How to organize a large number of reoccuring tasks\maintenance?

What are some effective ways to organize a large number automated\reoccurring tasks? I have servers with backups\patches, databases with automated scheduled tasks, patching for workstations, etc. It would be nice to see when we can have some scheduled downtime or to easily find the best time to fit in a new scheduled task.

I tried putting everything on an outlook calendar and, while it is okay it is quite cluttered and would take some time to actually find free time because of this. It seems like excel is not quite suited for the job either because I would have to have a sheet for daily, weekly, and monthly tasks, plus the sheets would be pretty large.

Is there a magically solution I am missing out on? Is there at least a better way? Should I just make the damn spreadsheet and quit whining? If you use a spreadsheet how do you organize it?

As a side note, the tasks are not for me, so it would be more like managing about 30 different peoples calendars. I do not have to take action on any of the items since they are automated, I don't need reminders and the tasks will be static once established.

arcesso

Posted 2014-09-03T17:47:02.873

Reputation: 11

To find free time in Outlook you can use its Scheduling feature even with one calendar. In my version of Outlook it is under Actions/Plan a meeting

– Jan Doggen – 2014-09-04T07:51:07.277

What is the OS you need this running on? – Jan Doggen – 2014-09-04T14:41:58.907

@JanDoggen Windows is the OS of choice. Android is another option really... – arcesso – 2014-09-04T15:55:25.043

Use ToDo or just use Google calendar :) – Jenniffer1869 – 2014-09-29T08:12:15.077

Answers

In another answer about how I use Remember the Milk to implement a GTD system I talk about using recurring reminders.

Generally, my advice is don't put recurrent tasks on a calendar unless they really do need to be done at a very specific time. My recurrent tasks often have some amount of flexibility in them; it could be flexible within a given day or even have several days of wiggle room.

What I do use set up an automatically recurring task in my task management application so that it will appear in the appropriate context lists no earlier than the soonest date I should be thinking about it.

For example, I have a task that occurs every 6 weeks after I complete it to make an appointment to get a haircut, and another to take out the garbage every Sunday.

This method keeps the calendar sacred for things that occur at very specific times and integrates recurring tasks into your master task list alongside all the other ad hoc items for contextual prioritization.

Adam Wuerl

Posted 2014-09-03T17:47:02.873

Reputation: 4 152

@Arcesso Even Google Calendar allows you to make that distinction, beacuse tasks can have dates without taking space in your actual calendar. – Jan Doggen – 2014-09-04T07:46:23.783

The thing that I do not like about RTM is that it is in list format. Technically the tasks are not mine, they are for other devices. I also do not have an action as the tasks are automated. – arcesso – 2014-09-04T16:24:49.193

2I didn't fully appreciate your point that these aren't actual tasks, just informational. I actually would set up recurring meetings in outlook, but in another calendar—like people do with conference rooms. Then you can see openings by trying to schedule a meeting and looking at free/busy times. – Adam Wuerl – 2014-09-04T17:54:42.113

I second this recommendation in the comments, set up a calendar like a room/conference line in AD and put the free/busy information on it. – Raystafarian – 2014-09-29T12:27:56.440

Use taskwarrior, which has a feature of recurring tasks. Taskwarrior is a command line tool for task management and can be installed on Windows, OSX and Linux. It supports syncing to a server and there exists a mobile app for Android called Mirakel.

David J. Santos

Posted 2014-09-03T17:47:02.873

Reputation: 11

Can you edit your answer and tell why this would be a good solution. Link-only answers are not very useful here. – Jan Doggen – 2014-09-04T07:45:10.297

1Beacuse taskwarrior is a command-line tool designed to manage (recurring) tasks in a straightforward manner. You can set a timeflow of tasks, and process them accordingly. – David J. Santos – 2014-09-04T14:17:02.040

I did edit the answer to give more information on taskwarrior. However I don't think that this is a good option here, since it does not have support for more than one user (yet). – 0x6d64 – 2014-09-05T05:59:39.017