Popular task management methods and how they help teams

Effective task management isn’t one-size-fits-all. Different methods suit different teams, individuals and workflows. Here, we explore some popular task management techniques.

Time blocking

Time blocking is a productivity method in which you allocate specific blocks of time in your calendar to work on particular tasks. Like a roadmap for your day, time blocking helps you stay focused and prioritize effectively. By scheduling your tasks and sticking to these time slots, you can avoid distractions, control your workload and transition smoothly between activities. 

Time blocking helps you to:

• Get started: Time blocking reduces task-related anxiety by assigning specific times for tasks, helping you and your team overcome mental block.

• Prioritize tasks: Allocating time for high-impact work ensures important tasks are addressed first, preventing last-minute rushes. 

• Avoid procrastination: Setting self-imposed deadlines with time blocks helps team members remain focused and reduces the tendency to delay tasks. 

• Stay realistic: Regularly scheduling and reviewing time blocks improves the accuracy of task duration estimations, helping you create feasible plans. 

• Stop task switching: By dedicating time to a single task, time blocking minimizes the inefficiencies caused by multitasking, enabling better quality work. 

In MeisterTask, time blocking can be integrated seamlessly with task deadlines and scheduling tools. 

For example, you can: 

• Set deadlines for tasks and use time-tracking integrations to better estimate durations.

• Sync tasks with Google Calendar to visually organize blocks of work directly from MeisterTask. 

• Prioritize high-impact tasks by pinning them to the top of your agenda and aligning time slots for uninterrupted focus. 

The Pomodoro method

The Pomodoro technique is a simple way to manage your time and avoid burnout. Created by Francesco Cirillo in the 1980s, it breaks work into 25-minute focus sessions called "pomodori," followed by short breaks. After four pomodori, you take a longer break of 15–30 minutes.

Here’s how it helps:

• Plan effectively: Use 25-minute blocks to estimate task times and organize your workflow.

• Get started easily: Break large tasks into smaller steps to avoid procrastination.  

• Keep focused: Work distraction-free during pomodori, with breaks for interruptions later.

• Stay agile: Short work sessions encourage creative problem-solving and adaptability.

• Avoid fatigue: Regular breaks keep your mind sharp, improving productivity and decision-making.

MeisterTask integrates seamlessly with time-tracking tools like Toggl, enabling you to set up and monitor your pomodori. 

Here’s how:

• Create a daily checklist in MeisterTask for your planned tasks. Assign one or more pomodori to each task based on estimated effort.

• Pin prioritized tasks to your MeisterTask agenda to stay organized and focused.

• Track your sessions using an integrated Pomodoro timer, such as PomoDone, or a simple app like Pomofocus.

• Record completed pomodori to track progress and refine future planning.

Eat the Frog

The Eat the Frog method is based on tackling the most challenging or important task of your day first — your "frog." Popularized by Brian Tracy in his book “Eat That Frog!”, this method helps you minimize procrastination and anxiety by getting the toughest task out of the way early. 

Eat the Frog helps you to:

• Prioritize: Starting your day with the most critical task ensures that your peak energy is directed toward the work that matters most. 

• Reduce procrastination: By addressing the hardest task first, you prevent delays and set a productive tone for the rest of the day. 

• Combat stress: Completing a major task early reduces the mental burden that procrastination creates. 

• Maintain momentum: Early wins create a snowball effect, boosting confidence and motivation for the remainder of the day. 

MeisterTask makes applying the Eat the Frog method easy with our tagging and prioritization features. 

Here’s how: 

• Identify your "frog" by tagging the most important task of the day with a "Priority" label.

• Pin this task to your agenda to keep it top of mind. 

• Dedicate the first working hour(s) of the day to completing this task without interruptions.

Getting Things Done (GTD)

Getting Things Done (GTD) is a productivity method developed by David Allen that focuses on capturing and organizing all your tasks into a structured system. By documenting everything you need to do, GTD allows you to focus fully on execution without the stress of remembering what’s next.

How it works:

1. Capture: Collect all your tasks and ideas in one place, whether it’s digital or physical.

2. Clarify: Review each item. Is it actionable? If yes, decide on the next step.

3. Organize: Sort tasks into categories or lists, grouping similar items together for efficiency.

4. Reflect: Regularly review your lists to ensure they align with your goals.

5. Engage: Use your organized lists to guide your daily priorities and actions.

Why GTD works:

• Boosts productivity: Clear priorities keep you focused on what matters.

• Reduces stress: Organized tasks bring clarity and ease the pressure of unfinished work.

• Improves decision-making: A structured system helps you manage time and resources efficiently.

• Encourages creativity: A clear mind opens space for innovative thinking.

Here’s how MeisterTask supports GTD:

• Use customizable columns to create GTD stages like "Backlog," "Doing," and "Review."

• Pin high-priority tasks to your agenda for easy access.

• Integrate with MindMeister to brainstorm ideas and transfer actionable tasks to MeisterTask.