I mentioned in my earlier post that I’d started trying out Todoist as a task management application. I also mentioned that I’d share the setup I’m using, which is essentially what I’m about to do. Before I begin, however, I am well aware that the way I have Todoist setup does not adhere to the GTD principles strictly, but what I think is important is how it works for you, not what the principles say should work. I’m finding that this works for me, and I’m positive that this time in 6 months it’ll be revised and improved (for me, at least). Anyway, the setup…
The above image is my list of projects in Todoist, and as you can see, I’ve grouped things into 3 main ‘groups'; Personal, Work, and Someday/Maybe. The first two groups have been further separated by sub-projects, which I use to broadly categorise my tasks. Taking the Blog category as an example, I have a few items under there which are blog post ideas I have, and then under each of those tasks I have several other tasks that I need to do to consider a blog post as ‘Done’. Under the Family project I have a couple of recurring items (e.g. ‘Call Parents’), similarly under the Finance project, where I have recurring tasks to help me keep on top of my budget and other such joys that one has to deal with as an adult (nobody ever mentions that part as a kid!).
These categories/projects are all I’ve really found I’ve needed so far, but as mentioned above, I’ve no doubt that others will become required at some point as I struggle to group a task that pops up into one of them. My Work project has changed the most rapidly, as I’ve adapted to the various needs of tasks that I have to do at work, I’ve added more sub-projects and renamed others, as my job is actually where I use Todoist the most. Combined with Evernote – which I’ve only recently had an epiphany on how I can/should use – I manage most of the things I need to do quite comfortably.
One of the Todoist Premium features is labels, which I use kind of like a GTD context, as shown below.
As you can see I have several labels, such as Errand or Work which dictate that a task can only be done in a specific place (or in the case of Errand, just out of the house/not at work), and I have others such as Computer, Online, and Phone, which dictate that I need to have access to those things to do a task with that label. I’m actually still debating whether I need the Online label, I find I have a lot of things under it, but most are also tagged with Computer or Phone.
The labels I use most often are the numbered ones; I can’t recall where I found the idea from, it was another post similar to this, where the numbers at the beginning give me easy access to decide whether a task is something I’m going to do today, or it’s something I can pick up at any time during the week. If it’s not something I intend to do this week, it’s labelled as 3-Later, and if I don’t know if I’m actually going to do it, 4-Someday/Maybe. I find this works really well and provides a nice ‘at-a-glance’ view into what I have to do, particularly when it comes to reviewing what I still need to do! So far, I’ve not needed to use the Waiting label, but I know I’ll need it some day!
So there you go, that’s my Todoist setup, which I’ve recently starting incorporating with Evernote to keep reference material, such as links for things I need to read, or images of important documents I need to read/renew, and that’s what I’m using to try and stay productive. Hopefully it’s at least provoked some thought if you’re also a user of Todoist, or at just looking at how others use it before you try it. I’m just going to check the remaining blog post tasks off my list now!