Overview
Tags are small labels you can attach to tasks to record contextual information such as where the work happens, who is involved, or what kind of energy it requires. Unlike lists, which determine where tasks live, tags cut across lists and help you find the right tasks in the right situation.
This documentation page explains how to use tags sparingly and deliberately. The goal is to make it easier to filter and select tasks without filling your system with dozens of overlapping labels.
When to Use It
Tags are most useful when you have many tasks and need quick ways to focus on a smaller subset. For example, you might want to see only tasks you can do at home, tasks that require a particular colleague, or tasks suitable for low-energy moments.
If your task list is very small, tags may add unnecessary complexity. As your responsibilities grow, however, a focused set of tags can significantly reduce decision effort, especially when using a mobile device with limited screen space.
How It Works
Most task tools allow you to define custom tags and apply multiple tags to a single task. You might create tags for location (office, home, errands), energy level (deep-focus, light), people (manager, client A), or status (waiting, blocked). When you view your tasks, you can filter by one or more tags to see only the items that match.
Tags should complement lists rather than replace them. Lists remain responsible for grouping tasks by project or area. Tags add a second dimension that makes selection easier. For example, you might filter the "Client A" project list by the "deep-focus" tag to see only the work that requires concentrated time.
Parameters or Options
Several design choices influence how tags behave:
- Tag categories: Some tools support separate fields for location, energy, or status. Others treat all tags as flat labels. Regardless of the implementation, decide which dimensions matter most to you.
- Number of tags: Fewer tags used consistently are more powerful than many tags used rarely. Aim for a small core set you can remember without checking a list.
- Visual style: Color coding can help, but too many colors create noise. Use color to highlight only a few important tags, such as "deep-focus" or "waiting".
- Shared taxonomies: In team environments, agree on a shared tag vocabulary so that filters produce predictable results for everyone.
Example Usage
Consider a system with tags for location ("office", "home", "errands"), energy ("deep-focus", "light"), and status ("waiting"). A task like "Review contract for Client A" might carry tags "office" and "deep-focus". Another task, "Buy printer paper", might be tagged "errands" and "light".
When you have an hour of uninterrupted time at the office, you can filter for tasks tagged "deep-focus" and "office". When you are tired at the end of the day, you filter for "light" tasks to find small, simple items. This reduces the need to scan long lists manually.
Common Pitfalls
A frequent pitfall is creating tags for every minor distinction. Over time, you end up with similar tags such as "admin", "administration", and "paperwork", none of which are applied consistently. This dilutes the value of tagging.
Another pitfall is failing to review tags during system clean-up. Tasks may retain outdated tags that no longer reflect reality, such as "waiting" after a response has arrived. Without occasional review, tag-based filters become unreliable.
Best Practices
Start with a very small set of tags that address concrete selection problems you already have. For example, add only location and energy tags at first. Use them for several weeks before deciding whether new tags are truly needed.
When you introduce a new tag, write down what it means and under which conditions you will apply it. Use the same tag names across all lists and projects. During reviews, scan for tasks with status tags like "waiting" and confirm whether they still apply.
Conclusion
Tags are a flexible way to add structure to your task system without rigidly defining every possibility. When used deliberately and sparingly, they make it easier to pull the right work into focus in specific situations.
By choosing a few meaningful tag dimensions and applying them consistently, you create lightweight filters that match how you actually work. This supports better decisions about what to do now, especially when your time or energy is limited.