Image this, you just ran out to pick up the dry-cleaning before you you leave for your work trip tomorrow. You recall needing to do something else, but you can't remember exactly what it was. Sitting in the parking lot, you flip or scroll through page after page of all your to-dos trying to find it. Minutes pass, but you're not seeing it. Frustrated you give up and just say you'll deal with it later. 😡
Sound familiar? I'd be surprised if it didn't. I see stuff like this happen to people all the time. And the busier you are, the worse it gets.
This week, I'd like to share a simple approach to productivity that can address this kind of issue, save you all kinds of time, and help you get even more done.
The idea is simple...organize your tasks by the context they require.
Much like a little reorganization can open up the feng shui of your home, this organizational tip can open up the productivity of your life in big ways. Trust me, this one tip is a real gem, and it comes straight from the productivity guru David Allen's book, "Getting Things Done."
So, what does grouping by context mean? It's simple: group your tasks based on where you need to be to do them, what you need to do them, or who you need participation from to do them. It's like creating little task neighborhoods in your to-do list.
For example, in my personal actions list, if I need my phone to make phone calls, I put those actions inside a context labeled "📲 Phone Calls". If I need to speak with someone, or get someone's approval, I put those actions inside one labeled, "👤 Agenda - [PERSON'S NAME]". And if I'm waiting for something or someone to do something, I put an action in a context labeled, "⏳ Waiting For". There are many more examples, but hopefully 3 illustrates their value.
The beauty of this system is that it saves you from the dreaded task-list paralysis. Instead of sifting through hundreds of to-dos every time you want to get something done, you can focus on the tasks that make sense for your current context. It's like having a personal assistant who knows exactly what you need to do, when you need to do it.
Picture this: You're on the phone with your auto shop about that pesky check engine light that just came on. While you're already in "phone call mode," why not knock out a few more calls? Ring up your mom (she misses you!) and reschedule that dentist appointment you've been avoiding. Boom! Three tasks down, and you didn't have to "switch gears".
Or how about this scenario: You're in the kitchen, setting up tomorrow's coffee (because let's face it, future you will thank you). While you're there, why not prep tomorrow's lunch too? And while you're already there, why note get that last load of dishes loaded and running in the dishwasher. It's like a productivity three-for-one special!
Let's consider the opening example. You're already out running errands. Rather than having to search through ALL your tasks to find what else you need to do, now you only need to open your "Errands" context and voila! You just saved yourself minutes, avoided frustration, are getting another task complete, and avoiding another trip you would have had to make later! 🤯
One of my personal favorites to use is the "⏳ Waiting For" context. Not only are you able to easily keep track of all the things you need to do, but this helps you keep track of things you need other people to do in order for you to get your stuff done! You're then able to follow up regularly with people on these, which gives you the reputation of someone who doesn't let things slip through the cracks, and can hold people accountable. Valuable qualities in many walks of life!
But wait, there's more! This method doesn't just make it easier to do things; it actually makes you more likely to do them. It's the same reason why it's easier to convince yourself to do another set when you're already at the gym, or why you're more likely to pop into that cute little shop you've been meaning to check out when you're already out running errands.
So, are you ready to revolutionize your task management? Give the context method a try. Organize your to-dos by phone calls, errands, email tasks, or even by the people you need to talk to. You'll be amazed at how much more you can accomplish when you're working with your natural flow instead of against it.
Remember, productivity isn't about doing more; it's about doing the right things at the right time. And with context-based task management, you'll be doing just that – with style and ease!
Now, if you'll excuse me, I'm already on the computer writing, so I'm going to finish those other blog posts I need to write. See you next week!
Top comments (10)
Totally agree with this! Completing one task in the context group provides the momentum to tackle the other ones within that group. Great way to get those dopamine hits 😅
So many gems in this one:
This is a great way of framing things.
Good call out. I find switching gears between tasks to be the biggest productivity killer.
Great conclusion, this is the real productivity amplifier. Optimizing how we group tasks together rather than optimizing each individual task is the way to get ahead on to-do lists.
This was well worth the read, thanks for sharing.
Excellent post Jake, thanks for sharing.
I've been similarly thinking about this a lot lately with context switching secretly creeping up around corners where you least expect. Small things like taking 5 minutes to organize my grocery list by type (dairy, vegetable, frozen, etc.) ends up saving 20 minutes of walking back and forth in the store.
Take this and multiply it across every day of every week and suddenly I have hours of time back just by stopping for a moment and organizing my "task neighborhoods" (great way to put it)
Amazing advice that feels so practical! What other creative approaches to productivity could complement this strategy?
Hey! 👋 I’ve been exploring different ways to turn ideas into functional UI faster, and recently came across (and started using) SketchFlow — a tool that helps convert rough sketches or wireframes into clean HTML/Tailwind code. It's super handy when you want to focus on flow and layout before diving deep into styling or logic.
Still early days, but it’s been a neat productivity boost for me. Would love to know if anyone else has tried something similar — always curious about tools that speed up the dev-design loop! 💡
This is such a smart and relatable approach! Organizing tasks by context really helps cut through the clutter and makes it easier to act in the moment instead of getting overwhelmed. I’ve definitely been in that “parking lot brain fog” before. Love how this method brings clarity and flow back into productivity—definitely going to give it a try! I had a book report due, and Academized’s buy book report service really came through. They delivered a thorough and insightful report that helped me understand the book better. If you’re in need of a book report, visit academized.com/buy-book-report. Their writers will make sure your report is both detailed and on point.
What app, particularly, are you using for your personal lists that allows you to specify context? Or what lists app allows you to used tags to group by?
@began I tried a bunch over the years, and wasn't really happy with anything I found, so I've been building my own called BuzyBee. The MVP proved successful, and now I'm less than a month away from releasing v2 that will include lots more features.
I mean, context is highly interpretable. I would look to project management techniques. "Waiting for" is what as known as blocker. If you have a blocker flag use that so widget and data work. "Agenda" is best served by a meeting plan.
Hey! 👋 I’ve been exploring different ways to turn ideas into functional UI faster, and recently came across (and started using) SketchFlow — a tool that helps convert rough sketches or wireframes into clean HTML/Tailwind code. It's super handy when you want to focus on flow and layout before diving deep into styling or logic.
Still early days, but it’s been a neat productivity boost for me. Would love to know if anyone else has tried something similar — always curious about tools that speed up the dev-design loop! 💡
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