The Best Way To Use Todoist: My Ultimate Setup (Late 2023)
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- เผยแพร่เมื่อ 14 มิ.ย. 2024
- Todoist is the backbone of my productivity system. Here's how I have everything set up in late 2023.
LEARN MORE ABOUT MY PRODUCTIVITY SYSTEM:
carl-pullein.thinkific.com/co...
MY TODOIST FILTERS
Today's Objectives → today & p1
Today's Focus → today & !p4
Tomorrow's Focus → 2 days & !p4
FREEBIES:
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carl-pullein.thinkific.com/co...
OTHER PLACES YOU CAN FIND ME:
Website: www.carlpullein.com
Podcast: www.carlpullein.com/podcast/
Blog: www.carlpullein.com/blog
Learning Centre: carl-pullein.thinkific.com
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#TodoistSetup #Todoist #Productivity - แนวปฏิบัติและการใช้ชีวิต
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Always good to see your yearly videos so I can look at my own setup, scratch my head and tell myself I haven’t quite mastered it yet.
Hope this has given you some inspiration. 😀
Great helpful video for a todoist beginner. It would be cool in future to see an example of you creating tasks and how you set due dates or assign them levels of priority, and how you think through that (what's a true priority 1 vs 2 etc).
Massive thank you, Carl. I've tried lots of task apps and never really got the hang of them. I kept switching, thinking the problem was the app. But today, I've realised it was actually me not using them right. Todoist seems really user-friendly, and after your demo, I've signed up. Just setting up a couple of OBJECTIVES and some FOCUS has made me park all my other projects (which were just causing panic), and suddenly, life feels brighter. I've subscribed and given a well-deserved thumbs up. After watching your video, I revisited your channel for your individual guides on tasks, labels etc. For anyone starting out, those videos are a must to really get the best out of Todoist. God bless.
You're very welcome, Nadeem.
I’ve just stumbled across your channel and have to admit…I have a time management nerd crush on you! My Virgo/planner/organizer mind is feeling sooooooo happy to have found you! The way you present and share information- perfect for my logic! This is the first video I’ve watched of yours…excited to dive in to more. I’m just starting my own business and feel overwhelmed with everything I need/want to do - I already feel more at ease knowing there’s someone who can help me use the most effective tools in the most effective and efficient way. Thank you, thank you, thank you! 🙏 😊
Hi Leesa, you're very welcome. Glad to be able to help.
Thank you Carl, felt the need for a refresh so amusing this system and love it so far. Love your vids. Thank you.
You're welcome. Thank you for watching 🙂
Thank you for all of your awesome videos!!!
You're very welcome.
@Carl_Pullein I can't thank you enough for sharing your TODOIST series for free. Love them! These has been a game changer for me. Recently, I went through a burnout from work and personal stress. This is simple enough to implement and yet, very powerful to have a life changing impact. Please keep up the fantastic work! You are truly helping people!
Very happy to have been able to help, Holly.
Awesome update once again!
Thank you :-)
Always look forward to this
Thank you, Royd, love doing these.
Great Video!
Thank you, Michael.
love a video on your morning routines Mornings are a struggle for me
Here you go:
th-cam.com/video/e2gs5KuuYWw/w-d-xo.htmlsi=XMucfkLGsnue6xE_
I've been looking forward to this a bit like a nice bottle of whiskey at Christmas and once again Carl does not disappoint👍🙏🏻
Hahahaha Thank you.
Thank you Carl, since making a fairly recent entry to entrepreneurship your tips on productivity are immensely helpful and have made life much more streamlined. Always look forward to seeing your new content. Thank you 🙏🏻
Thank you and very happy to hear you enjoy these videos.
Those filters will be a game changer for me
Excellent. Glad they are useful to you.
Carl, thank you for yet another great video. Been following you for years and love updates on this that remind me to check in how my system setup. One question for you: what are the differences between your filters for "Today's Objective" and "Today's Focus"? I have the equivalent of "Today's Focus", but would love to more easily view those 1-3 "must do" items each day. Thanks!
Today's Objectives only show my absolutely must-do tasks (rule: no more than three tasks). It is all part of my workflow. Begin with my objectives, then Today's Focus and then tomorrow's focus.
@@Carl_Pullein thanks, Carl, but what is the actual filter you use to differentiate between the two? Is it based on the Urgency (maybe P1 vs P2), or something else? Are you setting the Due Date for both to be "today", and ignoring overdue items, or is it maybe their Project that causes an item to appear in one filter and not the other? Thanks again for everything!
@@MrBobOmalley All the filters are in the show notes below the video.
what Carl! Didn't know: How to install the possibilty with tap the block screen and capture right into Todoist in the phone?
Excellent video Carl! Do you have a video walking through the process of creating a link from an apple note?
I demonstrated it in my video on Reminders and Calendar.
th-cam.com/video/UZgfJcF__oQ/w-d-xo.htmlsi=xZZQ6wWxGlPwXreb&t=478
Thx
You’re welcome.
I can only find the large widget for the homescreen on the iPhone 13, where did you find the small one you showed?
Hi Carl, what is your system for the priority flags? I didn't see that mentioned or maybe I missed it.
Hi Carl, great to see your system evolving. I try to watch them all, but I just realize I must have missed some.
What happened to your Areas Of Focus?
It's still there. It is a section inside my This Week folder.
Thank Carl like your sharing. Question how about Evernote? Any plan to do that? Thanks
Hmmm Evernote is a very minimal part of my overall system these days.
Great video. Thank you! Curious about one of the filters. What is the "Dashboard" filter? How do you build that one?
Hi Lance, I use that because I often found I missed stuff in my inbox. I have a different workflow now, but I used it in the past. The query is: Over due, /This Week’s Focus, #Inbox, Today
Great video carl and nice to see the system evolving year-on-year. BTW - looks like you can only re-order the labels when on the web version, not on the Mac app (for me anyway).
Interesting. I can reorder on my Mac as well as iPhone and iPad. I don't have a Windows machine to test if it can be done on Windows.
Welcome to Korea!!
감사합니다. 하지만, 저는 2002년부터 한국에서 살았어요. 🙂
Hi Carl, thanks for everything and one question: do use defaults filters at all (ie p1, p2...)?
For the today's focus filter code you've genericly shared in the description box I see a formala that has p1 in it but in your video I dont see P1 among your filters!
And btw, I am from Mauritania, it's a country, try and find where it is and you will be seprised. You content is very good and it could be even better🎉
Today's focus is today & !P4 which means anything that is dated today and does not have a P4 flag. (So it only shows P1, 2 and 3 only)
Thank's for your channel and this video, i use Todoist since 5 years and I had the same problems than you : a lot of tasks to eliminate. I will use your method now !
Glad to have been able to help, Bruno.
Hi Carl, I've watched your content for some time and have found your remarks on productivity and time management to be insightful. Thank you!
One question based on today's video that I've always wondered about while considering your system. I have about 30 projects in the mix right now. If I were to disconnect those projects from Notion (where I manage all tasks and projects) and move them into say my notes app and place all my todos for each project exclusively in my notes app, then how do I stay on top of specific tasks for each project without having to look at every one every couple of days to ensure that I'm not missing something? I'm guessing that your "project reminder task" that you keep in Todoist is dated to when you want to look at an individual project next based on urgency and/or importance; then, you action several items in the project at once. Is that correct? Thanks for clarifying this. If my assumption is correct, then isn't it a little cumbersome having to keep a set of "project reminder tasks" in Todoist which mirror your notes app? I hope that my question makes sense.
Hi Scott, if you're using Notion as your task manager, then there would be no disconnect. You have everything in Notion. The way I see things is I cannot work on 30 projects in a given week. There needs to be prioritisation and so when I do my weekly planning, I will decide which projects I will work on the following week. The only task I have is "Continue working on project X". That will be linked to my project note via a single click.
I generally keep tasks associated with the project in the project note. This keeps Todoist clean and tight and prevents me from procrastinating or becoming indecisive about what I will work on. However, if it is a simple task that does not need any reference to my project note, I will add that task to Todoist.
Of course, if you are not consistent with the weekly planning, this all falls apart.
helpfull - The shortcuts for Windows App are:
Show /Hide Tododoist - (WIN-ALT-S)
Quick Add - (WIN-ALT-Q)
Thank you, Dave for sharing that.
What are dashboard/over 90/over 365 filters ?
Hello Carl, thanks for your Video, what do you put in the "query" for setting up your favorites?
The setting for the favourites are in the show notes. 🙂
Thanks Carl. I'm also trying out the add note feature on my Android phone. It's also supposed to work with Google Assistant - but its not quite working that swell right now.
Big question: ToDoist comes with Today. You've added Today's Objectives and Today's Focus. What is the difference - function-wise? Also, why don't you have Today's Objectives and Today's Focus on the same page with a divider separating the two?
I see that you're using the new view, I've tried it then went back to the original. One last thing ... were those notes you showed, in Obsidian? It looked very much like Obsidian.
Anyway ... thanks again for these videos. I've saved several of them. Still struggling a bit to get this right - still clearing out duplicates as I learn new things. Thanks again for your help - Roger
My filters are part of a daily workflow that keeps me focused on what's important that day. I don't have unflagged tasks in there. I switch over to the Today view once the important tasks are done for the day.
and what are the other filters ?
Great video! I do have a question. My time keeping is not great, so when I add a due date to something, the concern is that I will not get it done. Then I will have to amend the date, and we end up in a vicious cycle of constantly amending dates. How do you advise to manage this? I work a lot in agile teams, and we don't use times like 1hr etc, we use t-shirt sizes to estimate timeframes. But not sure how i'd do this in a calendar.
Hi Claire, it's perfectly normal not to complete everything we set out to do each day. We humans are naturally over-ambitious with our time. The key is to make sure you prioritise the important work and demote the less important. Rescheduling tasks is a normal part of our daily lives; the important thing is we are rescheduling the low-important, not the high-important.
Hi Carl, when following the time sector system, at which step of the workflow do you flag your tasks with priorities? I watched your videos on daily and weekly planning, but in those videos your tasks have already been assigned priorities.
It depends. Most of my recurring tasks will be pre-flagged as I know they are important. For the rest, I flag when Id o my daily planning at the end of the day.
Great video, curious when you capture stuff which filter/project do you capture it into? Also when you capture something do you simply jot down the task and then add the labels/filter/priority levels later or as you capture it? Also any tips on fast dictation capture? Lastly when do you decide to put something in your inbox and how do you keep your inbox from hitting the 300 limit overtime?
Thank you so much!
Always collect into my inbox. I can then process the inbox later when I am more relaxed and can make sure it is something I have/need to do. It's surprising how much stuff we collect that, on further reflection, we realise we no longer or don't want to do it.
Carl, I appreciarte you sharing your system with us. I admit my I lack some aspects of Todoist that probably would greatly enhance my experience. I don't know how to use the formulas you share for favorites. I don't know where to put the formula. What I have tried through trial and error and unclear internet instructions hasn't worked. Is there any instructions on entering formulas?
Hi Jeffrey, this little video should help you get more familiar with creating filters. th-cam.com/video/hCVOAH5hlOQ/w-d-xo.htmlsi=WMff6F1uuxkBwlkt
It's a little old, but you will earn how to create filters.
Thank you.
Hi Carl, I just had one question about this. Thanks to your excellent video on this subject I have really embraced labels again and they work fantastically well. However I have hit just one snag dash - is there a workaround for the old trick of pressing reschedule on Today view (usually at about five minutes past midnight :-)) and rescheduling everything to today. I doubt there is, I imagine you have to go and change the Grouping from labels to default and then back to labels again? Thank you!
Hi Ed, you can do that by open the Today view and you will see the "Schedule" option at the top.
@@Carl_Pullein Thanks Carl, my issue is that when I have the grouping by label mode the reschedule button vanishes from the top of the screen and I can only restore it by changing the grouping setting back to default… it's not that big a deal because it only takes a few seconds to switch it from label to default back to label and I suspect there is no workaround for this.
Great video, thank you. I use ToDoist since its begining on the market and grew with evolution of functions. What would be very helpful for me though, would be having possiblility to add task directly from lock screen like you presented, but still keeping iPhone's lock screen code (not face ID, not fingerprint touch). My company phone has strict safety requirements (good!) and only code is possible at telephone lockscreen. My perfect solution: click widget and creation of new task and save is possible, but nothing else in todoist, just kind of "drop in". Any thoughts?
Hi Jack, that's how Todoist's lock screen widget works on my phone. I do not need face ID or a password. One tap opens the inbox with a dialogue box to add the task.
Hi Carl, are you not using Evernote anymore for project support? I know you are an advocate of apple notes, but I thought you were still using Evernote predominantly.
Hmmm I'm slowly moving away from it. However, Evernote is still there acting as my CRM and for my complex projects.
How would you deal with daily or weekly repeating routines with checklists that you want to schedule times for (like a grocery list, or a morning routine list) that have more repeating items than the 30 repeatable subtask limit Todoist offers?
For me personally, that would never happen. I rarely use subtasks, and if I had a checklist that long, it would be in my notes app, never my task manager.
Good video and techniques to think about, didn’t agree with your comments ref using labels for time sizing as people do use this (kanban) so maybe be aware people have different ways of doing things
Hi Carl. I'm wondering to know if there is a special meaning of having all your projects in upper case?
It's a legacy from when I used to use sub-folders. The parent folder was always in upper case.
Hello Carl. Appreciate all of your videos on ToDoist. Would you happen to know how to get icon badges to show on Android phones?
I have notifications enabled but the badges still aren't working.
I do get a notification on my device control panel but no badge icon numbers on the ToDoist icon.
Hi Patrick, sadly, I have no idea. I've never used Todoist on an Android phone.
@@Carl_Pullein thank you Carl. I will continue my search to troubleshoot. 👍
I am trying to use Apple Reminders as much as possible, but I'm also sparingly using ToDoist too. I want to use just one, but I'm indecisive as to which one I want to use.
I use both. However, Todoist is my task management workhorse. It's faster, simpler to use, and I've used it for years. Reminders is my "tickler" file and grocery list. The way Reminders' notifications work makes it perfect for those little 'reminders' that are not necessarily tasks.
@@Carl_Pullein how do you create a hot key that you described in the video? (Shift + Command +A)
@@kurtmichaelson Here you go, Kurt, th-cam.com/video/UrW19hZIh48/w-d-xo.htmlsi=H7g6G1uFR-ICPZWI&t=94
From what I understand, you block in your calendar the tasks that are in your Todoist, whithout to write them again?
Not the tasks themselves. I block time out for the type of work I will do. For instance, I may have 15 emails to respond to and I will deal with those in my communication time.
One more thing please….. what is the filter formula for “tasks over 90 days” please? Thanks
Here you go: created before: -90 days
Hi Carl, just wondering how you managed to make your Todoist shortcut global?
It’s in the Todoist settings on a Mac. I don’t believe it is possible on Windows.
I can confirm that I stopped using my todoist the second I put my projects in there. It was a bad idea.
What do you use to manage projects?
I can confirm the OPPOSITE of what you are saying.
Currently revamping my own setup, so I thought I'd stop by and see what you've been up to here. I notice you didn't talk about the "Planning" project. That's not part of the Time Sector System (at least not the version I remember from the course). What's going on in that project?
I REALLY like the idea of using labels for type of work. Cal Newport advocates using separate Trello Boards for each role, but I found that creates too much fragmentation and work. This is a good middle ground! (I feel like the skill in creating and picking the right setup comes down to introducing just the right amount of "divide and conquer". Too little and you're looking at a few giant monster lists with 50 items, too much and you're looking at David Allen style 100s of lists with only 1 or 2 items per list).
Hi Clemens, funny you should mention Cal Newport; I notice he and I have a very similar philosophy. The key to categorising your work is in reducing the cognitive shifting which puts a tremendous strain on a person's focus. Sticking to one category of work reduces that cognitive shifting.
@@Carl_Pullein Yes, also with the timeblocking (Cal produces his own paper Time Block Planner). Anyway, is there any more info on the "Planning" project?
@@ClemensAdolphs It's not a project. It's just a place where I use boards to plan out my projects and goals for the year. I''ve been using that for around three or four years now.
Hi Carl, yes, I know, Today’s objectives MUST be done but, whatever reason it’s not possible today I tuned your filter as: “today & p1, overdue & p1” so this way I can still see them. Finally, I come up with 5, 8 or 10 objectives by today… too much. Which would be your advice on this? Not procrastinating, haha, any other idea regarding filters?? Thanks
Hmmm, that's interesting because, in theory, no task should ever exist in "overdue & P1". If a P1 becomes overdue, it means it was not a P1 to begin with.
I would reassess why a task I felt absolutely needed to be done did not get done. I would treat that as a catastrophic failure in my system. (that way, I would never allow it to happen again)
@@Carl_Pullein I guessed you're going to answer that.. seems the problem is not with the system but it's me!! YUNK!
@@joseleonbass Perhaps not that bad. it likely means you only need to tighten up your criteria for a P1 task.
I use samsung notes with reminders, then move those notes to folders.
Thats my entire workflow. At the end of the week i can see how many tasks i completed for each folder.. and time weighted
Is Todoist the right fit?
Hmm, is your current system working for you? If it is, Todoist probably would not be a good fit.
Yes, I use my current system to complete tasks across 5 different organizations.
Each organization has its own folder. I input tasks into notes, set reminders for those tasks, move them into their org folder and finish the task as I get reminded or reschedule the task.
Is todoist not a task manager?
Is my process too simple for Todoist?
@@DrFarris Todoist is and can be, many things. However, if your current system works, adding Todoist is not going to be too much of a help.
@Carl_Pullein I have been testing it out. And, it works like an all-in-one solution to what I was doing.
It's just annoying that they don't include "reminders" in the basic version to test it out.
Soooo... i have really only wver watched your todoist videos. Now, I need to know how you track your projects as well as random tasks that dont go into todoist. Example: you said most personal stuff isn't in todoist, so where is it, and how do you keep track of it?
Hahaha my wife is the best “reminder” for anything that needs doing in my personal life. PLUS, I use Apple Reminders to remind me when bills need paying and as my tickler file. Apple Reminders’ notifications is the best notifications I have found on any app.
How do you get an Apple Note link?
Share the note to yourself and get the note link. Then paste it into Todoist.
Do you have 2-3 objectives to cover what you must do for both work + home/personal?
How on earth do you get down to two?
I feel like this is impossible if you don’t work for yourself 😢
Yes. And it's possible because once I've established what my two objective tasks for the day are (my must-dos), I and relentless in staying focused on completing them. This does not mean I only do two to three tasks a day. I average around fifteen to twenty. But before the day begins, I always know what my must-do tasks are.
I should point out that 90% of what you think are must-dos are not. Imagine you have to pick your child up at 4:00, and no one else can do it. If your boss asks you to write a report for her by 5pm and only tells you at 3:45, which one do you do? (the report clearly is not a must-do)
hello,
I don't have the "command" button what can i do?
On Windows I believe it's control
Hi,
I purchased your course, and I'm in the ecommerce industry, selling products. I have a question about the labels you use to categorize different types of work. I'd like to have a label for "On-going" because some product launches are not completed in one day; they take weeks or even months. Should I create a separate "On-going" label, or is there another way to handle this? I'm concerned that having both work category labels and an "In-progress" label might become confusing.
Hmmm, the question is, is the task complete? If not, then I would reschedule it.
Creating an "ongoing" label is going to fill up very quickly and become overwhelming. By scheduling your incomplete tasks, you retain control over when you will next work on it.
@@Carl_Pullein Yes i agree with that, i did what you said thanks!
One more question. So my projects are most likely new product launches, so project= product launch A, there you have things that needs to be done like Manual writing/design/printing, product photos, package design/printing and more. But those tasks can also have subtask like write a briefing for the product photo's.
But i was struggling if should manage those projects as a board in todo ist. So like a new board for each new product launch. in here i can make sections like, not started, on going, done. I also have this on notion but the problem is i have 2 different locations for my new product launches tasks. So what do you recommend me in by case? I have now all the boards you said like week, next week and more. And than the extra boards are new product launches.
@@sebastiaan6161 If you are regularly launching products, do you not have a process for launching? If you do, I would recommend managing these launches as a checklist in your notes app. Then all Todoist needs to do is tell you which launch to work on today. You can add sub-tasks into each launch as required and it won't clog up Todoist with a lot of dependant tasks.
@@Carl_Pullein yes thats right, i have this now in notion as a project management template. This works pretty good. Do you suggest really a notes app or would notion also be ok? There are also a lot of tasks that need to be done by someone else for example the product photo's, product description. My tasks is most of the time to check these, follow up with someone, check the sample of the custom package and that kind of stuff.
So your saying that on todoist i could do a recuiring area of focus task that is repeated everyday with as taks ''Working further on product launch a'' and i could ad there my subtasks as follow up with my designer or get info from supplier about the product? And the other bigger tasks that are not done at once for example product photo's i could organize and manage in notion?
Thank you very much for your reply and time!
@@Carl_Pullein Quick extra thing, because it would be a bit confusing to have like multiple tasks ongoing on 2 different platforms
Here’s my Todoist setup, if anyone is interested:
How do I capture tasks?
On my Android phone, I added an automation where if I press and hold the side button, it pops up with a Todoist menu to add a task. It doesn’t open the app, only the quick add menu.
On my computer, I use the Quick Add Task shortcut.
How do I organize my tasks?
I have a couple of projects added which are areas of my life, for example: Finances, Personal, Relationships, and School.
I use sub-projects for my areas of life, essentially: If I have a personal sub-project, then I add it to the personal area. If I have a Finance goal like a new phone, then I’d add a sub-project to the Finance project.
Currently, I use the following labels: High Energy, Low Energy, Computer, Phone. Energy speaks for itself, and computer and phone are tasks I can do when I’m with my phone on the bus, for example.
Sections are things like Subscriptions inside a Finance area (project), or a family member’s name in the relationships area (project).
This is my setup for now. Let me know if there are any improvements that can be made. Also, let me know if you got inspired by this.
Thank you for sharing, Jordi.
1. Capture: Feita no celular ou no pc com um atalho global.
2. Labels: Os rótulos são categorias de trabalho que compõem o time blocking. Em geral elas são: escrevendo, projetos, audio/visual, clientes, comunicação, planejamento, administação e tarefas domésticas.
3. Filters: Os filtros são utilizados para organizar as tarefas por data e por prioridade. As datas são divididas em: hoje, amanhã, dentro de 90 dias, dashboard e dentro de 365 dias. As prioridades são divididas em objetivos e focos. Apenas duas, no máximo três, tarefas são categorizadas como objetivo do dia. Sempre começar o dia com as tarefas objetivas.
Obrigado. Esse é um resumo muito bom. 🙏😃
@@Carl_Pullein Ainda esta em andamento mas wow 🤯... Do you speak portuguese? This is something I didn't expect.
@@eduardmusic3230 Infelizmente, não, não. eu usei o Google Tradutor 🙂
@@Carl_Pullein😂😂😂. De qualquer modo, aprecio muito o seu vídeo, ele é um farol para marinheiros perdidos no oceano. Achei muito inteligente a forma como o senhor utiliza os filters and labels para separar as tarefas por prioridade e data e categoriza-los de acordo com a área e projetos. Além disso uma das melhores dicas foi dizer para gerenciar os projetos em outro local para não sobrecarregar o app e comprometer o gerenciamento das tarefas, isso é algo que ocorre com muita frequência.
De fato o senhor é um sábio! 🧠👑