For the last five or six years, I’ve been using a combination of Todoist and Trello to manage my various to do lists and projects but since Doist introduced Todoist Foundations last year, I’ve had to revise how I think about how I organise myself.
Every Sunday evening I sit down to review the previous week and plan the week ahead. This is my weekly review, a discipline that I adopted after reading Sally McGhee’s book Take Back Your Life in 2003.
One of the first things I do during my weekly review is read a document I wrote in October 2017 that I called The Discipline™. Occasionally, I update it to keep it fresh and relevant; it’s a living document.
It’s a reminder of what is important to me right now, what I should be focusing on. It’s like a little manifesto for my life—something to give me direction, to help me prioritise.
I used Outlook tasks a lot on both my desktop PC and my mobile phone (Windows Mobile then Android), so my requirements were:
Must be cloud based.
Must sync quickly between mobile and desktop.
Must have a native app for both Android and Windows 8.
Must be able to handle multiple contexts/projects.
Must be affordable.
Should have a usable Android widget to both add new tasks and view a particular context/project.
The first application that I consider was Wunderlist which I had trialled a few years ago before moving to Exchange. I thought it was time to give it another go.
I migrated my tasks into Wunderlist and used it for a few days.
I really love the aesthetics of Wunderlist. It looks uncluttered and simple, and I selected a rich wood-effect background to complement the dark grey wood wallpaper both my PC and smartphone.
Following the GTD methodology, I was able to create multiple contexts (e.g. computer, desk, finance, garden, home, shopping, etc.). Moving tasks from one context to another is as simple as dragging and dropping tasks. Further details can be added to individual tasks (due date, reminders, subtasks and notes).
I really liked the ability to star important or favourite items, and to view all tasks, grouped by context in the order shown on the left-hand sidebar.
Wunderlist was looking promising, and I probably would have continued to use it had it not been for two issues.
The first issue I had was more of a niggle: the Android widget it really fiddly to use. I love that you can scroll left and right between contexts but I found with my not-too-enormous fingers that I had to jab at the screen four or five times to hit the sweet spot before it moved.
The second is a known problem: there are sync issues between Wunderlist 2 and 3. The web interface and Android both use the newer version 3, the Windows 7 application uses version 2. When I used both in conjunction I discovered discrepancies in my data.
I didn’t want to use the Windows 8 modern UI app or have to access my lists through Chrome, and the niggle with the Android widget was enough to get me looking elsewhere.
I’ve long been a fan of Trello from Fog Creek Software. We use it extensively at work, and I use it to manage all my personal projects. So I quickly migrated my tasks from Wunderlist to Trello and used it for a few days.
As much as I love Trello for managing larger projects I didn’t really warm to it as a simply list/task application.
Contrary to my experience with Wunderlist, I was quite happy to use the web interface but then that’s how I have used it for the last few years. The Android app is great and improves with each release.
The Android widget didn’t give me the information that I needed, though: it isn’t granular enough for my requirements. All it offers is a list of cards assigned to me, optionally grouped by due date. The problem here is that it lists EVERY single card assigned to me, starting with those cards that are dated in the past. Right now that is 461 cards. All I wanted to see was all the cards within a particular board, or even better within a particular list on one particular board.
That was when I discovered Todoist which appears to be available for just about everything: web, Android, iOS, Windows, Mac OS, web, Outlook, Thunderbird, Gmail and Postbox. I’d love to see a plugin for eM Client—that would make my productivity life complete!
Todoist has a very minimalist and uncluttered look. On the left are your contexts, which Todoist calls Projects. It also offers labels and filters, but I don’t use either.
For the third time in a week I migrated all my tasks to yet another application. But this time they’ve stayed there… the ones that I’ve not checked off.
Todoist has met all my requirements. It is cloud-based, the Windows and Android apps work beautifully, I can add multiple contexts/projects, can easily drag and drop items from one list to another.
The Android widget does exactly what I need as doesn’t suffer from the same navigation issues that I experienced with Wunderlist. I’ve found that I use that a lot now, and the big plus (+) in the top-right corner of the widget allows me to add tasks quickly to any of my existing lists, and assign a due date too if I need.
The only thing that I miss from Wunderlist is the ability to view all tasks in one long list, [see correction below] but something that I found myself using much more than I ever did with Wunderlist is scheduling tasks. This is probably because Todoist offers two new views: ‘Today‘ and ‘Next 7 days’. (A perfect example of how user interfaces can affect user behaviour.)
CORRECTION: I’ve discovered a “View all” option listed under Filters. This lists all tasks by project. I wish there was a shortcut for this at the top of the application.
What is quite fun too is that Todoist shows your productivity trend and gives you points (which it calls ‘Todoist Karma‘), which I guess is there to help motivate you.
When you tick off items your points go up, when you don’t your points down.
I’ll definitely be sticking with Todoist for the foreseeable future, and I may even buy the upgrade to Todoist Premium which is a snip at GBP £18.00 per year, which gives you more project and label colours, task notes and file uploads, reminders, iCalendar feeds, etc.