Sometimes I discover something that gets me so excited that I have to share it with the world — and Todoist is one of those magical finds!
As a checklist addict, I’m always on the hunt for solid productivity tools. I love my physical Erin Condren planner, obviously, but there are limitations to the power of paper. When it comes to collaboration and recurring events, digital is the only way to go. My coworkers and I use Trello for assigning tasks and keeping track of the goals for the week, but Trello has some serious deficiencies that impact my workflow:
- No checklists. Once you create a card (or a to-do item), it’s either there or it’s not. You can create checklists within the card, but there is no way to mark the entire card as complete. You can archive, but those closed tasks will no longer be easily accessible for historical purposes.
- Limited nesting. In Trello, there are three tiers: lists, cards, and checklists. Beyond that, you’re SOL. And as I mentioned, they don’t all have the same functionality.
- No recurrences. This one is a killer, especially in a department like mine, with lots of weekly or monthly tasks to remember.
The recurrences issue was what drove me to seek out a new tool for keeping track of my daily, weekly, and monthly tasks at work. (Full disclosure: This issue came to light because I forgot about a weekly action item…)
Todoist is a checklist app for smartphone and desktop (plus a browser plugin). Side note: the Android app looks just like the Gmail app! There is a premium version, but for the sake of this review, I’ll stick to the free features (since I’m not that dedicated yet!). You can add tasks with due dates and priorities, make them recurring, and assign them to “projects”, i.e. folders. You can also add collaborators to your projects, so that your friends, family, or coworkers can view and edit your lists together. Here are some of my favourite features:
View by Project or by Upcoming Due Date
A lot of checklist apps have calendar views in addition to categorical views. I like Todoist’s approach in particular, because the by-date arrangement is still formatted like a checklist to give you that consistent experience.
Indentation: Sub-Projects or Sub-Tasks
At any point, you can “indent” a task or project so that it falls under the category of the one above it. And, of course, you can drag it up or down so that the item is assigned to the right parent. Parent Projects are helpful if you want to be able to view multiple lists at once, but still have them broken down by subcategory.
Yay! There is now an easy way to set up those pesky repeated tasks, without having to select any dates by hand. You can easily set up recurrences by typing something like “Every Wednesday” or “Daily at 3pm” or even “Every 5 days starting July 5th” into the due date slot. Todoist will interpret your request accordingly. It’s actually pretty fun to test the limits of the Quick Add date selector.
Sometimes life doesn’t go as planned. But that’s okay! Todoist has a built-in Postpone function that will shift your due date either one day or a full recurrence forward. You can always change the actual due date if you prefer, but this is a nice, quick fix that doesn’t make you feel so bad about yourself when you don’t accomplish everything you hoped to!
View Completed Tasks
This feature is pretty simple and neat. At the bottom of any project list, you can click a button to display all completed tasks. Plus, you can then uncheck them if you want to revive them on your checklist.
Now, of course, no app is perfect. But given the way I work and the features Todoist has, it’s a definite improvement over my previous system, or no system at all!
In short, I would definitely recommend you give Todoist a try at work, home, or both!
What are your favourite apps for getting things done?