7 Real-Life Todoist Setups to Steal

Copy the powerful workflows of productivity experts

If you can’t seem to find your flow …

Jackie lays out the week ahead with a calendar project in board view.

Begin with a weekly schedule in board view

Use uncompletable tasks for nonnegotiables

Lunch is an uncompletable task, since it has an asterisk and space (* ) at the beginning.

Add reminders for breaks

Pull in meetings with a calendar sync

Complete a weekly review

App callout note: Tip: Learn how fitness influencer Meg “Squats”...

Tip: Learn how fitness influencer Meg “Squats” Gallagher time blocks in her Apple Calendar with a Todoist calendar feed plus due dates and times on every single task.

If you're having a hard time sticking to a routine …

Gabriela keeps all her rituals, from the daily to the quarterly, in a single project in board view.

Start with day theming

Label everything

Gabriela finds the right task quickly by adding labels like <em>@daily-routine</em> and <em>@office</em>.

Do daily, weekly, and monthly reviews

If you have too many tasks due today ...

Carl uses a filter to see the work he has due tomorrow (and what he needs to reschedule from today).

Set priority labels

Add in communication labels

Create filters, and add them to favorites

Carl also has a filter called <i>Tomorrow's Work</i>, showing tasks due today and tomorrow (<em>today | tom</em>) that are not low priority (<em>!p4</em>).

Review and plan

If you can’t keep your team on the same page …

Create a calendar using board view

App callout note: Tip: You can also use board view...

Tip: You can also use board view for personal calendars, too. Clyde, in Doist customer support, has a dedicated yearly calendar for important dates. Once the birthday, anniversary, or holiday is complete, he adds notes in the comments so he can improve the following year!

Each month gets its own section, complete with tasks with recurring dates and plenty of comments.

Move projects through a visual pipeline

This visual productivity workflow provides an overview of every blog, from planning to publication, so nothing gets lost in the shuffle.

Create DIY templates for recurring projects

Coordinate with other teams with comments and files

Becky uses task details, due dates, links, and a thorough comment to request supporting graphics for a blog.

App callout note: Tip: Use uncompletable tasks to add important...

Tip: Use uncompletable tasks to add important documentation and instructions to shared projects.

If your tasks are scattered everywhere …

Send emails to Todoist

Turn messages into tasks

The integration makes it effortless to create, assign, and complete tasks right from Slack.

Get @mentions in Todoist

Add work details to tasks

Transform tasks into calendar events

Add tasks on the go with shortcuts

By enabling the <strong>Show in Share Sheet</strong> option from the <strong>three dots icon</strong>, Panos is able to select the shortcut from his share options anywhere on iOS!

Remember to read bookmarks

App callout note: Tip: Get more integrations tips and example...

Tip: Get more integrations tips and example workflows for consolidating all of your tasks into Todoist.

If you have a hard time maintaining your energy levels …

Daily When Tracker which lets you track your activities, mental alertness, and
energy.

Label every task based upon energy

Create custom filters for each energy level

There are nearly endless <a href="https://www.todoist.com/help/articles/introduction-to-filters-V98wIH">filter options</a>, from keywords to due dates to assignees.

Schedule breaks with reminders

If you’re always on the go …

Keep Todoist with you everywhere

App callout note: Tip: Here are 11 fast ways to...

Tip: Here are 11 fast ways to get tasks off your mind and onto your list.

Capture tasks, handsfree

Say "Hey Google, ask Todoist to add a task buy tomato sauce today."

Use widgets to add often-used tasks

The productivity widget gives you an overview of your current productivity stats and your current Karma score.

App callout note: Tip: You can make Todoist part of...

Tip: You can make Todoist part of your bedtime routine by adding shortcuts to the app in your new iOS 14 Wind Down settings.

App callout note: Tip: Willian goes a step further and...

Tip: Willian goes a step further and uses an IFTTT connection to send a message to his family group chat each time he checks off a list in their shopping list. That way, his wife doesn’t double up on the toothpaste that he’s just bought.

Sort your tasks in two clicks

Neil can sort his tasks by the date they were added, to check very old items off his list.

If you need some inspiration ...

Aer Parris

Aer Parris is a product marketer at Doist.

Todoist Tips