Folder vs Project vs Parent Task

[Darryl Brooks]

I read a thread on this that was several years old with some good info in it. Since I am just starting out, I wanted to get this discussion going again to see how others are utilizing these different components.

In most, if not all, of the other task managers I have used, you had only one of these; usually project or parent task. So you used what you had for everything. I am hoping, if I use MLO, to start with a structure I can grow with. I know I can change things as I go along, but I also know that I have a tendency to build on the foundation I put in place.

In addition to how you use these differently, I would like some perspective on the best way to start entering tasks toward this differentiation. Dump everything in the inbox and sort it out as I go or build a structure of folders/projects/ task-subtasks from the start.

I tend to have more recurring tasks than anything else, but they can all be grouped in different ways. One thing I have always put in a project in other systems is called Housework, which contains a long list of recurring tasks with different periods. But since this 'project' is (unfortunately) never complete, should it be a folder or parent task.

All input appreciated.

[Darryl Brooks]

Hello, will still take any input, but due to the approval process for new posters, this is now several days old. I have got a lot of my tasks in place and still a long way to go. For the most part, the tasks that repeat and never finished, I've grouped under folders. Haven't had a true 'project' yet, so haven't worked with those. Would still love thoughts on tasks with sub-tasks vs a project with tasks. 

[Alyona (MLO Support)]

Hi Darryl,

I am sure our users have many tips to share with you, I just wanted to tell some theory. A parent task in MLO can be converted into a folder or project if needed or left as it is. The main difference is that a folder is not really a task because it is not supposed to be ever completed. It is just a container for other tasks. Unlike projects or regular parent tasks with subtasks, folders never appear in To-Do list even if all its subtasks have been completed. For example, a parent task "Work" or "Personal" definitely can be turned into a folder.

Project is usually a large task that requires a set of actions to be accomplished. Each project is highlighted blue and has a dynamically calculated status bar so you can track its progress. All projects are included in a special Projects view where you can easy review them. For example, a parent task "Release a new product" can be turned into a project. When you complete all its subtasks, the project itself will appear in the To-Do list.

[Darryl Brooks]

Thanks. I am still trying to sort out everything. I want to utilize the system to its fullest, but don't want overthink or over-complicate in the early stages. To be honest, I'm still in the trial phase, trying to determine if it's worth the $100 I would spend for the whole system. So as much as I like tinkering with things, I need to be able to use it as much more than a simple task list, as I already have one. I'm really hoping this works out for several reasons.

[Stéph]

Hello Darryl,

Here are a couple of thoughts:

I have the top few levels of my outline structured something like this:

>Area of Life (Personal, Home/Family, Work and Community)

>> Role (Home DIY, Father, Friends, Electrical Engineer, Functional Safety Specialist... etc)

>>> Goal or Project

>>>>Sub-Project

>>>>>Tasks

That way, I can align my projects with my goals and my goals with my roles. Depending on whether I'm at work or it's home time, I can be looking in the overall branch for the relevant area of my life.

My Roles (the second level in my hierarchy) are all formatted as folders. This gives me an advantage for setting up filtered views.  "TopLevelParent" filters will match with my Area of Life, while "TopLevelFolder" will try to match with my Roles.

Under a project, my first item is often a folder, for storing reference notes or a list of project contacts, job codes, etc.

All my projects and sub-projects are formatted as "Project".

Anyway, that's how I've got my outline set up. There may well be as many different set-ups as there are people in the forum.

Stéphane 

[Jeff Smith]

I go with parent task first (which I'd mark as folder if it's not something that gets completed). The reason for marking some as projects is helpful if you start wanting to think of certain parent tasks as projects and filter them or consider what percent they are done.

It is too bad about taking so long to post here, I wish there wasn't spammers that have to be weeded out constantly from old mailing lists, and I assume that's why it needs moderating.

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[Darryl Brooks]

Interesting. Once I get all my tasks, entered, I may have to give this some more thought. Just having the structure of folders/tasks has helped a lot. In my current PIM, the top level is projects, and, even though it's just a name, it limits how I think about using it.