How to Set Up Your Project Management System ✅
Simple steps for establishing The PIES Method for Digital Organization
Today we’re continuing with my series on The PIES Method, my simple, four-part framework for digital organization, by learning more about system one: your Project Management System.
To quickly recap: PIES is an acronym that represents The Core Four, which are four systems we all need for staying organized.
✅ Project Management System: Organizes the big picture. Use it for recurring tasks and ongoing projects.
🗃️ Information Management System: Preserves your personal knowledge. Use it for gathering and organizing information.
📝 Execution Management System: Creates synergy between all systems. Use it to focus and encourage your brain to take action.
📅 Schedule Management System: Organizes your time and obligations. Use it for things that are time specific.
Please note: Today’s post on the Project Management System is entirely free to read and access all the resources. In the following weeks I will put a paywall partway through the posts for I, E, and S. You’ll still be able to get the gist if you’re a free subscriber, but will need to upgrade to paid to see the video tutorials and additional resources. I truly appreciate your support of my work and LOVE creating these resources for you.
If a paid subscription is not possible for you at this time you can email me (dani@thyme-is-honey.com) for access.
🤔 What is a Project Management System?
Your Project Management System is where you organize the big picture.
But more specifically it is a place for you to track recurring tasks and ongoing projects.
It’s the place you’ll go to determine what needs to get done each day and record your progress toward completion.
🎖️ Key Features
I recommend a tool or service that allows you to create checklists and has the following features:
A mobile and desktop app so you can access it from anywhere
The option to organize your lists into folders
Ability to set deadlines or make the task recurring
These features aren’t mandatory, but are nice to have:
The ability to collaborate with others (team members, family etc.)
Ability to attach files and notes to each task
Ability to tag/label/or categorize tasks
✨ Examples:
Examples of things that could go in your Project Management System would be:
Responding to customer reviews once each week (recurring task)
Sending client invoices on the first Monday of each Month (recurring task)
The tasks you need to complete to launch a new product (ongoing project)
The tasks you need to complete to create and publish a report (ongoing project)
👩🏻💻What I Use and Recommend
I personally use Microsoft To-Do. It has ALL the features listed above along with the added bonus of being free.
I’ve used it for 14 years and the thing I love the most is that it is very simple and easy to use, but has advanced features that can make it as powerful as you need it to be.
Below is a video that walks you through how I have mine set up and all my favorite features. View it full-screen by hitting the icon in the lower right corner of the video player:
📃 Alternatives to Consider
Aside from Microsoft To-Do you might consider ToDoist, TickTick, TeauxDeux, or Superlist. These are all list-building tools similar to Microsoft To-Do that are a great fit for personal or small business use. Most of these have additional features and varying prices (some offer a free tier or free trial).
You might also consider programs like Asana, Basecamp, Trello, Monday etc. as a Project Management System. Traditionally these types of programs are trying to be multiple systems in one (project, schedule, etc). Often they have many additional features, some of which might be more than the average person needs, but can be incredibly useful for larger teams or specific types of work. However, I find that if your work requires one of these more advanced systems, you will often still benefit from integrating a simple list-making system like To-Do.
I have created an entire spreadsheet that summarizes some of the options you could consider for each system. If you’d like to explore or compare these services you can access my spreadsheet via the button below:
👏🏻 Additional Resources
If you need Microsoft To-Do to do (ha!) more for you, it can integrate with an automation service like Zapier to interact with external services (Notion, Google Calendar etc.).
This tutorial post from Microsoft does a great job of highlighting some of the features within To-Do.
To-Do has two options at the top of the page for “Grid” or “List”. The “List” view is the view I recommend, as it displays due dates and categories below each task.
If you want to set up the color-coded categories as I have in the video, that has to be done through an Outlook account following these steps: Go to the Outlook web client and log in using the email you created the To-Do account with, click on the settings icon > Scroll to bottom of settings > Select View All Outlook Settings > General > Categories. You can then add/remove categories, change colors, and rename them. When you go back to To-Do, refresh with the blue button in the top right corner and the changes should be reflected. Here is a video tutorial of these steps.
🎓 Homework
As you begin setting up your Project Management System, try to keep it simple. Don’t worry about adding/transferring information for EVERY project in your life. Instead try focusing on a set number (2 or 3 lists etc.) or a certain time period (what projects need your attention this month?). You could also just focus on one area, such as using it for Personal lists. Eventually, try adding another set of 2-3 projects, another week’s worth, another focus area etc.
Create an account at To-do.Office.com (or your tool of choice).
Decide on your “top level” folders (or “big buckets”) to create. Examples: “Business” “Clients” “Personal”.
Create at least 1 list within each folder (Examples: “Marketing” “Newsletter”).
Add at least one task to each list (Example: “Edit photos from December photoshoot” “Draft newsletter #140”).
Experiment with the additional features. Try attaching a file to a task, setting a deadline, or adding a notification.
Download the To-Do Mobile App if you haven’t, and bookmark To-Do for desktop so it’s easy to access.
If you want, set-up and customize the categories (here’s a video tutorial).
Leave a comment on this post and let me know how it went! If you’ve got a question, ask it there!
That’s it for the Project Management System. I’ll be back next week to tell you about your Information Management System (one of my favs!) and how to get that set up.
Two quick reminders:
We all have different brains and different circumstances. Not every system or method will work for everyone, so I encourage you to take what serves you, leave what doesn’t, and make adjustments where needed.
Digital tools are incredible and can help make our lives easier, but they are not the only factor that can make you feel stressed or overwhelmed. Please consider systemic issues or other factors that are out of your control and be kind to yourself.
This post is part of my series on The PIES Method for Digital Organization. If you’re just diving in, here’s a breakdown of the information:
Introducing The PIES Method for Digital Organization🥧
If you struggle with digital organization, you are SO far from alone. After getting an education using mostly analog tools, many of us built careers just as the digital revolution overtook our workplaces — demanding that we rely almost 100% on digital tools.
How to Set Up Your Project Management System ✅
Today we’re continuing with my series on The PIES Method, my simple, four-part framework for digital organization, by learning more about system one: your Project Management System.
How to Set Up Your Information Management System 🗃️
As we continue through my series about The PIES Method for digital organization we are on to system number two, your Information Management System.
How to Set Up Your Execution Management System 📝
I started this series on The PIES Method by bringing attention to the fact that many of us developed our skills and knowledge in a very analog way. We read physical books. Thumbed through encyclopedias to find answers to our questions. Wrote letters to people. Took handwritten notes. Lugged around calendars!
How to Set Up Your Schedule Management System 🗓️
Most of us would be completely lost without our calendar — it keeps our lives running smoothly.
The PIES Method: Two Habits for Strong Systems a💪🏻
Over the past two weeks we’ve covered each of the four systems in The PIES Method in detail — learning what each system is and how to set-up and optimize it for your needs. If you’re catching up, here are the posts so far:
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I'm puzzled because To Do in my desktop and also browser do not appear as yours do in the video. And a search suggests https://answers.microsoft.com/en-us/outlook_com/forum/all/how-can-i-view-microsoft-to-do-tasks-in-calendar/f8499c93-c5d6-4768-b2cb-296ab6e57832 that there is no way to view projects and their tasks in a way that gives one an overview of this week, next week, and so on. I'm trying to get away from a long long but unorganized to-do list, with a clear view of top priorities and immediate tasks. It doesn't seem that To Do will work. (I have a Business 365 account and wanted to stick with MS because of the integrations.)