We’ve all had the experience of sitting down to prepare a conference abstract we’ve had on our to-do list for a while. You open your task manager, see “Submit conference abstract – deadline Friday,” and then spend the next ten minutes trying to find the call for papers, the submission guidelines, and the login details for the conference platform. By the time you’ve gathered everything you need, your momentum is gone and the task feels twice as difficult as it should. This common scenario illustrates why storing task information together with your tasks, rather than separately, can eliminate unnecessary friction in academic workflows.

When we separate tasks from the information needed to complete them, we create unnecessary friction that turns straightforward activities into frustrating obstacles. The solution lies in storing task information together with your tasks themselves, creating self-contained, actionable items that eliminate the hunt for scattered details and enable immediate, focused work.

Why storing task information together matters

When we create tasks in our management systems, we often focus on what needs to be done rather than what we’ll need to do it effectively. The result is a frustrating cycle of starting an activity, hitting roadblocks, and then abandoning work because the information we need isn’t immediately accessible.

This friction manifests in several ways:

• Context switching: Moving between your task manager, email, file systems, and browsers breaks your focus and wastes cognitive energy
• Decision fatigue: Each time you need to hunt for information, you make dozens of micro-decisions about where to look and what might be relevant
• Procrastination: Tasks that require information gathering before you can begin feel more overwhelming than they actually are
• Incomplete execution: When information is hard to find, you’re more likely to do a task partially or postpone it indefinitely

For academics juggling research, teaching, and service commitments, these small frictions accumulate into significant productivity drains.

A simple solution: Information co-location

The solution is straightforward: when you first create a task, save everything you’ll need to complete the task in the same place as the task itself. This approach, which we might call “information co-location,” transforms your task manager from a simple reminder system into something more like a comprehensive action platform.

Here’s how to implement it:

• For tasks requiring contact information: If you need to call someone, include the phone number directly in the task description rather than assuming you’ll remember where you saved it.
• For tasks involving documents: When you need to review a funding application, attach the PDF to the task or include a direct link to where it’s stored. Don’t rely on your future self to remember which folder contains the relevant files.
• For multi-step processes: If applying for a research grant involves several components, create a project in your task manager with sub-tasks for each requirement, and attach or link to all necessary documents, guidelines, and reference materials within that project space.
• For online tasks: Include direct URLs, login credentials (stored securely), and any reference numbers or codes you’ll need to access web-based systems.

The practice of storing task information together transforms how you approach complex academic projects, making each task self-contained and immediately actionable.

The iterative advantage

Beyond reducing friction, information co-location enables something even more valuable: iterative task completion. When all relevant information lives with the task, you can add details as you discover them, building up a comprehensive resource over time.

For example, when you first hear about a conference you might want to present at, you can create a task and immediately attach the call for papers. As you develop your submission further, you can add notes about potential angles for your abstract. When you’re ready to write, everything you need is already gathered and organised.

This approach mirrors how we naturally think about complex academic projects. Ideas develop gradually, building on previous insights and accumulating supporting materials. When your task management system reflects this reality, it becomes a true thinking partner rather than just a reminder service.

Building workflows that last

By consistently applying information co-location, you’re not just solving individual task completion problems – you’re building a more sustainable approach to academic work. Each well-prepared task becomes easier to start, more likely to be completed fully, and less mentally taxing to execute.

The key is to make this a habit rather than an occasional practice. When you create any task, pause for a moment to consider what information, documents, or resources you’ll need. Gather what you can immediately and note what you’ll need to find later. Your future self will thank you for this small investment of time upfront.

This simple shift – from storing tasks and information separately to keeping them together – can transform scattered, frustrating work sessions into focused, productive ones. In an academic environment where deep work is precious and interruptions are constant, removing even small sources of friction can make a meaningful difference to both your productivity and your sense of calm control over your workload.

Ready to eliminate workflow friction and transform your academic productivity? The Information Management for Academics course provides insights that help you implement an effective knowledge cycle tailored to your scholarly work.