out certain tech questions to help some people solve their specific tech roadblocks. In addition, I won’t even begin to speak to the limitations of your company server, what your home computer can or cannot do, whether or not you can dial into your company’s server from home, how you’re using your laptop, and more.

So let’s answer the 2nd question.

Is Taskology™ adaptable to fragmented systems or set-ups 100%? No.

But is Taskology™ adaptable partially? Can you take the strategies from each Taskology™ chapter and apply them to each part of your individual systems (like Calendar and Tasks) whether they communicate or not? Certainly!

We don’t have to be “all or nothing” about this and I do have a few clients today who use pieces of the system and apply them to their office and work day and make the best of their technology situation. The rest of my clients are able to use and benefit from Taskology™ in its entirety.

And you can apply pieces of the system, too. However, you’d be leaving about 30% of the power of Taskology™ on the table. And the parts that make up the 30% loss will be mainly in e-mail management, which will affect your task management and your time management.

The bottom line is that Taskology™ is not meant for fragmented systems and you’d have a hard time enjoying the maximum impact and benefits of the system without using Outlook or a similar system. This is what I want for you and that’s why I designed the system the way I did.

If you’re using the fragmented approach – a system here, a system there – which is not what I recommend, you won’t be able to use, apply and enjoy all of the benefits of Taskology™. You’ll only get about 70% of the total approach.

Lacking the other 30% will weaken and compromise your work day and therefore weaken your work day productivity and effectiveness, too. Because when all parts aren’t connected and working in tandem, a miss is as good as a mile.

* * * * *

If you’re interested in maximizing Taskology™ using Outlook, get the system today or grab the individual e-books that will help you with certain aspects of your work day. Click here to see them all: Taskology™ e-books. Either way, you’ll be able to take your productivity to new heights and make your work day a whole lot easier!

One Response to “A Miss is As Good As a Mile”

1. Sarah B says:

   January 23, 2012 at 7:26 am

   Thanks, Leslie. I appreciate and want the single source system. I can see the benefits. I just don’t have the ability to access Outlook on my personal device nor the desire to conduct all of my personal business in my work email system. I will have to think about how I want to proceed.