Tips & Best Practices
Writing actionable tasks, breaking down projects, master lists, and a sane tag system.
A planner is only as good as what you write in it. A few habits of phrasing and organizing make everything else in Finalist work better.
Write actionable tasks
"Email" isn't a task, it's a category. "Reply to Sarah about project timeline" is a task. Be specific: your future stressed self needs clear instructions, not vague reminders.
Break down large projects
"Launch new website" is a goal, not a task. Break it down: "Draft homepage copy," "Review design mockups," "Test contact form." Small tasks create momentum.
Master lists for repeating scenarios
Create template lists for situations that repeat. Keep the originals in Lists, then use Copy to Today when needed:
- Travel packing: "Passport," "Chargers," "Medications," "Check flight status"
- Exercise routines: "Warm up 5 min," "Squats 3x10," "Planks 2x60s," "Cool down"
- Tax prep: "Gather T4s," "Download bank statements," "Schedule accountant meeting"
- New city exploration: "Coffee shops to try," "Museums to visit," "Restaurants recommended"
These become your personal productivity templates, ready whenever life repeats itself.
Use tags strategically
Create a simple tag system: maybe "quick" for under-5-minute tasks, "deep" for focused work, "waiting" for blocked items. Don't over-engineer it. Five to seven tags is fine.
Reschedule without guilt
The art of punting is a skill: every task you move forward is a conscious choice about priorities, not a personal failure. Honest planning beats optimistic planning, every day.
Related: Lists & Tags · The Daily Rhythm