The Kanban Calendar for Tracking Tasks in WorkFlowy



In the February 23rd  WorkFlowy webinar, we looked at task management using the Kanban Calendar. The Kanban Calendar is a mashup of the GTD-ish Ticker File, the Eisenhower Matrix and basic Kanban principles. Plus there’s a way to totally automate it with the “Forever Calendar“, linked to below.

Here’s the Kanban Calendar screencast we looked at (yours truly on the harmonica!):


Kanban Calendar resources

Here’s the “Forever Calendar” post. This will help you to automate lists of dates. It’s all there for the taking.

Here’s a post on the “Kanban Schedule, which might either supplement the Kanban Calendar or replace the Eisenhower Matrix as a prioritization method.

If you’re interested in setting up colored tags for your tasks, here’s a screencast I showed at the last webinar (All resources mentioned in this screencast can either be found in the description box of the video on YouTube or in the “webinar resource list” linked to below):



YouTube playlist

If you’d like to catch up on any of the core topics looked at in previous webinars, here’s a running YouTube playlist of individual screencasts looked at thus far. The screencasts are compact and get the job done really quickly.



Webinar resource list

If you’ve been following the webinars (or have failed despite your best attempts), add this shared list to your WorkFlowy account. It has links to all the webinar replays, chat histories, screencasts and resources talked about in the screencasts. It also includes the YouTube playlist linked to above.

Show me yours

Please share some lists showing how you manage tasks in WorkFlowy (in the comments section). You can also post links to screenshots if you wish. That would be really informative to the WorkFlowy community!




Workflowy replaces your notebooks, stickies and bloated apps with a simple, smooth digital notebook that makes it easy to get organized and be productive.

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10 Responses

    1. Hey Neil,

      I used Camtasia Studio on Windows for the main editing and piecing together. For the intros/ logo reveals I used Adobe After Effects/ Premiere. I also used Adobe Audition to help get rid of the background noise (I live on a very busy street).

  1. I’ve developed a personal Kanban system that is more spatial than temporal. I work in the crafts so tend to think about the workspace literally. So for each major project, I have the following sections:

    – bench (for what I’m working on at the moment)
    – kit (for commonly accessed links such as budgets and contact lists)
    – basket (for what’s at hand that I might need or consider)
    – shelf (for reference or future work)
    – box (what I’ve finished with but still like to have around)

    How this works is I can start at the “bench” and then work out from there when I am looking for something.

    Whenever I go to a project, I have a PhraseExpress shortcut to search for “@2d OR @pending OR @wait OR @check”. I do daily, weekly and monthly reviews for items that are also labelled @today @week @month and @year.

    That said, I still use the overall Kanban to process my projects as a whole, based on dates, with shortcuts to the projects. But still haven’t completely weaned myself from Todoist for tricky recurring tasks.

    1. Hi Kevin,

      I love your creative use of your workspace! It’s got me thinking about embedding mind maps with WorkFlowy links via iframe into an outline. Remember, there’s also WPSN (Web Page Sticky Notes Chrome extension) for adding sticky notes to any WorkFlowy URL. That might help simulate a desktop workstation 🙂

    2. Yes, Kevin, this is really inspirational! and I am enamored with how you associate the real world analogues to virtual buckets.

      So rather than Frank’s way of moving lists, you move tags and use search filters ​to surface the relevant kanban list, instead of an actual list? That’s how I’ve operated, with saving the search-filter as URL shortcuts per list.

      1. Yes, Writch, I do use search filters for sleeper tags like @check, but I still use lists like Frank’s Kanban for the “spaces” inside each project. Something may come up in that tag search that I then move onto the “bench”.

        But I do need to have one list all together. Being able to manually sort a list is critical to my workflow (why I’m giving up on “smart” Todoist). That way I can adjust priorities during the day and use the magic alt-shift-0 keyboard shortcut to move through the tree, keeping valuable focus.

        I’m still thinking about your suggestion of Sticky Notes, Frank. It’s a fun idea, but I haven’t worked out a use for them that isn’t covered already by item notes. Thinking on it.

      2. I tried the sticky-note thing for a while but gave up on them after a while because they are local to the machine you make them – not accessible via another locale or android. Not a flaw or something necessarily needed to be addressed, but just convenient for my needs.

      1. Thanks! I installed that extension but it doesn’t seem to be working 🙁 any idea why?

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