In this Productivity like a Pro Podcast Episode by the Paperless Movement®, Tom Solid and Paco Cantero dive deep into the subtle but crucial differences between checklists and subtasks, especially within the context of Sunsama as a planner for busy professionals.
Understanding Checklists vs. Subtasks
The discussion opens by clarifying that checklists are best used for informational items, while subtasks represent actionable steps. This distinction, though seemingly simple, often causes confusion—even among experienced users. Tom and Paco highlight how each person’s approach to routines can vary, even when using the same tool. For example, Tom prefers checklists for his daily routines, allowing him to see what remains incomplete, while Paco uses subtasks to visually manage and sequence his actionable items.
The Importance of Methodology
A recurring theme is the value of having a solid framework and methodology—like ICOR®—to guide how productivity tools are used. Rather than letting software features dictate workflow, Tom and Paco advocate for a tool-agnostic approach. This ensures that concepts like routines, batching, and prioritization remain consistent, regardless of the platform.
Personal vs. Team Productivity
The episode emphasizes the difference between personal and team planning. Personal planners, such as Sunsama, allow for maximum flexibility and customization, letting users stretch or adapt rules to fit their own needs. In contrast, team-based Project Management tools require simplicity and standardization to ensure everyone can follow along intuitively.
Routines, Speedies, and Focus
Routines are described as containers for actionable items, helping busy professionals maintain focus and control over their time. The concept of “Speedies”—tasks that take less than 15 minutes—shows how even small items can be managed effectively within a planner. By batching similar tasks and maintaining sequential focus, professionals can reduce friction and avoid multitasking temptations.
The Power of Planners for Busy Professionals
Tom and Paco stress that a dedicated planner is the only way to truly manage time, especially for those facing high task volume. Integrating routines, tasks, and even Speedies into a single system provides clarity and peace of mind. The right planner, combined with a strong methodology, transforms complexity into simplicity and helps busy professionals regain control over their workflow.
Take Your Productivity Further
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