About this lesson
Sharing my full set-up to help provide context to each user on how they could be using Todoist.
Exercise files
Download this lesson’s exercise file.
Example: Full Todoist Set-up - Task.docx62.7 KB
Quick reference
Example: Full Todoist Set-up
Everyone loves to see how other people use tools in an effort to improve their experience. Taking a view from another person can help you break past many struggles you might have in your workflow. In this video we go over how I set up my Todoist account, as a Todoist user for 3-4 years now, I've been able to see and implement a lot of tactics from other Todoist users and maximising the feature set that Todoist has.
- Inbox - Place to jot down ideas to process later
- Today View - All tasks set up with due dates today, start with lower priority tasks and handle high priority tasks around mid-day with high energy and focus
- Next 7 days View - All tasks set up with due dates in the next 7 days
- Project folders - To keep tasks relating to one project in one place
- Stacks of project folders - DO / READ / PLAN for different kinds of projects
- Labels - Add additional factors to a task
- Filters - Queries to filter task
- Intelligent input
- Comments - Add more information, files, voice memos, emojis
- Karma - Daily goals, weekly goals, track days off
- Preferences - Change colour scheme
When to use
- Use if you'd like to get a better idea of what a workflow looks like inside of Todoist
Hints & tips
- Add emojis to project folder titles by choosing "Edit Project" from the three dots menu next to the title and copy & paste emojis from emojipedia or other resources
- Always keep an eye out on social media to learn how others use Todoist
- Follow the Todoist blog for regular updates on new features/methods
- 00:04 Hello, everyone.
- 00:05 Welcome back to Essential Productivity.
- 00:07 I'm your host Francesco.
- 00:09 And in this GoSkills.com course, we'll be covering everything about productivity
- 00:14 apps and resources, but also the sort of context around it.
- 00:18 Now in this feature,
- 00:19 we will be exploring the Todoist account that I've created over the years.
- 00:24 I put this up on my YouTube channel quite a lot,
- 00:26 because I want people to get as much knowledge as they can from it.
- 00:30 I'm someone who has learnt from other people.
- 00:33 So as you can see, this setup is totally different from what yours will be.
- 00:37 However, it might give you a few clues in terms of customization and
- 00:41 routine that you can apply to your own productivity.
- 00:45 This is my today setup, you might be able to detect that you've added a few tasks.
- 00:49 However, you haven't maybe associated it to time.
- 00:52 Now as you can see in my Todoist, I setup everything based on time.
- 00:56 So I have like a chronological order to all of my tasks.
- 01:00 I've got everything from 1 PM to 5 PM today and everything is associated neatly.
- 01:06 Now, I use the due dates over here. The day before
- 01:09 I set everything up in advance.
- 01:11 So if I'm looking at tomorrow, I can see at a glance,
- 01:14 all of my tasks that I'm doing.
- 01:16 Obviously, I'll refine this tonight.
- 01:18 Making sure that I get the right timings and information right, but I have all of
- 01:22 the activities that I've got coming up for the next seven days associated to time.
- 01:27 Of course, that changes as you can imagine with everything.
- 01:31 But this is a really neat way for me to quickly organize that and
- 01:34 I can quickly change the times, and information.
- 01:37 I have these project folders down the side, these are all my project folders and
- 01:41 they are a great way for me to organize all my activities.
- 01:44 I use emoji next to them, so if I just click edit project.
- 01:46 For example, I will copy an emoji just using copy and paste.
- 01:50 I'll type in Emojipedia, copy that emoji and bring it over.
- 01:54 That way, I can have really neat icons and a way for organizing myself.
- 01:58 I have three core project folders.
- 02:01 I have one big stack called DO, which integrates all of my projects and
- 02:05 activities.
- 02:06 I have READ, which is some reads that I find useful across my day and
- 02:10 PLAN as well which covers anything that I will cover in my week review which is
- 02:15 an important part of my week.
- 02:17 I sit down after seven days from the week before and I actually just evaluate.
- 02:22 What has been positive this week?
- 02:25 Where do I need to improve and other items for opportunities.
- 02:28 Up here as I was mentioning in the Inbox section, I use a inbox to help just
- 02:33 basically add and dump items in and get back to it later whether it's ideas or
- 02:39 whether it's articles or resources like that.
- 02:42 I can quickly add everything there and it's great way to keep productive.
- 02:46 As you can see and what I mentioned last one,
- 02:48 I used a label function to help associate my task to information and
- 02:52 I've heavily used that intelligent input which I mention in the first feature.
- 02:57 I have a premium account, so I like to use the function of the comments.
- 03:01 I've got to go on a run, but I'll also swing to the shops at the same time.
- 03:05 So I will pick up mince, mushroom, mascarpose pasta sauce,
- 03:09 tomatoes, cheese, milk.
- 03:10 So these are all things that I have added there. You can add different things
- 03:14 like voice memos or files, etc.
- 03:16 However, I tend to just add that in.
- 03:19 The good thing with the quick assign features, I can quickly access that
- 03:23 and is very simple and easy to use.
- 03:24 Well, I don't really use anything outside of that too much.
- 03:28 I like to plan my day in advance.
- 03:30 This will be planned tonight and the next day with that,
- 03:33 which is a very handy way for me to organize everything.
- 03:37 I like to, if I need to quickly access an activity, I'll click in that and I'll
- 03:41 actually go and click into that project and edit everything in the project.
- 03:46 But everything seems to be really simple and easy.
- 03:48 As you can see,
- 03:49 the only thing I would say is I start my day out with the P3s and P2s.
- 03:54 So I get a sort of steady workflow productivity and then mid day,
- 03:58 everything gets very red which is good.
- 04:00 It means I need to focus my attention on the intensive tasks and
- 04:04 then I'll slowly relax my day in the afternoon.
- 04:08 I also use the Todoist Karma feature.
- 04:10 So up here, there's Todoist Karma.
- 04:11 You can keep track of all of the completed tasks.
- 04:14 You can set yourself a daily goal.
- 04:16 My daily goal is fine.
- 04:17 I tend to blow that out of the water most days.
- 04:19 So I probably need to move that up and you can have a weekly goal set too,
- 04:23 which is fantastic.
- 04:24 And these can be accessed through the Karma settings and
- 04:27 goals, and you can also keep track of what days off that you have as well.
- 04:31 So that's a neat way of keeping track of your productivity and
- 04:34 you have this lovely graph.
- 04:36 You can view any completed task too, so it's very enriching.
- 04:40 Now, the other thing before we move on is the preferences.
- 04:44 You can actually go into the preferences and actually change the theme,
- 04:47 which is an important part of your Todoist experience.
- 04:49 I use clover at the moment.
- 04:51 However, I'll probably move to another thing very soon just to shake things up.
- 04:55 But that's something that you can do and change and modify.
- 04:59 I hope you enjoyed this overview.
- 05:01 We'll be moving onto the next feature which will be hours which is a time
- 05:05 tracking resource that I think you'll really enjoy.
- 05:08 Make sure to have a great day.
- 05:09 Keep productive and I'll see you guys for the next feature.
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