Tool Finder - How to Use Todoist (2025)
The video explains how to effectively use Todoist for task management by utilizing features such as natural language input for tasks, setting due dates and deadlines, and prioritizing tasks with indicators like P1, P2, and P3. It highlights the importance of organizing tasks in the 'Today' area and using the calendar view for time blocking and planning. The video also covers advanced features like location-based reminders, task duplication, and integration with email for task comments. Additionally, it introduces the AI assistant for making tasks more actionable and the habit tracking feature for maintaining daily routines. The video emphasizes the flexibility of organizing tasks in list, calendar, or board views and customizing the inbox with sections and labels. Practical applications include using Todoist for personal and work tasks, setting reminders, and tracking habits to improve productivity.
Key Points:
- Use natural language to add tasks and set due dates in Todoist.
- Prioritize tasks with P1, P2, and P3 indicators for better task management.
- Utilize the calendar view for time blocking and planning your day.
- Leverage advanced features like location-based reminders and AI assistance for task optimization.
- Track habits and maintain routines using the habit tracking feature.
Details:
1. 🔍 Introduction to Todoist
- Explore Todoist's task management features, including project organization, labels, and filters.
- Discover the effectiveness of Todoist in managing tasks across multiple platforms.
- Understand Todoist's integration capabilities with other productivity tools to enhance workflow.
- Gain insights into how Todoist can streamline personal and professional task management.
- Learn about Todoist's user-friendly interface that supports productivity and efficiency.
2. 📅 Key Features Overview
- Explore the functionality of managing tasks in different areas, including the today area and calendar integration.
- Focus on the user interface design and how it enhances task management efficiency.
- Discuss automation features that help streamline daily task management.
3. ✍️ Adding Tasks with Natural Language
3.1. Configuring the Today Area
3.2. Adding Tasks with Natural Language
4. ⏰ Setting Due Dates and Deadlines
- Using Todoist, set specific due dates for tasks to ensure completion, such as an article due by Friday at 3:00 p.m.
- Differentiate between due dates (when to start or focus) and deadlines (completion dates) to enhance task management.
- Utilize hashtags and priority levels (P1, P2, P3) to categorize and prioritize tasks, with P1 being highest priority.
- Tasks without an assigned priority default to P4, indicating the lowest priority, making prioritization optional but beneficial.
5. 🔔 Reminders and Priorities
- Reminders can be set for tasks with varying priority levels, allowing users to manage their schedules efficiently on both desktop and mobile devices. Notifications can be turned off if desired.
- Premium members benefit from enhanced organizational features such as labels and number location for tasks, providing greater control and tracking capabilities.
- Collaboration is streamlined through a plus indicator that enables task assignments to other team members, simplifying task distribution.
- Each task supports detailed descriptions, subtasks, due dates, deadline dates, labels, and reminders, ensuring comprehensive task management. Setup for these features is intuitive and user-friendly.
- Desktop and mobile functionalities are optimized to ensure seamless user experience across platforms.
6. 📌 Advanced Task Customization
6.1. Location-based Reminders
6.2. Task Duplication and Sharing
6.3. Email Integration for Comments
6.4. Task Monitoring
6.5. Printing Tasks
7. 🔄 Habit Tracking and AI Assistance
7.1. Track Habit and AI Integration
7.2. Enhanced Task Management with AI
7.3. Efficient Project and Task Organization
8. 📆 Organizing with the Today View
- Quickly add and associate tasks by dragging them into specific projects, ensuring they are organized by due date for easy retrieval later, enhancing workflow efficiency.
- Utilize custom fields to filter tasks based on when they were added or their labels, allowing for precise organization and easy retrieval, improving task management.
- Organize tasks by board and sections, such as links or ideas, to create a streamlined inbox area, enhancing task management and prioritization.
- Use the calendar view as a triage area to organize tasks without specific dates, providing flexibility and reducing clutter in task management.
- Set up the Today View to display tasks that need to be completed, ensuring focus on daily priorities and enhancing productivity, enabling efficient time management.
9. 📂 Managing the Inbox and Projects
- Using light mode for better visibility can reduce eye strain, improving task focus.
- The 'Today' view highlights tasks due on the current day, enabling daily prioritization and focus.
- Organize tasks by attributes such as project or priority to streamline workflow and enhance productivity.
- Utilize a calendar view for time blocking, which visually plans and allocates time effectively, reducing scheduling conflicts.
- Easily add or reprioritize tasks in board view, enhancing flexibility and adaptability in task management.
- Premium users can apply filters and labels, such as 'urgent' or 'waiting for response,' to refine task visibility and organization.
10. 🗓️ Calendar and Time Blocking
- Utilize priority filters to focus on important tasks, ensuring high-impact activities are addressed first.
- Designate a separate area for all-day tasks, which aids in overall daily organization and prevents overlap with specific time-bound activities.
- Track and review time allocations with specific metrics (e.g., 2 hours 45 minutes), enabling more accurate time management and adjustments as needed.
- Employ the week view for balanced planning, providing a broad overview of tasks without overwhelming detail, facilitating strategic planning.
- Move tasks seamlessly between different scheduled areas, allowing for flexible adjustment of plans and deadlines as priorities shift.
- Right-click to toggle between week views, easily adjusting and visualizing plans to suit changing needs.
- Implement smart sorting of tasks by priority and labels, which streamlines task management and increases efficiency.
11. 🔍 Exploring Upcoming and Habit Features
- The new list view allows free scrolling, enhancing planning efficiency by letting users view future tasks without stress.
- The calendar view now supports tracking future occurrences, aiding in habit formation.
- Users can create and track habits, like meditation, by setting them in personal areas and assigning them priority (e.g., P3).
- Habit tracking includes a streak feature, displaying continuous completion data, enhancing motivation.
- Setting tasks to repeat daily at a specific time ensures consistent habit tracking; users must correctly configure to avoid data loss.
- Future occurrences can be customized with labels to manage visibility according to personal preferences.
- Deadlines appear in the account preview but cannot be dragged; users must manage them within set constraints.
- The update focuses on improving organizational and planning capabilities, making it easier to visualize and manage tasks and habits.