![]() Todoist’s activity log (now available on the Free plan, too) is a great way to look back at what you’ve accomplished. She always blocks out time, usually half an hour, to look back on her day, week, or month and rearrange. Gabriela finds the right task quickly by adding labels like and Do daily, weekly, and monthly reviewsīut her most important rituals are her reviews. Then, when it’s time for her to start her workday, she simply searches for the tasks that have both the and labels and begins. First, she adds labels to every task she has on her list. She doubles down on this method by using labels (now available on the Free plan). Need to schedule a meeting? Those are all on Thursdays. Receive a bill? Financial tasks are for Wednesdays. And when things pop up, she knows where to schedule them. She knows where she’ll be spending her time for the day ahead. She finds day theming - picking a day of the week to batch types of work - makes figuring out what to do next effortless. All of which helps her stick to her mandatory deep work time. And remember that Upcoming section with the calendar sync? She’s also able to slot in the meetings that could push her schedule around. She’s found that filling in her time blocks with the actual tasks she needs to get done gives her an idea of how long to spend on each. She plans her week ahead, adds the uncompletable tasks to each day, and fills in her completable tasks in the gaps. Unsurprisingly, the most important part of her entire workflow is her weekly review, each Friday. This way, she sees what’s to come so she can plan for all-hands meetings, one-on-ones, and more. Todoist gives her a gentle nudge to get out the door at 3:30 PM every day - which happens to be when the day is glowing in Southern California! Pull in meetings with a calendar syncĪnother way she manages to keep track of her time is an Upcoming section, that automatically pulls in the day and time of her Google Calendar events. Since Jackie finds that she’s terrible about leaving her desk in the afternoon, she uses reminders so she can’t forget. Lunch is an uncompletable task, since it has an asterisk and space (* ) at the beginning. From there she slots in the completable tasks she actually needs to check off her list, like writing social copy for upcoming campaigns, brainstorming for future posts, and updating specs for major projects. She begins her day with communication time, takes a break for lunch, and blocks a large chunk of time for focused and creative work. You simply put an asterisk and space (* ) at the beginning of any task. To ensure she aligns the way she spends her work time with her big goals - both work and self-care - she denotes chunks of time in her day with uncompletable tasks. Use uncompletable tasks for nonnegotiables She’s able to get the bird’s eye view of what’s to come, plan for the tasks in her queue, and also block out time for deep work, breaks, and getting things done. Jackie realized that board view would be the perfect way to visualize her week ahead, so she has one section for each weekday. Begin with a weekly schedule in board view Jackie lays out the week ahead with a calendar project in board view. It all comes down to her Schedule project which helps her get an all-important overview of her week. Mix up time blocking, calendar syncing, and weekly reviews.ĭoist’s social media extraordinaire, Jackie O., has found a way to schedule her week that helps her get deep work done, complete day-to-day must-dos, and also take healthy breaks. Find integrations and automations that make the work even smoother.Use different workflows for different types of projects - a simple list might work for Father’s Day shopping, but a shared calendar might work better for team planning.Start small, using one workflow at a time to try it out.Jot down your current frustrations - like needing a better way to sort and track article pitches or never finishing everything on your list.Especially now that all Todoist users (even if you’re on the Free plan!) have access to labels, filters, comments, calendar syncs, and more. We’ve rounded up seven of the most useful, real-life Todoist setups - all of which will help you power up your workflows. Here’s where methodology needs to come in. But, just as buying the perfect tennis racket and standing on a well-groomed tennis court won’t turn us into Roger Federer, tools alone won’t make us more productive. Shiny new tools with flashy ads make it easy to think that it’s the technology that is the culprit - if we could just pick the perfect app or notebook, we’d be successful and stress-free. But finding that workflow can be anything but a walk in the park. A frictionless productivity workflow can move even the most frazzled of us from overwhelmed and unfocused to calm and ready to tackle our biggest plans.
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