Office supplies aren’t usually exciting or inspiring. But there’s just something about a sticky note. It’s such a simple yet brilliant idea: a small piece of paper with a reusable adhesive backing so you can stick it anywhere. In a world of technology and digital task management, there’s still no replacing a sticky note to capture important information and keep me on task. In fact, I first wrote down the inspiration for this article on a sticky note on my desk!

These little adhesive notes do have their limitations, though. The stickiness only lasts so long. If you try to restick them too often, you’ll lose them forever. That means their value is immediate. But they are still an important link to overall productivity. As rudimentary as they are, they are an important part of my more sophisticated process of getting things done. 

Whether you use such notes or not, what they represent is important: a basic level of systematic task management. If you haven’t thought through your task management process, grab a sticky note or two and start there! Here’s how they fit into my process of getting things done.

The Sticky Note

A sticky note represents something that needs immediate action. When I put one on my laptop, computer screen or desktop, it stands out prominently. It demands my attention and serves as a constant reminder to get to work on what needs done now.

What goes on a sticky note then? Quick, single tasks that need my attention immediately, or as soon as I have the time. If I’m working on something and a separate thought pops into my head, I can easily offload it onto a sticky note to keep my mind free. I know I’ll get back to it as soon as I can while I devote my full attention to the task at hand.

Once I complete a task on a sticky note, I just throw it away. That way, I keep my desk and work area clear. Before I leave for the day, I unclutter my desk. That includes making sure I have addressed all the tasks on these notes. A sticky note gives me control over task management by reminding me to respond immediately and effectively to small tasks.

Email

I love using email as a task management tool. Whether you stay constantly connected to your messages or restrict checking your email to three times daily, each email that comes across your screen or smartphone is an opportunity to manage your tasks in the same style as the sticky note approach.

I use a detailed and systematic way to handle email. As each message comes in, I organize it into one of three categories. First, there are emails that I delete quickly. Maybe it’s a short answer to a question I had, a chain message that doesn’t concern me, or a spam email advertising something I don’t need. Any time one of these types of email comes into my inbox, I delete it right after reading it. That way, I keep my email as clean as possible, and only the most important messages take up my attention.

Any action you take today should connect with your long-term goals for your ministry and your family.

The second category includes those things I need to filed away for later. Nearly every email service provides a way to organize your read emails into folders. Only create folders for things that are of high importance, like an upcoming sermon series or special project. Once you no longer need the emails, delete the whole folder.

The third category includes those emails that need my immediate attention, response or action. I keep these emails in my inbox until I’ve completed the task. Just like a sticky note that sits on my desk, an email in my inbox tells me that someone needs something from me. My goal is to keep my inbox to less than 10 emails. That’s the best use of my time and attention.

Evernote

I love Evernote. It’s my digital sticky note in many ways. If you’ve never used it, I can’t recommend it highly enough. Not only is it easy to learn and use, but you can access all your information and notes on your laptop, smartphone or desktop computer.

On my Evernote app, I keep a list of larger projects I’m managing. In the office or out of the office, I can take a look at my notes to see what I need to do next or update information that’s important for getting things done.

I also use it to capture more detailed ideas for talks, sermons and articles. I never know when inspiration will strike, so Evernote lets me put it down as quickly as possible. Also, I can record video or audio, take pictures and even link to online articles through the app.

But best of all, this tool helps me track longer-range goals that I plan to return to later. That’s the most important aspect of any task management tool. It’s not just about getting things done by the end of the day, but it also helps with staying on track for the long haul.

Any action you take today should connect with your long-term goals for your ministry and your family. Keeping those goals in front of you keeps you focused, just like that sticky note hanging out on your desk.

More Than Just a Note

Every leader needs some level of organization and administrative ability. That’s the true power of a sticky note. It’s not just about capturing a thought or jotting down an idea. It’s about staying on track and getting things done.

Using a sticky note — or any other task management tool — builds the habit of moving tasks to completion as quickly as possible. A sticky note can mean the difference between returning a phone call or missing a connection, getting a great idea on paper or having it slip from your mind. But even more, it allows you to stay focused on your vision and gives you more time to do what’s truly important.