# Organizing Tasks Using My Planner and Master Task List | How I Brain Dump ![](https://i.ytimg.com/vi/X_OpKDoBgdg/maxresdefault.jpg) ## Master Task Listing and Brain Dumping - The concept of Master task listing, also known as brain dumping, is discussed as a method for organizing tasks and staying on track. [(00:00:01)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1s) - A distinction is made between events and tasks, with events being things that have a specific date attached to them, such as appointments or deadlines. [(00:00:46)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=46s) - Tasks, on the other hand, are things that need to be done but do not have a specific date attached to them, and can include long-term planning and things to keep track of. [(00:03:30)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=210s) - The idea is presented that events can also be thought of as tasks, and vice versa, as both require action and time management. [(00:02:06)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=126s) - An example is given of a doctor's appointment, which is typically thought of as an event, but also involves a task, such as going to the doctor. [(00:02:39)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=159s) - The separation between events and tasks is considered artificial, and it is suggested that thinking of events as tasks can help with time management and organization. [(00:03:17)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=197s) ## Events vs. Tasks - The importance of writing down tasks and events, rather than keeping them in mind, is emphasized as a way to stay organized and keep track of long-term planning. [(00:03:41)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=221s) - Tasks that are date-specific are placed in a planner, and examples include meetings and [[Party | birthday parties]], such as Savannah's and Elana's birthday parties, which are scheduled for Friday and Saturday of the same week [(00:05:41)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=341s). - For tasks without a specific date, a master task list is used, which involves a couple of different steps to walk through when doing task planning [(00:04:13)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=253s). - A monthly view or calendar is not necessary in the planner, as the weeks are structured in advance using weekly spreads [(00:04:43)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=283s). - Weekly spreads are used to plan out tasks, and everything is written down in the planner, although some people may not need to write everything down [(00:05:08)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=308s). - Tasks with deadlines, such as buying birthday gifts, are considered events and are placed in the planner as such, with the deadline serving as the driving factor for task completion [(00:06:47)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=407s). - The task of buying gifts for Savannah's and Elana's birthday parties would be placed in the planner as events, with the deadline being the birthday date [(00:07:09)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=429s). - The planner is used to keep track of tasks and events, and it is helpful to write down everything that needs to be done, especially for people who need to make note of everything [(00:05:25)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=325s). - Tasks and events are not distinguished between, and both are treated as events in [[Google Calendar]], with tasks being marked as all-day events that can be completed at any time on a specific day [(00:07:26)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=446s). - This approach is used for tasks with deadlines, which are considered events, and are entered into Google Calendar as such, allowing for organization and prioritization [(00:07:37)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=457s). - An example of this approach is ordering something from [[Amazon (company) | Amazon]] with a two-day shipping deadline, which is entered into Google Calendar as an event with a deadline of Wednesday [(00:08:08)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=488s). - Tasks with deadlines are considered events, while tasks without deadlines are considered tasks, and are kept track of in a digital task management system, such as Remember the Milk [(00:09:34)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=574s). - Events, including tasks with deadlines, are kept in Google Calendar, while tasks without deadlines are kept in a digital task management system [(00:10:03)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=603s). ## The Importance of Writing Down Tasks - Writing down tasks and events by hand is beneficial for reducing stress and improving working memory, and research shows that writing things down by hand can improve memory retention [(00:10:24)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=624s). - Having a digital backup of tasks and events is also beneficial, but it is possible to use an entirely analog system if preferred [(00:10:16)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=616s). - The task management process involves two main steps, with the first step being to write down everything without editing, including small and big tasks, and personal reminders [(00:11:18)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=678s). - Examples of tasks written down include planning Sophia's and Rosy's [[Party | birthday parties]], making invites, following up on an online order, cleaning out the car, and putting on lashes [(00:11:46)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=706s). - It's recommended to carry a small notebook to write down tasks and reminders as soon as they come to mind, to avoid forgetting them [(00:12:57)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=777s). - The importance of writing down tasks is emphasized, even for small things, as it helps to remember them and avoid forgetting [(00:13:11)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=791s). - The habit of writing down tasks is also being taught to a 7-year-old daughter, Sophia, who has started to remind her mother to write things down [(00:13:27)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=807s). - The task list is not edited at this stage, and everything is written down, including notes and reminders from past events, such as a September planner with notes on things done, things to do, and things that need to be bought [(00:13:51)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=831s). - Writing down tasks immediately is crucial, even if it's something that can be done online, like buying diaper rash medication, to ensure it doesn't get forgotten [(00:14:08)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=848s). - A task list is maintained to keep track of various tasks, including big and small things, and long-term dreams, with the goal of planning life and organizing tasks. [(00:14:21)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=861s) - The task list includes a note about finding a 2024-2025 planner, with the 2024 planner already found and checked off, but the 2025 planner still missing. [(00:14:24)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=864s) ## Step 1: The Brain Dump - The task list also includes a reminder to plan a co-working date with friends in October, which the individual is hosting. [(00:15:07)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=907s) - The first step in managing the task list is to write everything down without editing, including big and small tasks, long-term dreams, and things that can be done in 5 minutes or less. [(00:15:16)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=916s) - It is recommended to carry a small notebook and pen to write down tasks as they come up, rather than editing or filtering them at this stage. [(00:16:10)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=970s) - The second step is to leave the tasks in an uncategorized list and focus on completing the smaller tasks that can be done in less than 2 minutes, following the rule of thumb from "Getting Things Done". [(00:16:49)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1009s) - The goal is to scan the list, find the less than 2-minute items, and try to complete them, although it's acknowledged that not every single task can be done immediately. [(00:17:44)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1064s) - The task management process involves a "brain dump" where all tasks are written down in one place to help feel good about checking off completed tasks [(00:17:53)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1073s). - The initial list is left uncategorized, allowing for quick completion of small tasks, such as those taking less than 2 minutes [(00:18:04)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1084s). ## Step 2: Completing Small Tasks and the 30-Day Rule - After completing small tasks, the list is left uncategorized for 30 days, or until the end of the month, to help with task management and system switching [(00:18:33)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1113s). - The 30-day rule is not strict, and tasks may be transferred to the next month's list or categorized if necessary [(00:19:30)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1170s). - The uncategorized list is considered a "long brain dump" and is used as a reference for task management throughout the month [(00:20:03)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1203s). ## Categorizing Tasks - At the start of a new month, the tasks are categorized based on the planners used, such as personal, faith, budget, family, and growth categories [(00:20:48)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1248s). - The categorization system is simple and matches the categories used in the digital task management system, Remember the Milk [(00:20:59)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1259s). - The categorization approach may differ from other task management systems, which may not recommend categorizing tasks in the same way [(00:21:27)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1287s). - Categorizing tasks is a step in organizing them, and different systems suggest categorizing by contacts, systems, or context, such as errands or specific tasks. [(00:21:31)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1291s) - Some people categorize tasks into buckets, which can be tailored to individual needs and preferences, and can include categories like budget, family, or personal tasks. [(00:22:00)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1320s) - Having specific days for specific categories can help with organization, such as doing budget tasks on Mondays and family tasks on Fridays, but this is not a hard and fast rule. [(00:22:09)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1329s) - When categorizing, it's essential to separate tasks into categories that make the most sense, and some tasks may fit into multiple categories, such as buying diaper rash medication, which could be under family or budget. [(00:22:51)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1371s) - There is no right or wrong answer when categorizing tasks, and individuals should put tasks where they think it makes the most sense for them. [(00:23:07)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1387s) - Categories can be fluid and change over time, and it's essential to be flexible and adjust categories as needed. [(00:23:43)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1423s) - Using a digital system, such as Remember the Milk, can help with categorizing tasks, and tasks can be moved from a paper system to a digital system for organization. [(00:24:00)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1440s) - If using a paper system, categorizing tasks can be done by creating separate sheets for each category, and using front and back of the page to make adjustments and additions easier. [(00:24:20)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1460s) - Lisa Woodruff's Sunday Basket system is an example of a categorization system that uses context, such as errands or specific tasks, to organize tasks. [(00:21:41)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1301s) - The disbound system allows users to categorize and store completed pages in separate planners, such as a personal planner or budget planner, based on the category written on the page, like "personal" or "budget" [(00:24:49)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1489s). - When categorizing tasks on paper, it is recommended to start a new sheet for each category and use both the front and back of the sheet [(00:25:11)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1511s). - The process of completing tasks is not covered in this system, but rather focuses on organizing and managing tasks [(00:25:20)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1520s). - This organization system is used to manage tasks, determine where to put things, and keep track of multiple planners to maintain productivity [(00:25:29)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1529s). - The system involves moving tasks from paper to a digital task management system, but can also be used solely on paper [(00:25:05)](https://www.youtube.com/watch?v=X_OpKDoBgdg&t=1505s).