Using Todoist is an honour, I feel it’s one of the many productivity apps that seems to just work within my workflow without harming my motivation or speed of execution. This post will overview some of the many ways that you can maximise your time using Todoist.
- Reduce your task list
I’ve only recently discovered that this is the way forward for me. I’ve pretty much down-sized my task list from 25–40 tasks a day to 10 tasks. This will really help those who want to reduce clutter. In order to reduce or drop down to this amount of tasks I tend to filter each topic by importance as well as relevance. For each “task” I will have sub tasks within the comments and also spin-off projects that can occur from this task. In addition I will also add notes as well to help decipher these sub tasks and projects. I find the time-stamps as a useful feature inside comments too to help progression.
2. Turn off Reminders
I tend not to use the push notifications that Todoist offers. Although these can add some huge value, if you have more than 10 tasks a day it tends to get mental! I would really recommend instead dropping the Todoist app on iPhone or Android to your phone’s tray next to “Messages”, “Calendar” and some of the popular apps. Thesis here is that if you use your phone it’ll be present across your day as one of those 5 apps to use. Also in those 110 phone checks (on average) you do everyday I’m sure it’ll be on your radar.
Simply head to Settings > Apps > Todoist > Remove Notifications.
3. Minimise your Project lists
To maximise time I would recommend reducing the amount of Projects/Lists that you may have active. This really does affect how you organise your workflow. Keep it to a bare minumum and follow the following tips:
- If a month passes without using a Project folder/List — review it’s relevance
- Use some lists as collection containers — simply to collect things you find.
- Try and summarise the name of a project to encompass more activity. eg. Golf, Running to “Fitness” — unless you have lots going on in each.
4. Use “tod @ time” and “tom @ time” like crazy
I can’t tell you how useful keyboard shortcuts can be! It’ll take you from Todoist rookie to ninja in no time. I would highly recommend in the first 3 weeks of learning Todoist and inputting daily tasks, taking 3–4 minutes out to find 5–6 keyboard shortcuts from the Todoist website to master. Grab a post-it note and jot a few down for a reference guide. Two that I highly recommend would be “tod @ ___ AM/PM” and “tom @ ___ AM/PM”, these allow you to schedule tasks for “tod” or today at a specific time and also “tom” or tomorrow at a specific time. In practice this is speedy and easy to use — eg. ADD TASK > “Feed the cat” > TAB KEY > tod @ 10p > ENTER > ENTER — Task entered and timelined.
5. !!BE BOLD!!
This little hack become useful when you’d like to make something defined inside of your timeline of tasks. I use it when I’m trying to add more importance or priority to a task. Sometimes I even use it to highlight it to define what task I am most excited for — this tends to be !!GO FOR A RUN!!.
Simply type a task, and enter “!!” before each task and at the end.
I want to gather your thoughts on how this has helped to maximise some time, my top advice here is learn the platform well and get confortable using it.
I continue to build videos on my YouTube channel surrounding Todoist and I’d really love if you could share out this playlist to your friends.