Todoist has been my choice of task management app for almost a year now. In that time I’ve learned a thing or two about it. Here are ten tips to help you get the most from it.
It worth noting that most of these tips can only be used with a premium subscription to Todoist. At just $29 (US) per year for a subscription to Todoist Premium, that’s less than the cost of a cup of coffee a month. Bargain if you ask me.
1. Archive Projects For Better Focus
While you might like to be organized by amassing a collection of tasks in a number of different projects, you probably won’t be able to work on all these projects at the same time. Not a problem. Simply create your project with its tasks and then archive it to work on it later. Archiving the project keeps it out of active tasks but also keeps it out of your focus.
The archive command can be found in the menu that appears when you hover over a project with your mouse and click the ellipsis on the right hand side of the highlighted section. At the bottom of the menu that appears you’ll find the archive command.
2. Create Linkable Tasks
Sometimes we would like to reference something online in a task. It might be support material for the task or a product relating to the task. How nice would it be to include that URL in your task? Well you can! Todoist uses the following syntax to include URLs in a task:
http://matthewlang.co.uk (Must hire this guy!)
This will create a nice clickable link in your task and will also hide that nasty long URL.
Bonus tip: As well has hyperlinks you can also include bold or italic text in your task!
3. Capture Tasks With Email
Todoist is available on lots of different devices and platforms. If you have a desktop, laptop, tablet or smartphone then there’s a Todoist client made for it. What if you’re using a public computer to check your email and you’d rather not sign in to Todoist on it?
Tasks can easily be added to your projects and inbox by emailing the task to Todoist. For each inbox and project, there is a seperate email address that allows you to email tasks in. Simply send an email to the correct address that can be found in the tools section of the inbox or project, and use the subject as the name of your task. Hit send an it will be added to your list of tasks on Todoist.
To find out the email address for your inbox and projects, click on the tasks actions icon at the top right hand side of the list. On this menu you’ll find the Email tasks to this project command where it will show you the email address you should send your tasks too.
4. Location Based Reminders
Reminders are great for when we do things at a set time or date, but what if you’re running late? Instead of setting a reminder for a time or date, why not set a reminder for the general area that a task or project relates to?
Got a meeting with a client downtown at your favourite coffee place?. Set a reminder when you arrive at this location to get the coffees in before your client arrives. A nice way to start the meeting on a positive note!
Location based reminders can be found when you edit a task and hit the reminders icon. Simply flip the reminder from a date and time to a location and you’ll be able to the reminder for a location.
5. Backups for Accidents
Deleted a project by accident that contained a list of tasks you entered the day before? Don’t worry. Todoist’s premium plan backups up your entire to do list every day. Just download the latest backup of your list from Todoist and re-import that project to save yourself the time of creating it all over again.
Backups can be found in the settings section of Todoist under the Backups tab. A list of recent backups is always kept here.
6. Group similar labels by colour
Labels in Todoist are a great way to group tasks, but Todoist only offer so many colours to choose from. What if you run out of colours? Easy, group similar labels by a single colour so that not only do they give you more choice of colours, each label has a contextual colour that is easy to recognise.
7. Recurring Tasks Save Time
At the end of every month I invoice a single client for the work I did for the month. I’ve been doing this for over a year. Recently though I got fed up re-creating the same task in Todoist. Using Todoist’s ability to create recurring tasks, you can have the same task repeat at times that you need. No more re-creating the same task over and over again!
8. Start Projects Quickly with Templates
Starting a new project can involve setting the same tasks up as previous projects. Why bother creating the same tasks though? Templates are plain text files that contain tasks that you can import into a project as a template.
Templates can be created from existing projects or by creating them yourself in a plain text file.
9. Learn the Keyboard Shortcuts
Using the keyboard is a great time saver when you know the right keys to press. It’s the reason why us developers are the most productive people on the planet. Right, that’s not 100% true, but pressing keys can still be quicker than figeting with a mouse.
10. Reviews Projects and Labels with the Visualiser
When you view your Karma score there’s a link to viewing all the completed tasks you have done. When you click this you can analyse how many tasks you have completed over a period of time for a project or label. This is great to use for reviewing your progress on a project.
There we have it. Ten tips for Todoist. Now go forth and be productive!