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Example: Full Todoist Set-up

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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
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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 
Login to download
  • 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.

Lesson notes are only available for subscribers.

Todoist Filters
04m:12s
Introduction to Hours
03m:34s
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