Not everything is a Task

How to Avoid Drowning in Noise

It happens all the time.

Someone discovers the magic of a project management tool (hello Asana! hello ClickUp! hello Monday! hello Notion"!) and suddenly everything becomes a task:

Are you sure these are tasks? Nope.

• “Check email”

• “Review Monday’s tasks”

• “Think about launch strategy (maybe)”

• “Catch up with Sarah”

• “Meeting notes”

• “Remember to ask Ron about that thing”

• “Brush my teeth”

And now your task management system is a mess. Nothing stands out. Everyone’s overwhelmed. And the real work? It’s buried under a pile of digital fluff.

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🚫 Not everything needs to be a task

A good task list is like a good to-do list:

✅ Focused
✅ Actionable
✅ Tied to actual outcomes

It’s not a catch-all bin for every passing thought.

So, what shouldn’t be a task?

❌ Reminders that belong in your calendar, Slack, or notes
❌ Tasks that don’t lead to real delivery
❌ Repetitive micro-thoughts (“Check email” is not a deliverable)
❌ Ideas that aren’t ready for action yet

These things still matter — but they don’t belong in your project delivery tool. If everything’s a task, your team can’t see what’s important.

🚨 Signs you’ve gone too far:

• You’re overwhelmed by your own task list

• You’re clicking into tasks that… go nowhere

• Your team is ignoring the tool

• You can’t tell what’s urgent or meaningful anymore

Too many tasks = distraction, not productivity.

🧘‍♂️So, how do you find the balance?

Ask yourself:

1. Is this a real action someone needs to take?

2. Will someone else need to know it’s been done?

3. Is this a standalone task, or should it live in a checklist or meeting note?

4. Does it help move the project forward?

✅ Yes = Make it a task
❔ Maybe = Put it in notes or backlog
🚫 No = Don’t waste your energy

PS Asana is about balance… 😉

💡 Bonus tip: Use “catch-all” tasks deliberately

Sometimes, a task can act like a mini project — but be specific.

✅ “Prep for client meeting” — with subtasks or a checklist inside
❌ “Do some things” — with no details or outcome

Structure keeps your task list useful. Clutter kills clarity.

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✅ Task Checklist: Should This Be a Task?

Ask yourself:

• Is it actionable?

  ✔ “Send contract to client”
  ✘ “Think about the contract maybe”

• Does it have a clear outcome?

  ✔ “Upload approved images to website”
  ✘ “Images”

• Is it tied to project delivery?

  ✔ “Set up automated email sequence”
  ✘ “Check Slack”

• Will it be tracked or delegated?

  ✔ “Share notes from stakeholder meeting”
  ✘ “Meeting happened”

• Is it ready to be actioned?

  ✔ “Confirm launch date with marketing”
  ✘ “Launch stuff???”

TL;DR:

1. Not everything needs to be a task

2. Too many tasks = clutter, not control

3. Focus on clarity, action, and outcomes

4. Your task management system should be a tool —
   Not a diary. Not a dump. Not a distraction.

Marie Kondo your Asana board.

If it doesn’t spark action? Let it go.

And remember — you’re not stuck with it. Adjust, refine, remove.

If it’s too much? Change it.

And if you’re not sure how… call us 😉☎ because we also offer an audit service and can help you pick the right tool.