Task habits

Habits are the engine that keep your task management system running smoothly. While you’ve already built a robust structure to organise your tasks, projects, and goals, it’s your daily, weekly, and quarterly routines that ensure you stay aligned, focused, and productive.

This chapter shows you how to set up these habits step-by-step in your task management system. From planning your 12-week sprints to reviewing your daily progress, each habit is mapped directly to the workflows you’ve created, making it easy to maintain and refine your system over time.

Quarterly planning

Quarterly planning is a two-hour session where you step back and refine the bigger picture. This is where you update objectives, adjust key results, and set the priority projects for the next 12 weeks. It ensures your day-to-day work drives long-term growth.

Action steps

• Review OKRs and adjust objectives or key results as needed.
• Archive outdated key results and add new ones for the quarter.
• Prioritise projects tied to key results and update their statuses.
• Create a checklist in ClickUp for quarterly planning tasks to ensure consistency.
• Use the Gantt or List view in ClickUp to visualise the timeline for quarterly projects.

Quarterly review

The quarterly review lets you reflect on progress, celebrate wins, and optimise for the next sprint. It’s your chance to refine workflows and ensure your system remains effective.

Action steps

• Evaluate the progress of each key result, marking them as complete or in progress.
• Archive completed projects and update pending ones.
• Document insights about what worked and areas for improvement.
• Refine OKRs and prioritise tasks for the next quarter.

Monthly planning

Monthly planning bridges the gap between quarterly objectives and weekly execution. By breaking down goals into actionable milestones, you ensure steady progress.

Action steps

• Review quarterly OKRs and set monthly milestones.
• Prioritise projects for the upcoming month and update their statuses.
• Block time in your calendar for high-priority tasks and deep work.
• Adjust timelines and priorities based on progress or new developments.

Monthly review

The monthly review allows you to reflect, refine, and recalibrate your goals for the next month. This habit ensures alignment with your quarterly objectives.

Action steps

• Assess which milestones and projects have been completed.
• Adjust remaining projects, reprioritising what’s most critical.
• Document insights and improvements for the next month.
• Update your ClickUp system to align with new priorities.

Weekly planning and review

Weekly planning and review are combined into one 30–60 minute session, typically on Friday afternoons. This habit connects strategy with execution, providing clarity for the week ahead.

Action steps

• Reflect on the week’s progress and identify what worked well or didn’t.
• Update your ClickUp system:
  • Mark tasks as complete.
  • Reschedule unfinished tasks.
  • Clear unnecessary items.
• Set 3–5 priorities for the next week based on monthly milestones.
• Block time in your calendar for deep work and recurring responsibilities.
• Use ClickUp’s Calendar View to map out the week and ensure deadlines are accounted for.

Daily habits

Daily planning and review

Your daily habit is a quick, combined session to set intentions in the morning and reflect in the evening. This 10–15 minute practice ensures focus and clarity every day.

Action steps

• Morning planning:
  • Review your daily priorities in ClickUp.
  • Choose 1–3 critical tasks for the day.
  • Block time for deep work and key tasks.
• Evening review:
  • Mark tasks as complete.
  • Reflect on accomplishments and note improvements for tomorrow.
  • Adjust priorities or schedules for the next day.

Conclusion

Habits transform your task management system from a static tool into a dynamic framework for growth. By combining planning and review into regular, focused sessions, you ensure alignment, clarity, and consistent progress across daily, weekly, monthly, and quarterly levels.

Now that you’ve built a powerful system and integrated these habits, you’re ready to tackle your goals with confidence and efficiency. This is just the beginning—keep refining your approach, stay consistent, and watch your productivity soar.