Managing Tasks in Remember the Milk is easy. You simply input one, add necessary meta data, like context or due date and you’re done. Item will appear on you list waiting for you to do it.However if you’re a practitioner of GTD methodology you know that projects are very important element of it. In fact per GTD any item that takes more than two actions steps is a project. If you follow this definition then you have a lot of projects to work on.
It would be ideal if you could use Remember the Milk to manage this aspect too. Unfortunately that’s not possible out of the box. But don’t loose your hopes! There are two solutions which can help you maintain integrated project and task system within RTM.
Firstly there are lists, with each representing a single project. This way all your specific projects are separated from other tasks thus making it easy to see the full scope.
I don’t recommend this approach as it’s cumbersome and requires setting up list via settings panel. It also makes the page quite crowded with different tabs. Perhaps it’s not a big thing but I prefer to keep things as clean as possible.
The second solution, which is my preferred, is to use tags to indicate whether a task is part of a project or simple next action. The way it works is very easy. When I’m adding a new project I create a tag which looks as follows “p_name” where “p” indicates project and “name” a short name to indicate what’s it about.
The reason I prefer this approach is that the list view remains minimal and clean, letting me keep the key list in front of me. Also having all projects starting with “p” I can clearly see them and access them via the tag cloud on the right side of the screen.
With tags it’s much easier to create a project, as all I need to do is create a new “p_xxx” tag. Adding new task to your project is easy too, thanks to the auto tagging which adds current list’s tag automatically.
Where tags are provide more flexibility over a fixed list view is a creation of different views via smart lists. This way I can create a list based on very specific set of tags and have all relevant tasks displayed there regardless of project they are assigned to. Very handy when looking at context or areas of responsibility across your system.
In order to see all of my open projects I have a project list which shows any task with a “@project” tag. This way I have a handy reference point to see whether I’m not overburdening myself.
Here it’s how it works. When I’m due to file taxes for 2011 I will open up a new project and add task called “File taxes 2011” and add two tags @project and p_tax11.
Now this task will appear on my project list as an active item then when adding additional task related to this project I will use p_tax11 to keep things organised.
For larger projects you may want to organise your tasks in sequences, unfortunately this requires another little hack as RTM can only sort using priority, name or due date.
My suggestion is to use numbering sequence to make task appear in a certain order. You can use various formats for that purpose from simple 1-10 to more complex 1.1.1, 1.1.2. It all depends how you want to organise your projects.
I hope this gives a good overview of how you can manage project using Remember The Milk. If you have any favorite solutions please share them in the comments.