How to get organized using only one tool
Are you still checking out new tools in order to find the perfect one, which will organize your work and improve productivity? If so, then I might have just the thing for you. It’s simple, looks nice, you can use it both on your computer and mobile device, it doesn’t consume your time and is very flexible. Sounds almost like too good to be true, doesn’t it?
I’ve been trying to find a decent app for a pretty long time and none would completely fit my needs. Project management tools were just too big and simple todo lists were… to simple. And it was usually faster to write down a todo list on a piece of paper than to use any of those apps. But when I learned about priority matrix, I felt that it could be pretty close to what I was looking for. And that’s how I found Sandglaz.
The main idea
The priority matrix was popularized by Stephen Covey (if you’re into productivity, you surely heard about the guy). It’s a simple 2×2 matrix, where you place tasks depending on their importance and urgency. Dead simple, even too simple at first sight. I mean who would expect to write down not important and not urgent tasks? You simply don’t do such things, right?
Wrong.
The priority matrix isn’t only about organizing, reminding etc. It starts with making you classify everything you have to do. In order to choose an appropriate field for each of your tasks, you begin to analyze. And suddenly it turns out that there are many things that can wait! Or that it’s just some stuff that others want you to do for them and still – it can wait.
So this method prioritizes each task in a way, but it’s not a fixed system. It doesn’t make you do anything – you’re still the one to decide what to do next.
Sandglaz – one step further
Although the priority matrix seems to be the baseline, guys from Sandglaz extended its functionality in their app. You can create many tables in different sizes (between 1×1 and 3×3) and use each of them in any way you like. It can be a simple todo list, a calendar/reminder (yep, you can set a deadline and get notifications), a classic priority matrix or whatever you can think of.
But Sandglaz isn’t great just because it takes a good idea and improves it. Above all, Sandglaz is efficient and convenient. And for me it was actually a key issue – I wasn’t searching for a super-app just to have fun using it. I wanted it to be quick and easy to use, enough to match a traditional pen&paper set.
Managing all tables and tasks using a browser is simply great. No unnecessary clicks, everything is intuitive, you can drag and drop everything, set deadlines, write extended notes, share lists etc. And you can access your profile using your favorite mobile device.
I was a bit disappointed at first because of no iPhone or Android apps. But the mobile version turned out to be so great that it actually looks like an app! So all you need to do is to add a bookmark to your desktop.
Using Sandglaz
It’s not like I’m blindly praising a tool I found. I’ve actually been using it for a while now and here are a few examples of my tables:
- A classic priority matrix – I use one for my private activities.
- A modified priority matrix – This one I use at work, it’s a classic matrix with two fields added: important and less important everyday tasks. I don’t mark anything as done in those two fields, these are just my reminders.
- A copy of the previous table – I share it with my boss and he can edit/add tasks there. Whenever I see something new, I just drag it to my own table – this way my boss knows I got the message and included to my list.
- A blogging table – I write down blog post ideas there. And this table is organized differently – no priorities here, the ideas are assigned to blogs and people (potential authors).
- A temporary todo list – Whenever I have a series of similar tasks, I don’t just aggregate them in one in the „work table”. When I begin, I write down each task in this temporary todo list and simply mark it as done. I just like the simple satisfaction of finishing a part of my work. And yes, that’s an ordinary todo list, nothing special. But it’s the fact that I can create one in an app with many other options that matters.
You can find some more examples on the Sandglaz blog.
Should you use Sandglaz?
I don’t know. It depends on your needs and preferences, you have to check it out and decide for yourself. Maybe you need something bigger and maybe you don’t need anything at all.
All I’m saying is that after trying a lot of apps, this is the only one I’m not only satisfied with, but really like. And it’s so flexible that I can use it both to organize myself at work and make a shopping list.
