Don't leave your projects without activities
Think of activities as the branches of a tree that show its growth. Establish clear activities for every project before you begin. Though the system offers flexibility to add activities on the go, it's best to have a plan in place from the start.
Don't leave all activities without Reminders
Reminders are what set the system apart. Ensure that you attach at least one reminder to each project. This ensures that the project remains visible in the My Reminders hub. Ideally, set a dynamic reminder for the first actionable activity right after creating your project.
Don't attach reminders to all activities without considering dependencies
It's best to have reminders for activities that are immediately actionable. If an activity relies on the completion of another task or activity, utilize dependencies. These dependencies will automatically notify you once they're actionable. However, in scenarios where activities can be acted upon simultaneously, it's okay to set reminders for all of them.
Don't add tasks to yourself if you're the project owner
Doing this means you'll see these tasks in the My Tasks hub, duplicating your work. Instead, rely on reminders to track project activities. Use My Tasks to monitor tasks assigned to you by other project owners.
Don't leave Reminders marked as "late" when you can reschedule
If a task won't require your attention for the next ten days, reschedule it. Keep your My Reminders hub organized; it helps you avoid the build-up of overdue tasks.
Don't let assigned tasks run late, request a deadline change
If you can't complete a task on time, request a deadline change or mark it as done. Don't let pending tasks drag the entire team's productivity down. If necessary, communicate with your superiors for additional support.
Don't keep project-related discussions outside of the system
Whether through emails, messaging apps, or face-to-face, discussions related to projects should be documented in the system. This ensures clarity, accountability, and transparency for the entire team.
Don't maintain a separate to-do list outside of the system
Instead of stressing over an external to-do list, integrate everything into the system. By doing this, the system will organize, prioritize, and remind you when it's time to act on each task.