Discover 11 fast ways to get tasks out of your head and into your Todoist, including voice commands, automations, homescreen shortcuts, and more. Break it up into small, actionable tasks Small tasks are easier to complete than big ones, so break big tasks into a number of smaller sub-tasks that can be completed in one hour or less. Exploring the ways you can share an individual task between professionals or friends by using Todoist's project sharing function and sharable tasks. You can’t share individual tasks or subtasks or invite others that way. Todoist not only allows you to share projects with others, but you can also assign individual tasks to team members.
I use Todoist since 2015 and there is a lot of way you can organize tasks. Does not matter which system you follow. There is maybe something you can take from this setup.
Todoist Projects
Everything starts with my Areas of Focus. Those could be anything which does not end. For example this Blog, my Work, my Hobby (Smart Home), my Family or simply Myself. I found Todoist Projects being the best for this.
Todoist Sections
Those areas can have different flow. The blog tasks will go from idea to draft to ready to published while my work will go from Backlog to Next Up to In Progress or Blocked. Todoist Section is perfect to display this flow. I can drag and drop easily the task between section which allow me changing easily the state of the project. The Board view make it even better !
I decided to use those state instead of a time based setup (like this week, next week, this month, next month) because I don’t want to feel bad postponing a project. It is already hard to postpone a task from the Today view.
Todoist Share Tasks Free
When it comes to review my projects I will have questions based on the state of the projects.
- Blocked: Does it still blocked, can I do anything to unblock it ?
- In Progress: Is the next task defined ?
- Next Up: Can I start or do I want to start this now ?
- Backlog: Does the order still represent the priority I want to give to those projects ?
I will prioritize the questions depending on the type of review. For example during the daily review I won’t look at the Backlog.
Todoist Tasks
I am using the Todoist feature uncompletable tasks representing my projects. When we are in the Area of Focus Blog, the project can be “My Todoist Setup 2021”. When we are in my personal projects it can be “Landscaping behind my house”.
The subtasks section will contain all tasks making the project going forward. The comment section will have all ephemeral information because I will write in my note/wiki app the information which need to stay for ever.
Todoist Filters
Todoist Task Duration
During my review it can happen I want to see all projects in progress independently of the area. For that I create a filter like /In Progress* & !subtask. The same for blocked or Next Up section. Todoist filters are views for your setup. It is as well possible to see all subtask for your projects in progress with /In Progress* & subtask.
If project has a deadline. You can add a date to the uncompletable task and using a filter like before: 1st & !subtask & #🚀 Projects. This will give you the list of projects to finish this month.
Todoist Task Dependencies
Filters are so powerful when you know what you want to display !
The idea behind this Setup
Using this setup allows me to have the following benefits:
- Having Micro and Macro views of my projects and tasks
- Make sure I work on the right tasks/projects
- Having views for my reviews allowing me to focus on the right questions
- Easily manage projects state by a simple drag and drop.
Depending on Todoist new features this Setup can even become better.
This is it. I really hope you will be able to use something from this post.
Using recurring and repeating tasks in Todoist is a great way to save a lot of time and to stay on top of all of your tasks that occur regularly, or at least more than once.
When setting up a task in Todoist, to make it recurring you fill out the task information as you normally would, but when it comes to the time / date field you make some small changes.
For example, if you want a daily reminder you would type in “every day” in the date field and it would become recurring every day (remember – every day is ever day, including weekends!). If you only want weekdays you would type in “every weekday”.
There’s lots of date formatting options that gives repeating tasks a lot of flexibility – you can find more of them here on the Todoist date formatting guide.
This is also important to know about if you are using IFTTT and Todoist – you’ll need to make sure you have your date formatting correct or you may run into some real issues.
(You can find out more about integrating IFTTT and Todoist to automate some really handy processes here: IFTTT & Todoist Gmail Automation Article)
Another area where date formatting for recurring tasks can come in handy is setting start and end dates.
As an example, let’s say you had a project with a new task that came up, but you only need reminders through the end of the week. If today was March 23 and Friday was March 25, you would type in “every day ending March 25”. You can also do this for starting dates to set up a recurring task in the future!
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