Use what you’ve already got. Honestly.

Ever feel like task trackers are multiplying faster than your unread emails? Same.

People ask me all the time: “What’s the best tool for tracking tasks?”

And I always say… are you sure you actually need a new one?

Because here’s the thing. Most of the time we’re not short on tools. We’re short on headspace. So unless you’ve got a very specific gap or workflow issue, chances are what you’ve already got is more than enough.

If you’ve got Microsoft 365, you’ve got a task tracker already

Let’s keep this simple.

If you’re using Microsoft 365, you already have a built-in task tracker called Microsoft Planner. It’s there. It works. And it doesn’t cost you anything extra.

Why make life harder?

Here’s what I like about it:

Email reminders — a gentle prod in your inbox each morning so you don’t forget that thing you were definitely going to do yesterday. Multiple views — list, board, calendar… however your brain works. Excel export — for when you want to get nerdy with the data. Great for solopreneurs and VAs — assign tasks, set deadlines, track progress. And because it’s inside your Microsoft account, you can actually give your VA access without emailing them your password and hoping for the best.

One login. One system. No faffing.

Not on Microsoft 365? You’ve still got options

I see you, Google Docs-and-sticky-notes crowd. Here are two other easy wins that don’t require a degree in project management.

Trello — the visual one

If your brain loves a drag-and-drop moment, Trello’s a dream.

Board-style task lists (To Do, Doing, Done). Super intuitive. No learning curve. No overwhelm. Easily add deadlines, checklists, colour-coded labels, and more.

Perfect if you’re more “creative chaos” than “Gantt chart girly.”

Asana — the structured one

For those who do love a timeline.

Task dependencies (don’t start X until Y is finished). Multiple views: list, board, calendar, timeline. Handy automations and recurring task options.

It’s more robust, sure. But if you enjoy process and structure, you might actually have fun in there. No judgement.

Less is more

You don’t need a flashier task manager. You need a calmer brain.

So before you go hunting for The One Perfect App, take a minute. Have a proper look at what’s already in your toolkit.

Got Microsoft 365? Use Planner. Like visual layouts? Trello’s your gal. Need structure and automation? Asana’s worth a play.

No need to make it more complicated than it needs to be. (That’s what HMRC is for.)

And if the real problem isn’t the tool but the sheer volume of things on your plate, this post on the software myth is worth a read — it goes deeper on why more tools rarely means less chaos.

Feeling swamped?

If your task list is starting to feel like a full-time job in itself, you’re not alone.

Maybe it’s your inbox. Or the endless blog-to-newsletter-to-social-media hamster wheel. Or a million tiny admin things that make your eye twitch.

Sometimes what you need before sorting the system is just getting everything out of your head first. That’s exactly what Waffle & Write is for. A focused 30 or 60-minute session where you talk, I listen, and we turn whatever’s swirling into a proper written summary you can actually do something with and walk away with a clear brain.

Find out more about Waffle & Write →

Or if you’re ready to hand some of the doing over entirely, have a look at my Strategic VA services and see if we’d be a good fit.