The Optimal-Flow Task Planner

Shantanu Deshmukh

You are likely to achieve more if you plan your day keeping three rules in mind:

  1. Determine tasks for today based on your weekly goals.
  2. Batch similar tasks together.
  3. Execute batched tasks in a sequence.

How to use Optimal-Flow Task Planner:

  1. Use two screens - a mobile and a computer.
  2. On one screen, bring up your weekly goals.
  3. On second screen, bring up this board.
  4. As you see your weekly goals, start typing various tasks in different columns as per the nature of the tasks.
  5. Get executing tasks starting with column 1 (due today). Then execute tasks in the next column on right. And so on.
  6. Of course, use your judgement to move backwards and forwards through the columns. Example: You might want to delegate tasks first (column 3) before you step out to visit the doctor (colum 2).
  7. Also at times you will execute a deep work task (column 6) and then delegate it (column 5) the same day or next day. Accordingly, your flow of moving from one column to anotmight change.
  8. The tasks that remain incomplete, can remain here. You might also want to shift tasks from one column to another. For example, you have made a simple enquiry somewhere, but you are awaiting response. In that case you can move the task from "Do-Shallow" to "Follow Up" column
  9. Next day or end of the day, plot tasks for tomorrow. Include the tasks that you have captured during the day.

Make two copies of this board. One which you would actually use (fill in your tasks), and the original one for quick reference should you need to refer the original concept again.

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Incoming Tasks

🗓️ Tasks Due Today

🗓️ Calls and Meeting Scheduled Today


Delegate and Follow Up

Do - Deep


Do - Medium

Do - Shallow

Reading, Study

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