Carl Pullein: Todoist is a powerful and customizable digital to-do app that helps users focus on important tasks through features like filters, labels, and boards.
Tool Finder: Cortex is an AI-powered note-taking application designed to integrate ideas and enhance productivity with features like AI chat and customizable templates.
Carl Pullein - Unlock Todoist's Secret Productivity Features Today
Todoist is praised for its simplicity and powerful engine that allows for extensive customization, helping users focus on daily priorities. The app offers features like filters and views to manage overwhelming task lists by prioritizing tasks using flags (P1, P2, P3) and labels. Users can organize tasks by importance, ensuring must-do tasks (P1) are completed daily, while should-do (P2) and would-like-to-do (P3) tasks are managed flexibly. Labels help categorize tasks into general groups like administration or chores, aiding in task management and reducing cognitive overload by preventing constant task switching. Todoist also supports board views for visual task management, allowing users to drag and drop tasks into columns based on priority or labels, automating task organization. Planning is emphasized, with recommendations to plan tasks the day before, using Todoist's features to align tasks with available time and priorities. The app's search and filter functions allow quick access to prioritized tasks, enhancing focus and productivity.
Key Points:
- Use Todoist's flag system to prioritize tasks: P1 for must-do, P2 for should-do, and P3 for would-like-to-do tasks.
- Organize tasks using labels for general categories like administration or chores to reduce cognitive overload.
- Utilize board views for visual task management, allowing easy drag-and-drop organization of tasks by priority or label.
- Plan tasks the day before to align with available time and priorities, using Todoist's features to enhance productivity.
- Leverage Todoist's search and filter functions for quick access to prioritized tasks, improving focus and efficiency.
Details:
1. šÆ Importance of Todoist
- Todoist is a preferred digital to-do app due to its simplicity and functionality.
- On the surface, Todoist appears simple and aesthetically pleasing, making it easy to use.
- Beneath its simplicity, Todoist has a powerful engine that allows for extensive customization.
- Customization features in Todoist enable users to focus on critical daily tasks effectively.
- Examples of customization include setting priorities, reminders, and recurring tasks.
- Todoist enhances productivity by allowing users to tailor their task management to personal needs.
2. š Customizing Your Todoist Experience
- The 'Today View' typically lists all tasks planned for the day, but many users find it overwhelming due to over-ambitious task additions.
- Use Todoist's flagging system to prioritize tasks: P1 (red flags) are must-do tasks, P2 (orange flags) are should-do tasks, and P3 (other flags) are would-like-to-do tasks. Limit P1 tasks to two or three per day to maintain a realistic task list.
- Flagging tasks helps focus on high-priority items first, reducing the feeling of being overwhelmed. Additionally, customize views by context or project to streamline focus.
- Consider integrating Todoist with calendar apps to visualize deadlines and balance workload effectively.
- Utilize Todoist's labels and filters to create personalized task categories, improving navigation and task retrieval.
- Explore keyboard shortcuts to enhance efficiency in managing tasks within Todoist.
- Regularly review and adjust task priorities and categories to align with evolving goals and projects.
3. š© Using Flags for Task Prioritization
- Red flags are used to denote must-do tasks, which are high priority (P1) and should be completed today, even if it requires extra effort such as working late.
- Orange flags (P2 tasks) are tasks that are preferable to complete in the morning, but there is flexibility in their completion time. They are used to help organize tasks in a chronological order on the calendar.
- For example, a red-flagged task might include submitting an urgent report due today, while an orange-flagged task could be preparing for a meeting scheduled later in the week.
- This flag system can be integrated with digital calendars and task management tools to streamline prioritization and ensure that critical tasks are not overlooked.
4. š·ļø Effective Labeling Strategies
- Utilize concise labels in task management systems like Todoist to enhance organization and focus. For instance, short labels such as 'admin' or 'chores' can help categorize tasks efficiently.
- Implement specific labels for various roles or tasks to allocate focused work sessions. For example, content creators can use 'writing time' or 'audio visual' labels to manage their schedule effectively.
- Avoid cognitive overload by grouping similar tasks. This reduces the need for task switching and enhances overall productivity, preventing end-of-day exhaustion.
- Implement time-blocking by allocating specific hours for different types of work, such as communications or deep focus tasks, depending on the task type.
- Assess the balance of time spent on client work versus communications to optimize daily productivity and ensure efficient time management.
5. š Mastering Filters in Todoist
- Todoist has integrated AI to assist users in creating effective filters, enhancing task management control.
- Keep filter designs simple for better usability and functionality.
- Avoid over-complicating filters, as complex ones often go unused, wasting time and effort.
- Create filters that align with daily objectives, such as focusing on 'Today' and 'P1' tasks to ensure the completion of critical tasks.
- Example: A filter like 'Today & P1' will highlight tasks due today that are of the highest priority.
- Advanced Tip: Use filters to categorize tasks by context, such as 'Calls' or 'Emails,' which can enhance focus during specific work sessions.
- Practical Example: Use a filter like 'Overdue & @Work' to identify all overdue work-related tasks, allowing for prioritized handling.
6. š Daily Planning and Focus
- Today's focus includes objective tasks, actionable tasks, and must-dos, serving as the core activities for the day.
- Success in completing daily objectives is at 90%, indicating strong adherence to planned tasks, but falling below 80% signals a need to reassess priorities.
- End-of-day planning for tomorrow is recommended, taking 5-10 minutes to align tasks with available time, especially if meetings dominate the schedule.
- If seven hours of meetings are planned, limit task list to two or three items to ensure focus and feasibility.
- When objectives are not met, reassess priorities by identifying obstacles and allocating resources more effectively. This might involve delegating tasks or adjusting deadlines.
- For effective daily planning, use tools like digital calendars or task management apps to set reminders and track progress.
7. š Using Boards for Organization
- Task prioritization is achieved using Todoist flags with categories P1 (high priority), P2 (medium priority), and P3 (low priority), allowing for clear differentiation of task urgency.
- Boards in Todoist are beneficial for visual users, providing flexibility in organizing tasks by labels or sections, enhancing visual clarity and workflow management.
- Daily planning involves manual adjustment of tasks to ensure they align with current priorities, emphasizing the adaptable nature of Todoist for dynamic schedules.
- The Inbox in Todoist serves as a collection tool where tasks are initially gathered, then processed and categorized into projects like "This Week," "Next Week," or "This Month" for structured follow-up.
- By utilizing flags and labels, users can automate task categorization, significantly increasing efficiency and reducing manual sorting.
- Boards specifically enhance task management by allowing users to visually track progress and move tasks across different stages or categories, which can improve workflow visibility and task completion rates.
8. āļø Automating Task Management
- Implement a priority system (P1, P2, P3) to automatically sort tasks, enhancing task processing efficiency.
- Plan the day before to work systematically through tasks in a board view, optimizing flow and reducing task overload.
- Conduct weekly planning sessions focusing on the 'this week' folder for immediate tasks; other lists remain secondary until needed.
- Organize tasks by date (e.g., Monday, Tuesday) to maintain a clear overview and redistribute tasks as necessary.
- Utilize Todoist's powerful views and filters, exploring these features to enhance productivity; beginners should leverage the help website for learning about filters.
- For more detailed guidance, refer to resources available in the show notes.
9. š Advanced Search Techniques
- Implement filter queries such as 'today and P1' in search boxes to view only high-priority tasks, optimizing task management.
- Use labels and filter queries to efficiently access tasks related to specific projects or communications, supporting focused work environments.
- Group tasks by category instead of switching between different tasks to reduce cognitive overload and improve end-of-day productivity.
- Focus on managing time rather than the number of tasks to reduce stress and improve work efficiency.
Tool Finder - Kortex could be onto something...
Cortex, created by YouTuber Dan Co, is an AI-driven note-taking application that aims to serve as a 'second brain' by integrating various ideas and enhancing productivity. It is available on web, Windows, and Mac, but lacks mobile versions. The application is free for basic use, but advanced AI features require a $10 monthly subscription. Cortex stands out with its AI-centric features, allowing users to change language models and extract insights from sources like YouTube videos. It offers a capture feature for attaching important notes and tasks, and a library for organizing insights. Users can create reusable templates, export documents to markdown, and utilize focus mode for distraction-free work. However, it lacks offline capabilities and mobile apps, which limits its on-the-go usability. The capture mode can be confusing, acting more like comments than practical notes. Despite these drawbacks, Cortex is ideal for creators, writers, and thinkers who benefit from a structured, AI-enhanced workspace.
Key Points:
- Cortex integrates AI to enhance note-taking and idea organization, offering features like AI chat and customizable templates.
- Available on web, Windows, and Mac, but lacks mobile apps and offline mode, limiting on-the-go use.
- Free for basic use; advanced AI features require a $10/month subscription.
- Allows changing language models and extracting insights from YouTube, enhancing productivity.
- Ideal for creators and writers using the 'second brain' concept, despite some limitations in capture mode and mobile access.
Details:
1. š Introduction to Cortex: The AI Second Brain
- Cortex is an AI-powered second brain, designed to integrate and synthesize information effectively, much like a personal productivity assistant.
- It combines functionalities similar to Google Documents, Notion, and Obsidian, offering note-taking, document management, and a knowledge graph all in one platform, enhancing user experience by consolidating various tools into a single application.
- Developed by Dan Co, a YouTuber with millions of followers, Cortex is poised to leverage this existing audience for potential market reach and user adoption.
- Cortex's unique functionality is its ability to organize and consolidate usersā ideas, aiming to improve productivity and information management across personal and professional spectrums.
- The application targets users looking for an advanced solution to manage and streamline their information and idea processes efficiently.
2. š ļø Key Features & Pricing of Cortex
2.1. Key Features of Cortex
2.2. Pricing Structure
3. š Document Handling & AI Integration
3.1. AI Workflow and Insights Extraction
3.2. Document Creation and Management
3.3. Export and Library Features
3.4. Sansama Task Management Software
3.5. Application Pros and Limitations
4. š Pros and š Cons of Cortex
- Cortex excels in content creation with AI features, allowing users to generate refined content like 30 tweets from a single prompt, enhancing productivity and creativity.
- The lack of offline capability is a significant drawback, requiring a constant internet connection and limiting its usability for mobile users without dedicated apps for iOS or Android.
- The free plan restricts functionality with only 10 uses of the key AI feature, which may deter users seeking extensive free access.
- The capture mode's design can be confusing, as it functions more like comments attached to notes rather than integrating seamlessly into the notes themselves.
