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5 Task Apps for Visual Thinkers

5 Task Apps for Visual Thinkers

Most productivity tools and reviews focus on very linear, left-brained thinking. What if you’re a visual thinker and looking for a tool that suits your needs? Pen and paper, a massive whiteboard, or post-it notes can work for the right-brainers out there, but they’re also not necessarily very practical in this digital age, where you might need to access your tasks on the go, keep notes and track progress on them, or share them with someone else.

Features to look for:

If you’re looking at trying a digital app to help manage your to do list, and you’ve struggled with productivity tools in the past, here’s a few features that you might want to look for before you try yet another app:

  • Color coding: This is such a simple feature that so many tools are lacking. It astounds me. If you’re an intensely visual person, color coding functionality can make the difference between a tool being really useful (being able to see at a glance how many high priority tasks you have today, or how many tasks from each project, for example), and staring at an intimidating list of action items that looks totally impossible.
  • Calendar view instead of just list view: For the longest time, I couldn’t figure out why the typical to-do list overwhelmed and intimidated me. The problem was that without a way for me to see my tasks spread out across the week (or month), I had a tendency to pile all of my tasks on one day, creating a feeling of perma-overwhelm and frustration. (Shockingly enough, that was not conducive to productivity!) Having a view that lets me see how my tasks are spread across my work week lets me see if I’m overloading a particular day, and rearrange accordingly.
  • Overall good design and usability: Productivity nerds have kind of a love/hate relationship with design. Good design is given credit where due, but if you refuse to use a tool because its aesthetics just don’t jive with you, you’re going to get some eyerolls. However, there’s evidence to support that good looks make for better productivity. A case study referenced in How to Think Like Leonardo Da Vinci mentions a training office where aesthetics were improved that saw a marked increase (like, a ninety percent marked increase) in learning effectiveness afterwards. In A Whole New Mind, Dan Pink references a similar study with classrooms.
  • Something that will be easy to integrate into your current workflow: By this I mean that it’s a good idea to think about the attributes your current system has  that work for you. (Alternately, you can think about things that aren’t working for you, and work backwards from there.) If, for example, you love the post-it note method of organizing your to-do list, then something like KanbanPad or Trello could be ideal for you.

My top 5 picks for task management for visual thinkers:

KanbanPad

Sporting an adorable mascot and a colorful design, KanbanPad is my favorite out of the kanban style task tools out there.

Price: Free

Features: Color coding, ability to delegate/have multiple users in a wordspace, drag and drop interface, ability to create checklists of sub-tasks

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Ideal for: The super-visual worker who can’t imagine live without color coding. If you work with a large team, KanbanPad might not work as well for you and your team, depending on their personal preferences but that can be said for almost any tool. Especially ideal for creative entrepreneurs who hate traditional “to do list” apps but need a way to stay at least marginally organized.

Trello

Trello Interface

    Trello is similar to KanbanPad, with a few differences in design and use. If you’re looking for something post-it style, you can’t go wrong with either one of these apps.

    Price: Free

    Features: Drag and drop interface, color coding, deadlines (with reminders as the deadline approaches), ability to delegate/add users to a workspace, checklists with progress bars for task lists, ability to attach files

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    Ideal for: The creative team looking to stay on track with visual-friendly features (color coding, etc.), but without missing deadlines.

    Thoughtbox.es

      Thoughtboxes

      Thoughtboxes is a colorful task management tool, that lets you create lists of tasks which can be starred for priority, and dragged and drop through boxes. This means you could create a “to do” “working on” and “done” set of boxes, and move tasks in between them to keep track of what had already been created, or you could create subject-themed task lists, like in the screenshot above.

      Price: Free for up to 3 “trains of thought” (projects) for basic users, $3/month/user for unlimited projects, ability to collaborate, organize your trains of thoughts with folders,

      Features: Drag and drop controls, sharing/collaboration with pro version, color coding and intuitive visual interface

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      Ideal for: The solo worker who wants a minimalist, but not boring, way to keep track of their projects and tasks.

      WeekPlan Interface

        Weekplan

        Weekplan is a planning tool based on the Seven Habits of Highly Effective People so it’s not just a task management tool, it has built-in guidance for creating your tasks and planning your week.

        Price: Free plan or Pro plan is $3/month for additional features (subtasks, recurring tasks, integration with other apps)

        Features: Drag and drop interface, week view interface, ability to sort tasks by roles, guided journaling

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        Ideal for: The person who wants a life and business task management tool all in one spot, probably a solopreneur or someone who doesn’t need to coordinate with other users.

        Teamweek

        Teamweek is basically a really pretty, interactive Gantt chart. In case that means nothing to you, what it translates to is that you can see how long tasks are supposed to take and see them overlapped on top of each other in a visual way, instead of just seeing them as a list of boxes to check. (Clearly useful for the visual thinker!) 

        Price: Free trial, after that $4/month for each “manager” user, $2/month for each normal user

        Features: Color coding, to-do lists/subtasks, milestones, ability to assign things to a person, project and client labels

        Ideal for: The creative team leader or the creative solopreneur who wants a visual way to track their quarterly or monthly goals and progress (shown from 0:00 to about 4:10 in the video above), plan their week visually (shown from 4:10-7:13 in the video), or want to plan a launch (7:13 to 9:40 in the video).

        Those are my picks. What are your favorite task management apps for visual thinkers? 

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        Last Updated on August 16, 2018

        16 Productivity Secrets of Highly Successful People Revealed

        16 Productivity Secrets of Highly Successful People Revealed

        The same old motivational secrets don’t really motivate you after you’ve read them for the tenth time, do they?

        How about a unique spin on things?

        These 16 productivity secrets of successful people will make you reevaluate your approach to your home, work, and creative lives. Learn from these highly successful people, turn these little things they do into your daily habits and you’ll get closer to success.

        1. Empty your mind.

        It sounds counterproductive, doesn’t it?

        Emptying your mind when you have so much to remember seems like you’re just begging to forget something. Instead, this gives you a clean slate so you’re not still thinking about last week’s tasks.

        Clear your mind and then start thinking only about what you need to do immediately, and then today. Tasks that need to be accomplished later in the week can wait.

        Here’s a guide to help you empty your mind and think sharper:

        How to Declutter Your Mind to Sharpen Your Brain and Fall Asleep Faster

        2. Keep certain days clear.

        Some companies are scheduling “No Meeting Wednesdays,” which means, funnily enough, that no one can hold a meeting on a Wednesday. This gives workers a full day to work on their own tasks, without getting sidetracked by other duties or pointless meetings.

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        This can work in your personal life too, for example if you need to restrict Facebook access or limit phone calls.

        3. Prioritize your work.

        Don’t think every task is created equal! Some tasks aren’t as important as others, or might take less time.

        Try to sort your tasks every day and see what can be done quickly and efficiently. Get these out of the way so you have more free time and brain power to focus on what is more important.

        Lifehack’s CEO has a unique way to prioritize works, take a look at it here:

        How to Prioritize Right in 10 Minutes and Work 10X Faster

        4. Chop up your time.

        Many successful business leaders chop their time up into fifteen-minute intervals. This means they work on tasks for a quarter of an hour at a time, or schedule meetings for only fifteen minutes. It makes each hour seem four times as long, which leads to more productivity!

        5. Have a thinking position.

        Truman Capote claimed he couldn’t think unless he was laying down. Proust did this as well, while Stravinsky would stand on his head!

        What works for others may not work for you. Try to find a spot and position that is perfect for you to brainstorm or come up with ideas.

        6. Pick three to five things you must do that day.

        To Do lists can get overwhelming very quickly. Instead of making a never-ending list of everything you can think of that needs to be done, make daily lists that include just three to five things.

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        Make sure they’re things that need to be done that day, so you don’t keep putting them off.

        7. Don’t try to do too much.

        OK, so I just told you to work every day, and now I’m telling you to not do too much? It might sound like conflicting advice, but not doing too much means not biting off more than you can chew. Don’t say yes to every work project or social engagement and find yourself in way over your head.

        8. Have a daily action plan.

        Don’t limit yourself to a to-do list! Take ten minutes every morning to map out a daily action plan. It’s a place to not only write what needs to be done that day, but also to prioritize what will bring the biggest reward, what will take the longest, and what goals will be accomplished.

        Leave room for a “brain dump,” where you can scribble down anything else that’s on your mind.

        9. Do your most dreaded project first.

        Getting your most dreaded task over with first means you’ll have the rest of the day free for anything and everything else. This also means that you won’t be constantly putting off the worst of your projects, making it even harder to start on it later.

        10. Follow the “Two-Minute Rule.”

        The “Two-Minute Rule” was made famous by David Allen. It’s simple – if a new task comes in and it can be done in two minutes or less, do it right then. Putting it off just adds to your to-do list and will make the task seem more monumental later.

        11. Have a place devoted to work.

        If you work in an office, it’s no problem to say that your cubicle desk is where you work every day.

        But if you work from home, make sure you have a certain area specifically for work. You don’t want files spread out all over the dinner table, and you don’t want to feel like you’re not working just because you’re relaxing on the couch.

        Agatha Christie never wrote at her desk, she wrote wherever she could sit down. Ernest Hemingway wrote standing up. Thomas Wolfe, at 6’6″ tall, used the top of his refrigerator as a desk. Richard Wright wrote on a park bench, rain or shine.

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        Have a space where, when you go there, you know you’re going to work. Maybe it’s a cafe downstairs, the library, or a meeting room. Whenever and wherever works for you, do your works there.

        12. Find your golden hour.

        You don’t have to stick to a “typical” 9–5 schedule!

        Novelist Anne Rice slept during the day and wrote at night to avoid distractions. Writer Jerzy Kosinski slept eight hours a day, but never all at once. He’d wake in the morning, work, sleep four hours in the afternoon, then work more that evening.

        Your golden hour is the time when you’re at your peak. You’re alert, ready to be productive, and intent on crossing things off your to-do list.

        Once you find your best time, protect it with all your might. Make sure you’re always free to do your best uninterrupted work at this time.

        13. Pretend you’re on an airplane.

        It might not be possible to lock everyone out of your office to get some peace and quiet, but you can eliminate some distractions.

        By pretending you’re on an airplane, you can act like your internet access is limited, you’re not able to get something from your bookcase, and you can’t make countless phone calls.

        Eliminating these distractions will help you focus on your most important tasks and get them done without interruption.

        14. Never stop.

        Writers Anthony Trollope and Henry James started writing their next books as soon as they finished their current work in progress.

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        Stephen King writes every day of the year, and holds himself accountable for 2,000 words a day! Mark Twain wrote every day, and then read his day’s work aloud to his family to get their feedback.

        There’s something to be said about working nonstop, and putting out continuous work instead of taking a break. It’s just a momentum that will push you go further./

        15. Be in tune with your body.

        Your mind and body will get tired of a task after ninety minutes to two hours focused on it. Keep this in mind as you assign projects to yourself throughout the day, and take breaks to ensure that you won’t get burned out.

        16. Try different methods.

        Vladimir Nabokov wrote the first drafts of his novels on index cards. This made it easy to rearrange sentences, paragraphs, and chapters by shuffling the cards around.

        It does sound easier, and more fun, than copying and pasting in Word! Once Nabokov liked the arrangement, his wife typed them into a single manuscript.

        Same for you, don’t give up and think that it’s impossible for you to be productive when one method fails. Try different methods until you find what works perfectly for you.

        Featured photo credit: Unsplash via unsplash.com

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