The secret sauce of Todoist is its simplicity. With a clean, user-friendly interface, you can effortlessly add tasks, set deadlines, prioritize according to urgency, and even delegate tasks if you're part of a dynamic team. But don't be fooled by its minimalist design. Underneath lies a treasure trove of features and functionalities that can revolutionize the way you manage your time and tasks. Just like we've explored Notion tips, tricks and shortcuts and Trello shortcuts to help you make the most of these platforms, Todoist too has its bag of tricks to supercharge your productivity. From keyboard shortcuts to recurring tasks, labels, filters, and more, mastering these tips can help you wield this powerful tool with finesse.
Getting the Hang of Todoist
Finding Your Way Around
When you first pop open Todoist, you’re greeted with a clean, intuitive interface that's designed to help you stay focused and organized. On the left-hand side, you'll see a nifty navigation bar with sections like "Inbox", "Today", and "Upcoming". These sections are your personal time machine, allowing you to view and manage your tasks based on different time frames.
The "Inbox" is your catch-all bucket for tasks, while "Today" and "Upcoming" give you a sneak peek into what's cooking now and what's on the horizon, respectively. You also have the power to create custom projects, labels, and filters – but let's not get ahead of ourselves.
Creating and Managing Tasks
Creating tasks in Todoist is as easy as pie. Just click on the "+" symbol located in the top right corner of the interface or simply type into the "Add task" bar in the "Inbox" or any project. In the task creation window, you can specify due dates, assignees, priority levels, and add labels.
Managing your tasks is also a walk in the park. You can easily drag and drop tasks to reorder them, check them off when completed, or reschedule them as needed. Have a mammoth task that needs breaking down? No sweat, Todoist lets you create sub-tasks too.
Setting up Projects
Projects in Todoist are your secret weapon for grouping related tasks together. Creating a new project is as simple as clicking on the "+" symbol next to the "Projects" section in the navigation bar. From there, you can name your project, choose a color to represent it, and even add an emoji because who said organizing can't be fun?
Each project then acts like a mini to-do list, where you can add, organize, and prioritize tasks. This feature is a godsend for managing different aspects of a larger task or goal, or for separating your work tasks from your "remember to water the plants" tasks.
By getting a grip on these basic elements of Todoist, you're well on your way to becoming an organized and productive taskmaster. For more productivity hacks, check out our articles on Notion tips, tricks & shortcuts and Trello tips, tricks & shortcuts to further streamline your workflow.
Todoist Shortcuts and Tricks
Let's dive right into some of the clever manoeuvres and shortcuts that can help you become a Todoist wizard.
If you want to use Todoist like a pro, mastering keyboard shortcuts is an absolute must. These nifty command sequences can make navigating the platform and managing tasks a breeze.
- Quick Add Task: Hit 'Q' on your keyboard to instantly bring up the task creation window.
- Move to Project: Use '#', then start typing the project name to move a task to a specific project.
- Set Due Date: Type '!', followed by the due date or even natural language like 'tomorrow' or 'next week'.
- Assign a Task: Use '+' followed by the assignee's name to delegate a task.
This is just the tip of the iceberg — there's a whole ocean of keyboard shortcuts waiting for you to explore in Todoist.
Creating Recurring Tasks
One of the superpowers of Todoist is its ability to handle recurring tasks. With a few simple steps, you can set up tasks that repeat daily, weekly, monthly, or even annually.
Got a report due every Monday? Instead of manually creating a task for it each week, just create a recurring task. In the due date box, just type "every Monday," and Todoist will do the rest.
Using Labels and Filters
Labels and filters are like your personal assistants, helping you sort through your tasks and zeroing in on what needs your attention most.
Labels allow you to categorize tasks based on any criteria you choose—like location, priority level, or the amount of effort required. For instance, you could label tasks that you can complete while waiting in line as 'quick tasks' or flag high-priority items as 'urgent'.
Filters, on the other hand, help you get a custom view of your tasks. You can create a filter that only shows your 'urgent' tasks or one that displays everything due 'today'.
Mastering labels and filters can give you a level of organizational control that rivals that of any other productivity app. If you're familiar with Gmail's labeling and filtering system, you'll find Todoist's system a breeze. Check out these Gmail tips and tricks for a refresher.
Use Magical to Move Info to and from Todoist
Stop me if this sounds familiar. You've got a bunch of information on Tab #1 that you want to import into Todoist as a way to keep track of it. Or maybe it's just the opposite—you have some notes in Todoist, but now you've got to move them over to another platform like your email. Sound familiar? Magical is a free Chrome extension that makes this a lot less painless. It lets you automatically move information between tabs—no copying or pasting required.
Pro Tips for Mastering Todoist
Implementing the GTD Method
If you're keen on maximizing your productivity, it's time to get acquainted with the Getting Things Done (GTD) method. This time management technique, established by David Allen, is a perfect match with Todoist's functionality.
To implement GTD in Todoist, start by capturing everything that grabs your attention. This could be a new task, an email, a message, or even a random thought. Use Todoist's quick add feature to jot it all down, ensuring nothing slips through the cracks.
Next, clarify the tasks you've captured. What action is needed? If none, archive it. If it can be done quickly, do it now. If not, delegate it or schedule it. Todoist's task detail feature allows you to add all the necessary information for each task.
The third step is to organize. Categorize your tasks into projects, set due dates, and prioritize. Todoist lets you color-code your projects and tasks, providing a visual cue for your to-do list.
Reflect on your to-do list regularly. Review your upcoming tasks, adjust due dates, and reprioritize as needed. Todoist's filters and labels are handy tools for this step.
Finally, engage. This is where you do the tasks. With Todoist, you can set reminders, use the comments section for notes, and strike off tasks as you complete them.
Integrating with Other Apps
Todoist doesn't live in isolation. It can sync with a multitude of other apps, providing a seamless workflow. For instance, you can connect it with your Google Calendar to have all your tasks displayed in your schedule. You can also link it to your email client and create tasks directly from your inbox. If you're a fan of automation, connect Todoist to Zapier or IFTTT, and set up automated actions like creating a task from a starred email.
To illustrate this better, let's consider integrating Todoist with Gmail. Check out this gmail tips tricks shortcuts link for inspiration. Once you've linked Todoist with Gmail, you can turn an email into a task with just one click. This way, you won't forget to reply to that important email or follow up on that meeting request.
When you find yourself creating the same type of project or task list repeatedly, it's time to use templates. Todoist offers a vast array of templates for different use cases - planning a holiday, managing a meeting, or even writing a blog post. You can also create your own template if you have a unique workflow.
To use a template, create a new project, click on the add icon, and select 'Import from Template'. Choose the template that fits your needs, and voila! Your project is set up with all the required tasks. You can now tweak it to your liking.
Using templates not only saves time but also brings consistency to your tasks and projects. Plus, it helps you get started quickly, especially when you're not sure how to structure your project.
Remember, mastering Todoist is all about finding the techniques and workflows that work best for you. So, don't be afraid to experiment and tailor these tips to suit your needs. Happy organizing!
Advanced Features of Todoist
Karma Points System
Once you've got the basics of Todoist under your belt, it's time to dive into some of the more advanced features. One of these is the Karma Points System, a nifty little tool for self-motivation. The Karma Points System works by assigning points to your activities. Completing tasks, adding items, and using different features of the app all earn you karma points. The more active you are, the more points you get.
You start as a Beginner and can climb ranks all the way to Enlightened. The best part? You can track your productivity trends over time, seeing exactly when and where you are most productive. This feature, blending gamification with productivity, takes task management to another level.
Team Collaboration Features
Now, let's explore another advanced feature - Team Collaboration. Todoist isn't just for managing personal tasks. It's also a powerful tool for team collaboration. With this feature, you can share projects with others, assign tasks, and even comment on individual tasks for better communication.
Sharing a project is as simple as clicking the share button and entering the email address of the person you want to collaborate with. Once they accept your invitation, they can view and edit the project just like you. You can assign tasks to specific members of your team, ensuring everyone knows what they need to do. The ability to comment on tasks allows for real-time updates and feedback, keeping everyone on the same page.
Consider integrating Todoist with other apps your team uses for even better collaboration. For instance, if your team uses Slack for communication, integrating Todoist can streamline your workflow by allowing you to create and assign tasks directly from Slack. For more tips on how to best utilize Slack, check out these slack tips tricks shortcuts.
Similarly, Todoist can be integrated with Google Calendar, allowing you to see your tasks and deadlines in a visual layout. This can be especially helpful when working on projects with tight deadlines or many moving parts. Learn more about maximizing your use of Google Calendar with these google calendar shortcuts tips tricks.
In conclusion, the advanced features of Todoist, like the Karma Points System and Team Collaboration features, allow you to supercharge your productivity and effectively manage tasks, both individually and as a team. So go ahead, explore these features and become a Todoist pro!
Use Magical with Todoist to Save 7 Hours a Week
Looking for more tips and tricks to streamline your productivity? Check out our articles on Notion tips, tricks & shortcuts and Asana shortcuts, tips & tricks. They're chock full of valuable information that can help you become even more efficient and productive.
If you want to save even more time with Todoist, make sure to download the free Magical Chrome extension. With Magical, you'll be able to automate repetitive tasks, save message templates you can call up anywhere, and automatically fill out forms or spreadsheets by pulling information over from your open tabs. (No more copy and paste!) Give it a try today to discover how you can save an average of seven hours a week.