1. Respect how human mind works

If a productivity system isn’t working, it’s system’s fault.

Compare with how Dutch civil engineers design roads. If a road has been redesigned and motorists are still speeding, engineers go back to the drawing board.

If a goal can be achieved a few different ways, a productivity system will choose a way that’s best aligned with human mind’s strong aspects.

Specifically:

  • Working memory size
  • Emotional state: how using the system affects it?
  • Perception and decision making: how to present choices to the user?
  • Execution effectiveness: what’s the acceptable level of multitasking?

2. “What’s my next task?”: Answer the question

A system which stores and can only present task lists does not really solve the problem. User doesn’t need to know that there are 10 things they could be potentially doing. User needs to figure out what’s the one thing they need to do next.

3. “What’s my next task?”: Don’t beg the question

Compare it to a satnav system. It does not decide on the destination. It is responsible however for figuring out what decisions need to be made. First, “what’s the destination?”, and while you’re on your way, potential decisions like “do you want to switch to a faster route I found?” It does not decide whether to switch to the other route or not, but it is responsible for identifying and presenting the choice to the user.

Asking the user “you know your priorities so pick the next task” is punting system’s job to the user.

If the system does not have all the required information to answer the central question, it must identify what information is missing, and ask the user for it.

It’s responsible for soliciting and keeping track of encapsulated, piecemeal, reusable decision points.

4. “What’s my next task?”: Stick to your answer

The system must not change the output unless it’s given new information.

5. Accuracy

Answers do not need to be perfect, but they must be aligned with user’s internal values, and not merely with proxies like due dates or assigned labels.

6. No silos

User will not retype their potential hundreds of tasks into a new system. A productivity system must allow accessing an existing task source.