TargetNavigator - End of th part I

 Today, we summarize the information presented so far about TargetNavigator.

What is TargetNavigator?

TargetNavigator is a visual task management method that transforms chaos into an organized action plan. With it, each day becomes more productive, and goals become achievable. This tool not only helps in organizing daily tasks but also supports the development of positive habits.

A visual method supporting task management and habit formation

TargetNavigator is more than just a planner. It is a tool that visualizes your tasks, helping you see what is truly important. With colorful elements like a board and task cards, you can easily track your progress and adjust plans in real-time. Visualizing tasks makes them more tangible and motivating, which in turn facilitates the formation of new, positive habits.

A tool for prioritizing, planning execution, and tracking workflow

One of the key elements of TargetNavigator is the ability to set priorities. In a world where each day brings new challenges, the ability to quickly and effectively determine what is most important is invaluable. TargetNavigator allows you to create task cards that can be easily arranged by priority. This way, you always know what to focus on to achieve your goals. Planning task execution becomes simpler thanks to an interface that allows easy addition, editing, and deletion of tasks. Tracking workflow has never been easier – changes are updated on the board, and you have a complete picture of your productivity.

Freeing mental resources from unnecessary information related to ongoing commitments

One of the biggest challenges of the modern world is information overload. TargetNavigator helps free your mind from unnecessary data, allowing you to focus on what truly matters. Thanks to a clear system, you don’t have to worry about forgetting an important task. All commitments are stored in one place, and you can focus on their execution instead of wasting time searching through notes and calendars.

TargetNavigator is not just a task management tool. It is a comprehensive method that supports you at every stage of goal achievement – from planning, through prioritizing, to tracking progress. Thanks to it, your life becomes more organized, and you have more time and energy for what truly matters.

Artifacts in TargetNavigator

TargetNavigator uses visual artifacts for effective task management and habit formation. By using the free “Google Slides” application, users can organize their tasks, track progress, and plan future actions in a simple and clear way.

The central element of TargetNavigator is the board, which represents the user’s current task world. This board is divided into areas, each corresponding to a different phase of task execution. This way, the user can easily see the stage of each task – from planning, through execution, to completion. Such a division helps in better time and resource management, as well as in identifying potential obstacles and delays.

Cards are placed on the board, symbolizing different types of tasks. Each card can represent a single task, a recurring task, or a habitual activity. These cards can be easily moved between the board areas, allowing for dynamic adjustment of plans according to changing priorities and circumstances. This way, the user has control over their schedule and can manage their time effectively.

To use TargetNavigator, you need a computer with a web browser. Additionally, to use the method on mobile, a phone will be useful.

To work with TargetNavigator, a Google account is necessary. The account provides access to the ‘Google Slides’ application and data synchronization between different devices. This ensures that all tasks and notes are securely stored in the cloud and accessible from anywhere in the world. A Google account also offers additional features, such as sharing the task board with other users, which can be particularly useful for teamwork.

The ‘Google Slides’ application works on various platforms, allowing data synchronization between devices. This enables the user to access their task board at any place and time, increasing work flexibility and mobility. The ability to use the application on a phone allows for quick changes and updates, even on the go. Additionally, data can be available offline, meaning continuous work without temporary internet access.

Key Principles 

All tasks on the board. One central place. Don’t keep anything in your head.

The TargetNavigator method is based on the principle that all tasks should be placed in one central location. This helps you avoid chaos and forgetfulness that can result from storing information in various places or, worse, in your head. Centralizing tasks on the board allows for easier management and quick access to all necessary information. This approach eliminates the need to remember every detail, freeing up mental resources and allowing you to focus on completing tasks.

Visualize Task Flow. Stages and Lifecycle of a Task. 

Visualizing task flow is a key element of the TargetNavigator Method. Each task goes through specific stages of its lifecycle, allowing for tracking progress and identifying potential bottlenecks. Here are the example stages:

1. Pending: Tasks that have been identified but are not yet ready for execution.

2. To Do: Tasks that are ready to start but have not yet been undertaken.

3. For Today: Tasks that are to be completed on the given day.

4. Awaiting Input: Tasks that require additional information, resources, or decisions before they can proceed.

5. Blocked: Tasks that have encountered obstacles and cannot continue without their removal.

6. In Testing, In Acceptance: Tasks that are in the testing phase or awaiting acceptance.

7. Completed: Tasks that have been successfully finished.

This division allows for a clear understanding of the stage each task is at, making it easier to manage them and make decisions.

Limit the Number of Ongoing Projects

One of the key principles of the TargetNavigator Method is to limit the number of ongoing projects. Having too many projects running simultaneously can lead to distraction and reduced efficiency. Focusing on a smaller number of projects allows for better resource management and increases the chances of their successful completion. This helps avoid overload and ensures that each project is completed in the shortest possible time with the appropriate amount of attention and resources.

Introduce and Follow Rituals

Rituals are an integral part of the TargetNavigator Method. Regular, repetitive actions help maintain order and discipline in task management. These can include daily task reviews, weekly planning, or regular result analyses. These rituals help maintain a steady work pace and ensure that all tasks are continuously monitored and updated. This allows for quick responses to changes and helps avoid delays.

Success Factors of the TargetNavigator Method

The TargetNavigator Method helps users achieve their goals through a systematic approach to planning and task execution. Below is a detailed description of the key success factors in this method:

Write Down Goals (Tasks)

The first step in the TargetNavigator Method is to write down goals and tasks. This process involves clearly defining what we want to achieve. Goals should be specific, measurable, achievable, realistic, and time-bound (SMART). Writing down goals helps in visualizing them and makes it easier to track progress. This gives us a clear picture of what we want to achieve and the steps we need to take to accomplish it.

Set and Choose Priorities

The next step is to set priorities. Not all tasks are equally important, so it is crucial to determine which ones are most significant for achieving our goals. Setting priorities helps focus on the most important tasks and avoid getting distracted by less important matters. This can be achieved by classifying tasks according to their urgency and importance, which allows for effective time and resource management.

Be Disciplined and Consistent

Discipline and consistency are essential for achieving success in any field. In the context of the TargetNavigator method, this means regularly completing planned tasks and sticking to established priorities. Discipline helps maintain motivation and prevents procrastination. Consistency ensures that our actions are coherent and lead to the achievement of goals.

Conduct Regular Reviews. Clean Up Unnecessary Items

Regular reviews are a key element of the TargetNavigator method. They allow for the assessment of progress and the introduction of any necessary adjustments to the action plan. Reviews can be daily, weekly, or monthly, depending on the needs. It is also important to regularly clean up unnecessary items—both physically and virtually. Keeping the workspace and task management tools organized helps maintain clarity and focus.

Personalize Your Board

Personalizing your task management board is another important aspect of the TargetNavigator method. The board should be tailored to the individual needs and preferences of the user. This can include choosing the right tools, colors, labels, and layout. Adjust the stages of task flow to your needs. Personalization helps in better understanding and managing tasks, as well as increasing motivation to work.

Have Fun

Last but not least, an important success factor is enjoying your work. Working towards achieving goals should not only be a duty but also a source of satisfaction and pleasure. Finding ways to make work more enjoyable—such as rewarding yourself for achievements, introducing elements of gamification, or working in an inspiring environment—can significantly increase motivation and efficiency.

Summary

The TargetNavigator Method is a comprehensive approach to time and task management, based on several key success factors. Writing down goals, setting priorities, discipline and consistency, regular reviews, personalizing the board, and enjoying the work are elements that together create an effective system supporting goal achievement. This allows users to manage their time efficiently, avoid distractions, and achieve desired results.

Rituals

Unlike habits, which we perform unconsciously or with little awareness, rituals are acts carried out consciously and methodically.

In task management, rituals are one of the most important factors in achieving success, and their regular practice enhances the effectiveness of TargetNavigator. Let me share some tips that are worth implementing in TargetNavigator.

In the TargetNavigator method, daily, weekly, and monthly rituals play a leading role.

Daily Ritual

The daily ritual involves summarizing the past day and planning the new one. Essentially, the day’s summary can be done at the very end of the current day, but I prefer to do it at the beginning of the next day. For me, it’s a way to gain momentum before the new workday. Additionally, some of my colleagues tend to send correspondence and respond to emails late, sometimes even at night. Hence, I prefer to perform the daily ritual in the morning.

The morning ritual takes between 10 to 30 minutes. After opening the browser with the TargetNavigator page, I first review and summarize the previous day.

I check if all the tasks I completed the previous day are in the correct workflow circle. Sometimes, I add tasks that I completed additionally, which did not have their own cards. During the summary, I count the completed tasks, which allows me to track my performance level. I will write more about measuring productivity during the presentation of the advanced version of TargetNavigator.

The next set of daily ritual activities is planning the new day. To do this, I first review sources of messages, such as the mailbox with printed correspondence, email, and messengers, which can be sources of tasks. If necessary, I add new task cards. Then I check the set of recurring tasks to see if any are due on the current day.

From the tasks to be completed, I select, according to the modified Ivy Lee rule, the 8 most important tasks to accomplish. To be more certain, I reserve time blocks for them in the calendar. However, I try to ensure that the total reserved time occupies between 66% and 75% of the workday, as the remaining time is usually spent on various unforeseen activities. Planning 100% of the time is unrealistic and leads to frustration.

Throughout the day, I update the task board according to the workflow of the tasks being carried out. Before leaving the office, I review the board once more and make the most important updates. The workday isn’t over yet, as various personal and private tasks are still waiting in line.

Daily rituals are crucial because they form the most important link between planning and executing plans. Any other plans, whether medium- or long-term, remain mere fiction if they are not connected to daily actions. Nowadays, to counter the vast number of “distractions” that constantly invade our lives, we need daily planning and tracking of work progress.

Weekly and Monthly Rituals

During the weekly ritual, we perform two important tasks. The first is to look at projects from a broader perspective and summarize the progress made in them. During the weekly review, I identify blocked issues that should have progressed but haven’t moved forward.

The second step is to select new tasks that I want to address in the upcoming week. This way, a set of tasks to be completed in the coming week is created.

The monthly ritual is similar to the weekly one. It allows us to review ongoing projects and assess their progress. Both rituals are opportunities to focus on important matters related to our plans, setting aside secondary issues.

An essential skill to master is the ability to decide not only what to do but also what not to do, what to give up. We all have the same amount of time - 24 hours a day. Therefore, properly investing our time is an important competence. Sometimes it’s not easy to assess at first glance what to invest our time in and what not to. Sometimes we need to conduct a trial, spend some time, and learn more. Monthly and weekly rituals are opportunities to reflect on whether a project that is currently ongoing is still relevant and worth keeping on the task board. Just as we clean our surroundings, we should systematically clear the task board of unnecessary matters to maintain its clarity.

Rituals in task management can truly change our lives, adding more peace, purpose, and harmony.

Habits

Habits: the key to success in life and business

Habits are an integral part of our daily lives. They shape our actions, influence our decisions and determine our successes. In terms of productivity, habits play a key role in both our personal and professional lives. In this article, we will look at how habits affect our lives and businesses, why it is important to acquire the right habits and how to form them effectively.

The Role of Habits in Life and Business

Habits are automatic actions that we perform without much thought. They save us time and energy, allowing us to focus on more demanding tasks. In everyday life, habits can affect our health, relationships and overall quality of life. For example, regular exercise can improve our wellbeing and health, and daily reading can develop our knowledge and skills.

In business, habits are equally important. Employees who are in the habit of being punctual, systematic and proactive are more efficient and perform better. For example, a manager who regularly schedules his tasks and monitors progress is better able to manage his team and achieve the organisation's goals.

Why is it important to acquire the right habits?

• Efficiency: good habits allow you to use your time and resources more efficiently. For example, the habit of planning your day on a daily basis can help you to better manage your responsibilities and avoid procrastination.
• Health: Health habits, such as regular exercise and a healthy diet, have a direct impact on our wellbeing and longevity. People who regularly exercise have more energy and are less prone to illness.
• Relationships: Communication habits, such as active listening and empathy, can improve our relationships with other people. For example, a habit of regular contact with loved ones can strengthen family and friendship bonds.
• Professional success: In business, habits such as punctuality, regularity and proactivity can lead to promotions and professional success. Employees who are in the habit of regularly improving their skills are more valuable to employers.

How to Form Habits

1. Start with small steps: Making small, incremental changes is more effective than trying to change everything at once.
2. Set specific goals: Clearly defined goals help monitor progress and keep you motivated.
3. Create routines: Regularity is key to forming habits.
4. Monitor progress: Tracking your progress can be motivating.
5. Reward yourself: Small rewards for achieving goals can increase motivation.
6. Find support: Support from family and friends can help you maintain your new habits.
7. Avoid temptation: Try to avoid situations that can lead to breaking a new habit.
8. Be patient: Forming habits takes time and patience.
9. Prioritise: Focus on the most important habits that have the greatest impact on your life.
10. Use reminders: Reminders can help you maintain your new habits.
11. Find motivation: Find reasons why you want to introduce a new habit.
12. Be consistent: Regularity is the key to success.
13. Set realistic goals: Goals should be achievable and realistic.
14. Find inspiration: Look for inspiration in books, articles and other people's stories.
15. Set an action plan: An action plan will help you achieve your goals.
16. Be flexible: Be willing to adjust your plans if something is not working.
17. Learn from mistakes: Mistakes are part of the learning process.
18. Find the right tools: Tools such as time management apps can help you form habits.
19. Set rewards: Rewards can be motivating.
20. Find a habit partner: A habit partner can help keep you motivated.
21. Be aware of your habits: Being aware of your habits is key to changing them.
22. Set a schedule: A schedule will help you maintain regularity.
23. Find time for reflection: Reflecting on your progress can help you stay motivated.
24. Be persistent: Persistence is the key to success.
25. Use TargetNavigator

Habits have a huge impact on our lives and career success. Forming the right habits takes time, patience and regularity, but the benefits are worth it. With the right habits, we can achieve better performance, health, relationships and career success. Implementing the above 24 ways to form habits can help you achieve these goals.

Forming habits is a process that requires determination but is also rich in the satisfaction of achievement. According to research, on average, it takes about 66 days for a new action to become a habit. This number may seem large, but it hides the key to success - consistency and regularity. 

A habit is not just an action that we perform frequently, but more importantly a behaviour that becomes automatic after the occurrence of a specific stimulus. This means that it is not enough to perform an action repeatedly; it must be closely linked to a specific trigger in order to move into the subconscious realm. For example, if you immediately take the plates to the dishwasher after every meal, over time this action will become automatic. 

It is worth remembering that everyone is different and the time it takes to form a habit can vary. Some may take as little as 18 days, others as long as 254 days, according to a study by the University of London. This shows that flexibility and patience are just as important as determination. 

Reward is also a key element to motivate repeated action. Charles Duhigg, author of The Power of Habit, distinguishes between the three components of a habit: stimulus, routine and reward. It is the reward that makes our brain begin to perceive the repeated action as valuable and worthy of being perpetuated. 

The inspiring thing is that everyone has the power within themselves to shape their habits and thus steer their lives in the desired direction. It's a process that can start with a small step, such as deciding to read a book before bed every day. Over time, this one change can bring an avalanche of positive effects in other areas of life. 

How to develop habits with TargetNavigator 

In TargetNavigator, we use sun-shaped cards to shape habits. Of course, any shape can be used. 

One card represents a single action that we want to make into a habit. We create 66 such cards by following the previous instructions. It is possible to create more, even 254, but we do not recommend reducing the number of cards below 66. If you manage to implement the habit after, for example, 30 repetitions, then moving on will become a natural formality. If, however, after 30 times, we do not manage to 'get into the habit', we risk abandoning it. So we have created 66 cards, numbered, with the name of the habit. 

The first habit to implement might be to use 'TargetNavigator'. 

Click there: Link to TargetNavigator Board - google account needed

Routines help to form habits. We call them rituals. Such a ritual might be, for example, as soon as you enter the office, make coffee and start up, to open the TargetNavigator board to review to-do tasks, add new ones and set their order on the 'Today' circle. The habit cards are dealt with in the same way as the other tasks. After the ritual of reviewing the tasks, establishing the order on the Today circles, we put 1 habit card into the 'Done' circle.  

If necessary, the title on the habit card can sound more specific, such as "Set Up Tasks Today around 9 AM." or "Review TargetNavigator at 8:30 AM." You could also create 2-3 consecutive series of habits, along the lines of "Review TargetNavigator at 11AM", then somewhere in the middle of the afternoon and finally "Review TargetNavigator at X:00PM" - close to the time at which we customarily finish work.       

In our example, every tenth card is a different colour. Placing such a card in the 'Done' pile entitles us to award ourselves a prize. What this reward might be - let's determine for ourselves. 

Using the above habit formation scheme, we can introduce new, desirable behaviours. For example, to improve health and well-being, we can form the habit of practising yoga in the morning or meditating in the evening. To improve relationships with loved ones, for example, we can form the habit of having daily 20-minute conversations with them. It will only be up to us to shape our destiny with habits, according to a Quote attributed to Mahatma Gandhi: 

"Keep your thoughts positive because your thoughts become YOUR WORDS.

Keep your words positive because your words become YOUR BEHAVIOR

Keep your behaviour positive because your behaviour becomes YOUR HABITS

Keep your habits positive because your habits become YOUR VALUES

Keep your values positive because your values become YOUR DESTINY".

Cyclic tasks

 As the name says, a cyclic task appears for completion every so often. About many of them it can be written that they must be performed in order for life to proceed according to the current rhythm, and any omission will become a source of complications.

 Such tasks will include, for example, the annual tax declaration, the periodic inspection of the car, regular control of our health. Cyclical tasks also include, for example, monthly business-related declarations, various assessment meetings, fees, subscriptions and so on. 

It is important that all tasks are shown on the TargetNavigator board. 

Of course, they can also be saved as reminders in the electronic calendar. But regardless, they should appear on the board. 

In previous posts, we showed that to-do tasks were presented as circles. In contrast, we present cyclic tasks as rectangles. It is evident that the reverse arrangement, is also possible. Whether cyclic tasks will be circles and standard tasks will be rectangles is entirely up to individual user preference. The idea is to achieve a clear visual difference between tasks of different types.

Cyclic tasks can be further differentiated by color. We use the following color code: 

- tasks occurring less frequently than once a year (such as document renewal) have cards in blue with medium saturation. 

- tasks occurring 1x a year- also have a blue color, but lighter. 

- tasks occurring periodically several times a year( but not every month), are in the lightest shade of blue. Examples of such tasks are, for example, garden maintenance work, fertilizing, pruning, etc.

- tasks occurring every month, are green in color, with medium intensity. 

- tasks occurring more than once a month, such as every week or two: they also have a green color, but lighter. 

- the brightest green color is marked by tasks that occur periodically every day. As a general rule, tasks repeated daily, after a while, become habits. However, there are periods in our lives when the rhythm changes significantly, such as when we take vacations. Then work-related habits will not take place ( or at least according to us, should not take place), which may result in their weakening or even abandonment. That's why we write in cyclical daily tasks, so that we don't have to remember them without worrying about completing them.

Below in the illustration we show all the described colors of cyclic tasks.

 

Cyclic tasks are subject to the same flow of realization as standard tasks. So that the original card of a cyclic task is not definitely removed from the board, we use a copy of such a task for processing. And we move this current copy around the board according to the workflow, so that it is finally removed after the task is completed in a given cycle.

Simple project example & Ivy Lee method

 Today, using the example of a not very complicated project, we will show how to decompose the project into standard tasks and deploy them on the TargetNavigator board. 

Let such a project be the previously mentioned organisation of a family party. 

The decomposition of a project into tasks resembles the creation of a Mind Map, in which successive elements are connected to previous ones, creating a hierarchy of dependencies. Mind maps were popularised by Tony Buzan. You can read more about them on Wikipedia, for example: Mind Maps 

So let the first card placed on the board be the Family party project card. It symbolizes the whole event. But it can be broken down into elements that will stand for different specific features or tasks to be done. 

And so the first important parameters to set will be the date, the time of the party and its duration. Let these be two cards. 

The next element is 'Guests'. For the 'Guests' task, we will need to create a list of them, then create and send invitations, and finally collect confirmations of attendance - to know the final number. 

When creating the structure of the tasks, we do not determine the order in which they are to be carried out for the time being. We will write about that in just a moment. 

In the meantime, an additional topic that may need to be addressed is the transport of guests. Let's therefore write such a charter on the board. We will then decide whether we will do anything about it, or whether we will decide that the guests will have to take care of their own transport to and from the party. 

When creating a hierarchy of tasks, it is a good idea to write down all the thoughts that come to mind, so that nothing is forgotten. In the next step, we will select which tasks we will carry out and which we will drop, removing the cards from the board before starting the project.

Undoubtedly, an important part of the preparation will be determining the venue. The choice of venue can be influenced, for example, by the number of guests. That is why we wrote earlier that we do not determine the order of activities at this stage. Only after we have estimated the expected number of people will we proceed with the search for a suitable venue. In turn, 2 further tasks can be linked to the determination of the venue: making the reservation and preparing the decoration of the hall. 

Another important topic to consider is the refreshments, the food. With it comes the setting of the menu. And the menu can be influenced, for example, by special preferences of the guests, such as the wish for vegan dishes. Finally, you will need to decide whether you will make the dishes yourself or perhaps order them from a source, such as your favourite pizzeria.  

The last topic in our example is the party programme. It will consist, for example, of the attractions - the games we want to offer our guests - and the musical accompaniment.    

In this way, we can build up the whole hierarchy of tasks to the level of detail we deem necessary and sufficient. We can really go down to the detail as needed. 

We place all the cards on the TargetNavigator board. We can also connect the individual cards with arrows to indicate the relationships between them. Such a layout is shown in the illustration below. 

(click on picture to enlarge)

The Ivy Lee Method

Ivy Lee was a marketing advisor to the Rockefeller family. He is also recognised as the author of a technique to increase personal productivity. Originally, this technique involves choosing the 6 most important things from the entire list of tasks we have to do and concentrating on completing them. Ivy Lee recommended creating a set of these tasks in the evening, at the end of the working day, in order to start completing them immediately the next day. Tasks that could not be completed that day were carried over to the next day. You can read more about this method here: Ivy Lee method   

So, going back to the example project, we will mark 6 tasks with markers. In our case, these will be the tasks that will initiate the preparations for the party. The first of these might be to choose a date and time for the party. The second task could be to draw up a preliminary guest list. With a certain number of planned guests, the third step can be the search for a venue. The fourth task may be to book it. In the fifth step, knowing when and where the event will take place, we can deal with the invitations. On this occasion, we can already ask the guests about their particular culinary preferences, with a view to determining the menu in the future. Finally, the last task of the first six can be to collect confirmations of attendance. The illustration below shows the tasks marked with markers.  

(click on picture to enlarge)

For the purpose of our example, let's imagine that on the day we start working on the preparations for the reception, we have no other more important tasks. 

We will therefore transfer the tasks selected for completion to the circle of the TargetNavigator board marked "Today". As you can see, we have modified this circle slightly by adding 6 tracks on it, corresponding to the 6 tasks from the Ivy Lee method. As you can see, only one task touches track number '1'. Another task touches track number "2". 

The same is true for the following tasks. Markers can be removed from the task cards or they can be left in place. We could draw a 'Today' circle so large that each track has a diameter equal to the diameter of the task. However, such a scheme would make the board much less legible than when the tasks lie on several tracks. We have assumed that the task counts as the track lying closest to the center of the board.    

(click on picture to enlarge)

Tasks that can be completed will be put into the 'Done' circle. However, it is unlikely that all 6 tasks will be completed on that day, as at least the people invited will need time to confirm attendance. Therefore, the tasks will wander around the different districts of the board in the way we described in the previous post. 

We hope that this simple example will inspire you to plan and observe the progress of tasks and projects using TargetNavigator. If any information needs more explanation or is not clear - write in the comments.

The board shown in this post can be open from: Google Disc . You need a Google account. 

After opening create your own copy.  

Task life cycle - an universal approach

It is rather obvious to everyone that the way a task is carried out substantively depends on its nature. Nevertheless, from a workflow point of view, the handling of tasks to be performed can follow a similar or even identical pattern, despite differences in their essential scope (i.e. in the purpose of the task). In fact, there may be more such patterns, as each user of the task management process has the opportunity to customise its individual elements. In this post, we will try to introduce and describe the basic task flow pattern used in TargetNavigator.

In one of our first posts, we wrote about a simple Kanban board where tasks could be at one of three basic stages : To-Do, Doing/In Progress or Done. This simple classification can serve its purpose well. However, it can be extended to more accurately represent the status of issues. 

In TargetNavigator Basic, we have introduced a slightly larger number of stages. We therefore distinguish between the following 6 stages: 

1. Incoming task.
2. ToBeDone - in queue, not started.
3. In progress  - started task.
4. Today - task for to be performed today
5. Waiting - pending for some reason.
6. Done - completed.

The first state of the to-do case is called the Incoming Task. This is the point in time when the matter will see the light of day. The source of Incoming Tasks can be:
- our inner needs, desires, intentions and/or plans,
- commitments, obligations, expectations of us from our environment,
- various events, such as incidents or opportunities.

As long as we do not write such an upcoming thing on a card as we described in the previous post, it will exist outside the TargetNavigator system. With regard to such an instance, we can perform one of 3 sequences of actions:

a. decide that we will proceed with the case and record it on the card. At this point it will be able to be moved to the ToBeDone stage.
b. write it on the card to decide at a future moment whether to pursue it or not. As long as the decision has not been made, the case will still have the status ‘Incoming’  and will be placed in "backlog".
c. Reject it, without saving. No problem ! 

Things that are in the state of Incoming, in TargetNavigator, are placed in an area outside the largest circle or on another tab. In some task management methodologies, such an area is called a backlog.

We call the next, second stage of task completion To-Do or ToBeDone. All cases in this stage are those for which we have made a decision that we will complete them. It does not matter much whether this decision was made on reflection or perhaps instinctively or under other circumstances. In other words, in this phase, tasks have a ToBeDone status and this will remain unchanged until we start implementing the task. Sometimes it can take a long time before a task is started. 

Tasks that we decide to start directly will first be moved to the Today status, as this indicates a specific moment (day) when we will start them.

Then, at the end of the task work session of the day, the following situations may arise:

• Tasks that we delegate to be completed. Then the card of such a task goes into a waiting state. It will remain there until feedback arrives from the person to whom the task has been delegated. A delegated task can be marked with a dedicated marker, or an appropriate note on the card.
• In the course of working on a task, it may become apparent that it requires some part of the work to be done by another person, for example, providing us with data or other materials. If the feedback does not arrive quickly enough, so that we are unable to complete the task during the current work session, we will also move it to the ‘ Waiting’ phase. We can place a suitable indication on the card or mark the card with a marker.
• It may happen that a task is so extensive that we are unable to complete it on a given day. In this case, it should be moved back to ‘In progress’ and then, at some time later, selected again for ‘Today’ tasks.
• There will also be some tasks that we believe have been completed during the current work session, but we will need the approval of someone else to recognise that they are really complete. In this situation, the task will be moved to the ‘ Waiting’ state. In this case, it will be pending for approval. You can then write ‘in acceptance’ on the task card or mark it with some further conventional marker.
• And finally: a task that we start and manage to complete on the same day can sometimes be moved to the target Done state. These will be, for example, tasks that we carry out for ourselves, and we are therefore entitled to consider that we are satisfied with the quality of the task's outcome and consider it as completed.

The Done stage is the last in the task performance cycle. Completed tasks will be taken off the TargetNavigator board during the retrospective session. We will write about these in future.

 

Below is a graphical representation of an example of a task's journey through the various stages.

First, task X was placed in the backlog. Then the user decided that the task would be executed (1). 

After a waiting period, the task was started (2). 

As it was not possible to complete it in one session, the task returned to the ‘In Progress’ stage (3). 

On another day, the user continued working on the task again(4). 

And since its further execution required external data, the user moved it to the ‘In Pending’ state and marked it with the flag waiting for an external batch(5). 

Once the required materials arrived, the user again tackled the task(6). 

This time he completed all the work needed and sent the results for approval. This can be seen at step (7), when the job was moved to the waiting state and marked with the marker ‘In acceptance’. 

When the message arrived that the work had been accepted, the user moved the task to the ‘Done’ stage(8). 

We also provide examples of the task markers of Waiting, sourced from the internet. The user can, of course, choose other ones to suit his or her preferences. 

  

Task markers 'Waiting for external data'

 

Task markers 'Delegated'

 

Task markers 'Awaiting approval' 

Cards on the board

Today we cover the most important objects placed on the TargetNavigator board. 

Basically, the board will contain cards symbolizing projects and tasks. Sometimes there will be some handy additional information and specific markers. 

Terms such as task, project or information refer to some abstract, invisible objects. As very many people are visual by nature, the concept of reflecting tasks and projects graphically with tangible, visible artifacts was developed some time ago. As a result, users were able to more easily realize what actually needs to be done. And that is the primary role of the TargetNavigator dashboard.

Through a specific configuration of the board, the user has the possibility to present tasks to be performed in a specific time perspective. At this point it is not important to determine what kind of perspective it is - whether it is weeks, months or perhaps years. The TargetNavigator Basic dashboard is designed to focus on short- to medium-term projects and tasks, like a day, a week. In contrast, TargetNavigator Advanced, which we will present in the future, proposes a perspective of up to a year of time.  

So let's systematize all the to-do's into some useful structure that will make it easier for us to organize further activities. So, at the outset, let's assume that a task is the most important basic piece of the workflow. A task has a specific purpose, a meaning. Tasks can consist of operations.  There are quite a few different views and discussions on how tasks differ from operations. We will try to illustrate this for the purposes of our system in a moment. Tasks, on the other hand, are the basic component of projects. And projects then can be another component - this time of a larger undertaking, which in project management terminology is referred to as a program. 

And so, for example, it's easy to agree that the exercise titled Hosting the Olympic Games is a huge program, involving many smaller programs and projects. They all have a common denominator: the goal of this program is to perform a series of sports events in specific locations and time periods, for spectators in the stands and in front of screens. We frankly admit - the TargetNavigator method has not yet been tested in organizing such an event :-) 

For our purposes, let's take a more detailed look at another example that may be closer to us: the organization of a party, for example, a birthday party. Whether we qualify it as a program or a project with multiple tasks - the sense of the whole will remain the same. The whole undertaking can be decomposed into component stages, such as: 

1. setting the date of the party ( action/operation)

2. determining the guest list, preparing and sending invitations ( a series of tasks)

3. selection, reservation and decoration of the party venue ( series of tasks, in addition, you need to take into account that the choice of venue may depend on the estimated number of guests) 

4. choosing the menu, deciding how to prepare the food ( order or own preparation ); 

5. determine the program of the event and prepare / order attractions. 

Depending on your needs and preferences, this list can be further developed and supplemented with more tasks. 

Within tasks there will be activities. Thus, for example, the preparation of some dish for a party is a task involving a sequence of actions specified in the recipe. Typically, recipes do not specify how to come into possession of the indicated ingredients of the dish. We assume that the moment you start working on a dish, all the necessary ingredients are on hand. On the other hand, making all the necessary ingredients in the kitchen at the right moment - this can be the purpose of another, separate task. 

In summary, we can accept the definition that a standard type task in TargetNavigator is a set of activities related to each other by the task objective plus additionally homogeneous in “some” aspect, e.g. place, time, complexity, etc.       

We deliberately use the unprofessional word “some”, because task management is the art of balancing between the objective and the subjective, between logic and emotion.     

An example ? Here you go: 

Writing on the board the task “To go to the hairdresser” can have a colossally different meaning for a man before going on vacation (with colleagues) and for a bride before her wedding.   

In the first case, you will usually have to allocate some time slot for the appointment and possibly call in advance to book a place. In the second - this task can be broken down into several more component tasks, including, for example, computer simulation, color selection, accessory selection, etc. 

Standard tasks can be composed of complex tasks. Or vice versa: each complex task consists of two or more standard tasks. Projects can consist of very many standard and/or complex tasks. A feature of projects is the presence of tasks of a special nature, not always related to the substantive purpose of the project. These include, for example, resource planning, risk management, and sometimes reporting here and there on progress ( so-called communication). However, all of these are also tasks that will appear, like the substantive tasks, on the TargetNavigator board.

So let's summarize this task pyramid :

Program of projects - A program is a creation of the highest level of the pyramid and consists of projects linked by a common sense.

Project: a collection of smaller projects or sub-projects, composed tasks and/or primary tasks related to the project objective. Multiple projects of different sizes, not necessarily related to each other, may appear on the board.

Both programs and projects can, or rather should, be equal to certain important goals we will want to achieve. 

Complex task: a collection of standard tasks, linked by the purpose of the complex task. At this point, we ignore the possibility that composite tasks exist from composite tasks.  

Standard task: a set of activities related to each other by the goal of the task plus additionally homogeneous in “some” respect, e.g. place, time, complexity.

 At TargetNavigator, we pay a lot of attention to tracking standard tasks, because on their progress essentially depends EVERYTHING: the progress of complex tasks and projects. 

In addition, during systematic work with TargetNavigator, standard or complex tasks unrelated to either projects or other complex tasks will appear on the board. These can be, for example, various types of AD HOC requests coming from our environment, which we decide to carry out. 

To complete the whole picture of tasks of various nature and complexity, 2 other types of tasks should be mentioned. 

1. Recurring tasks - these are tasks usually of medium or low complexity ( i.e. standard tasks, for example) that repeat regularly every certain period of time. And in such cycles, they can appear on the board, for implementation.

2. Habits. To keep the board as readable as possible, in general, activities should not appear in TargetNavigator, except for one specific type. That type is habits. 

Habit - in the terminology of psychology is an automated activity (a way of behaving, reacting), which is acquired through exercise (mainly through repetition).

An automated habit is a learned component of an individual's behavior formed by conscious learning, through the premeditated establishment and automation of an originally non-automated activity. Habits are a very important part of our actions because they can become our talents.  

A talent, according to Gallup, is a naturally recurring pattern of thinking, feeling and reacting that can be used productively. A talent is different from a strength. A strength or forte is the ability to consistently perform a specific task close to perfection.

The Advanced TargetNavigator board has a special track for habit training. The topic will be explained in more detail when this version of the board is presented. In the case of TargetNavigator Basic, the process of habit training can be solved a little differently, with a little less impressive, but nevertheless effective.  

For more clarity and comprehensibility of further text, we will refer to the entire collection of the above-mentioned types of projects, tasks and habits as Things To-Do. Graphically, we can illustrate them as in the figure below. Things to do are symbolized by geometric figures. The arrows represent the hierarchy and relationships between different elements. 

Hierarchy of things to do

This whole pyramid and structure of varying complexity of projects and tasks takes on significance when we embark on implementation. In the case of projects, one of the first steps will be to break them down into elements from the lower rung of the pyramid. Then, the complex tasks thus extracted will be broken down into standard tasks, whose progress we will track on the TargetNavigator board. 

A plan is nothing, planning is everything

( Eisenhower apparently)

At the planning stage, decomposing entire projects into details has the value of discovering how much there is to do, what resources are needed ( competencies, tools, funds) and where to start. An example decomposition of projects to the level of standard tasks is shown in the illustration below. The topmost card is a program card, but it can also be a project card. Then the component projects (or sub-projects, respectively) are arranged below. These components are then divided into tasks and so on - up to the standard task level. 

Decomposition

Task cards (things to do) 

As can be inferred from the illustrations shown above, it can be assumed that task and project cards should be in the shape of a circle, cyclic task cards - in the shape of a rectangle, and habit cards - in the shape of a sun, for example. This is, of course, only a suggestion. Google Slides offers a variety of shapes that can symbolize different elements of to-do items, and anyone can choose card shapes according to their own preferences.

In addition, the user can set himself a color code that will highlight certain tasks. For example, red-colored cards will signify tasks that are very “urgent and important at the same time,” while a light cream color can be reserved for tasks carried out in ordinary mode. 

Another distinguishing feature of tasks can be their borders: bold lines in a certain color can denote some specific features.

The last of the popular card attributes that can be used is card size. A large card in a bright color will immediately attract the attention of people browsing the board. It will probably symbolize a particularly important, even strategic task.

However, it is important to keep it moderate and simple. Too much variation of the cards in shapes, colors and sizes can make what is important hardly visible in the flurry of visual impressions beating from the board. 

What information can be on the card. 

The card should contain important information, and only that. So, it will definitely be the name of the current task or project. In addition, you can also add the name of the parent task or project - to find the structure to which the task belongs, if necessary. For tasks that have a maximum completion date ( deadline ) - such a date can also be written on the card. 

Everything on the whiteboard.

One of the fundamental principles of an effective way to manage tasks and projects is to write down all ideas, preferably in one place. Nothing is left to the head. We will devote at least one separate post to the topic of defining goals in writing in the future.

So, the first stage of the work is to empty your head of remembered to-do items and put them into writing. We will do this by writing out and putting on the board ALL the ideas, projects and tasks we accumulate in our head or possibly in notes in various places . We will repeat this activity systematically in the future. In fact, we should develop the habit of regularly jotting down in writing the commitments that arise. This will help us in our future work, especially in selecting priorities and planning the flow of tasks.

In fact, because of how Google Slides works, opening the app to jot down an idea can be cumbersome. That's why it can be useful to temporarily save an idea in another, more handy app, such as Google's ToDo List. 

This app, thanks to a nifty widget, offers the ability to save right from the phone screen. Then, in due course, you can transfer the records from List ToDo to TargetNavigator. 

In the next post, we will describe the basic operations on the TargetNavigator board.