Question

What is your favorite to-do list app?

Especially for personal to-dos and tasks that you need to accomplish outside of your team, what is your favorite app and tricks for getting the most out of it?

Mentioned
#Asana #Todoist #Trello #Google Workspace #Project Management #Slack #Superhuman #ClickUp #Notion
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dharmesh's avatar
10 months ago
Starring email is my to-do list

Most things I need to do originate with an email. So, just "star" it.

If I need to add something to my to-do list I just email myself and star it.

36 points
forouzani's avatar
@forouzani (replying to @dharmesh )
10 months ago

I use the same strategy - I use Gsuite's multiple inbox to show starred emails in a different list, so I know what my todo list is as I star (and archive) emails.

5 points
awwstn's avatar
@awwstn (replying to @forouzani )
10 months ago

I use external to-do lists as well, but I do treat the inbox as a to-do list, with a system loosely based off this blog post by @krarick from 2013: https://xph.us/2013/01/22/inbox-zero-for-life.html

4 points
bludrop's avatar
@bludrop (replying to @dharmesh )
7 months ago

I have found Sortd to be essential in managing "to do"s in my inbox. It basically converts emails into a kanban board that is overlayed on top of email. You can also add new tasks directly to a list (without an email).

4 points
maguay's avatar
@maguay (replying to @bludrop )
7 months ago

Nice find—thanks for sharing!

1 point
faruque's avatar
@faruque (replying to @dharmesh )
8 months ago

If you're on the Microsoft O365 platform, then Microsoft Todo integrates nicely with Outlook flagged emails.

4 points
maguay's avatar
@maguay (replying to @faruque )
8 months ago

Does it automatically turn flagged emails into tasks?

1 point
DimaKanbanize's avatar
@DimaKanbanize (replying to @maguay )
7 months ago

Entering this thread, I was expecting the standard suspects for to-do apps which honestly have never worked for me. Surprised to see so many people using email as the to-do app.

The company I work for had an attempt at creating a second product (flow-e) just for visual email task management but it didn't seem like the market was ready, so the software was permanently set on a Free-for-all plan. Yet, I can't imagine my life without it today and hope they don't cut it off.

4 points
maguay's avatar
@maguay (replying to @DimaKanbanize )
7 months ago

It's pretty cool—email's one of those universal constants of life it seems.

What do you like about Flow-e versus other to-do list apps?

1 point
DimaKanbanize's avatar
@DimaKanbanize (replying to @maguay )
7 months ago

It's the fact that Flow-e is actually an email client but with a visual task board - so I don't need to copy or tag anything - all request just are there and then I can organize them properly.
Compared to standard to-dos, the huge difference for me is that I see more than just a task itself but also its status within the context of my actual workflow too. That comes with an ability to filter and zoom in on just one project at a time or check if a delegated email got taken care of.

(I'm a big fanboy of this tool and it's hard for me to not spill out into a little novel here, so I'll stop before someone thinks I've been paid to do that haha)

1 point
faruque's avatar
@faruque (replying to @maguay )
8 months ago

Yup, then you can put them into your "My Day" section to focus on your daily tasks.

3 points
shorcap's avatar
@shorcap (replying to @dharmesh )
6 months ago

The note to self feature on Superhuman is amazing for that, especially if your starred split includes emails sent to self.

When using mobile, I use the braintoss app to send myself an email(either as text, voicenote, or image), which automatically goes into my starred split.

2 points
maguay's avatar
@maguay (replying to @shorcap )
6 months ago

I had entirely forgotten about the note-to-self features in Superhuman—thanks for the reminder!

Does Braintoss transcribe audio to text?

1 point
shorcap's avatar
@shorcap (replying to @maguay )
6 months ago

Braintoss does transcribe. The email will have the transcription with the audio file attached.

It’s a bit dodgy, though, with the transcription, but tenable when spoken a bit slower.

2 points
b_bradley's avatar
@b_bradley (replying to @dharmesh )
7 months ago

I have too many apps. Most are distracting. Starring emails is the best way to do it. I intend to experiment with Gsuite's multiple inboxes at some point soon. I like that idea a lot.

1 point
ValentinGeffro3's avatar
11 months ago
Todoist

Easy to use and straight to the point!
And it's great that you have karma to keep up a good rythme.

17 points
samantha____a's avatar
8 months ago

Love todoist. Especially how it seems to integrate with any other tool I need it to, easily.

3 points
wimsy's avatar
@wimsy (replying to @samantha____a )
7 months ago

Yeah, when you really dig into how you can use integrations it's amazing what you can do.

3 points
quentindty's avatar
@quentindty (replying to @ValentinGeffro3 )
7 months ago

Really love Todoist. But for me, it would be perfect with a calendar view to better check future deadlines.

2 points
DePauwPieter's avatar
@DePauwPieter (replying to @quentindty )
7 months ago

They have actually just launched a beta version of something that is approaching a calendar today!

2 points
maguay's avatar
@maguay (replying to @ValentinGeffro3 )
11 months ago

It's wild how much the karma makes you want to keep accomplishing stuff, isn't it?

1 point
ValentinGeffro3's avatar
@ValentinGeffro3 (replying to @maguay )
11 months ago

So much. And really frustrating if you go on holidays ahah

2 points
rafa_atlantica's avatar
7 months ago

They just released a gmail integration so its super easy to create tasks from emails!

1 point
MislavCimpersak's avatar
10 months ago
Trello

Can add additional information to a to-do, can have a nested list in a to-do.

12 points
namtrok's avatar
@namtrok (replying to @MislavCimpersak )
7 months ago

Honestly I'm surprised at how there aren't more people using Trello. It by far and away does what I need and reflects how my brain works!

2 points
maguay's avatar
@maguay (replying to @namtrok )
7 months ago

Trello's amazing, though for me it feels better for project planning and seeing the status of tasks as they move through the columns, where a to-do list is more a straightforward of things to finish and check off. So when I've used Trello (or kanban boards in Airtable and Notion on more recent projects) I've used it for planning team projects, then I'll write my personal to-dos in a separate to-do list (on paper or in Things, for me) to check them off one by one.

2 points
zachshakked's avatar
11 months ago
Things

I love the simplicity of it. It's pretty and has great apps for Mac, iPhone, iPad. The syncing is perfect as well.

11 points
awwstn's avatar
@awwstn (replying to @zachshakked )
11 months ago

Looks pretty cool. Here's a link in case anyone's interested in trying it.

2 points
maguay's avatar
@maguay (replying to @zachshakked )
11 months ago

Things is amazing—switched to it a couple years ago for personal tasks and still haven’t found anything I like better.

1 point
brunoalano's avatar
@brunoalano (replying to @zachshakked )
7 months ago

It's the unique application that I don't feel "bad" for missing task dates

1 point
NBNite's avatar
11 months ago
Notion

A self-described "light CRM", Notion is an awesome tool for to-do lists and personal life management. I had initially explored the platform as a team-wide collaboration database but found it to be much better suited for external action items.
Smooth interface, nice features. Highly recommend.

10 points
max_hodges's avatar
@max_hodges (replying to @NBNite )
11 months ago

hare you tried Slite? I started with Notion but changed to Slite. I preferred the pricing plan (free!)

4 points
NBNite's avatar
@NBNite (replying to @max_hodges )
11 months ago

@max_hodges - I haven't but will give Slite a look. Hadn't heard about it until now :) Will keep you posted!

1 point
minglu's avatar
@minglu (replying to @NBNite )
7 months ago

Also used Notion as a todo list / weekly planner while working. Found it nice to be able to lay out everything exactly how I wanted it. Added bonus was that since my company used it easily add context to my todos by linking the right docs.

2 points
maguay's avatar
@maguay (replying to @minglu )
7 months ago

Being able to link to other content and embed stuff from other places is the best thing about Notion!

2 points
singareddynm's avatar
10 months ago
Todoist and Trello

Trello - better for tracking - by categories - over time
Todoist - one off things to do

9 points
nathansnelgrove's avatar
11 months ago
Omnifocus

I’ve used everything from Things, Asana, Basecamp, Todoist, and so much more for this. They don’t do it for me. OmniFocus understands that projects have due dates. It understands that some tasks can’t be started before a certain date, or before a previous sequential task is completed. It lets me build out custom views if I need to. And most importantly, it has a built-in review tool so I don’t lose track of my work. It’s the only tool that keeps me sane.

8 points
maguay's avatar
@maguay (replying to @nathansnelgrove )
11 months ago

Sequential tasks has to be OmniFocus’ killer feature. That and start dates, where everything else tends to list tasks by when they need completed.

6 points
nathansnelgrove's avatar
@nathansnelgrove (replying to @maguay )
11 months ago

The review is also under-rated, in my opinion. Keeps you from letting things slip through the tracks.

3 points
mrefranklin's avatar
7 months ago

Omnifocus has been “my jam” ever since they released it, nay even before they released it, back when it was Kinkless GTD. The key features for me are the ability to set project types (sequential vs. parallel tasks) and the ability to set “deferment” dates on tasks that cannot be dealt with immediately. I love sending tasks to the future when they will be ready for completion and not clog up my daily view.

2 points
nvs's avatar
11 months ago
Things by Cultured Code

Things is simply the simplest and most effective task management app I've tried. I've tried just about most modern GTD-style todo apps and haven't been able to leave Things for a decade. Todoist, Asana, Trello, and Notion seem reasonable for large teams and organizations but are overkill for personal tasks.

I really dig the new iOS Reminders app and think powerful automation such as "Remind me when messaging..." will really be killer differentiators.

7 points
rarjunpillai's avatar
11 months ago
Notion and Apple notes

Notion for all the awesome features already mentioned here. I use Apple notes a lot since it is easy, syncs super well across all the devices.

6 points
awwstn's avatar
@awwstn (replying to @rarjunpillai )
11 months ago

I do pretty much the same thing. Notion for most things, Apple Notes for quick notes.

4 points
LucCogZest's avatar
@LucCogZest (replying to @rarjunpillai )
5 months ago

I use Apple Notes mainly for (a) dictation; (b) drawing with Apple Pencil; (c) sharing notes with my spouse. But its AppleScript has always been limited (it serves useless IDs that are not persistent; its URLs can't be had through automation on macOS!), and it broke in Catalina.We logged issues Apple, which we documented on the Hook productivity website, but Apple hasn't fixed them.

2 points
tmvst's avatar
11 months ago
Notion, Bear

I use Notion for bigger stuff like a roadmap, content calendar, etc. It's also great if you need to collaborate on those things.

For the smaller day to day tasks and notes, I love Bear for its beautiful simplicity. Although it's exclusive to Apple devices (Mac OS and iOS).

6 points
adammckerlie's avatar
11 months ago
Todoist

Between the intuitive interface, ability for multiple projects and gamification this is the best Todo app.

6 points
codesushi_co's avatar
11 months ago
Pyrus App

used all of them and Pyrus seems to be my replacement for Notion

6 points
maguay's avatar
@maguay (replying to @codesushi_co )
11 months ago

Pyrus looks really nice, but haven't tried it yet. What's your favorite feature, and what got you to switch from Notion?

3 points
RussRothsteinIT's avatar
11 months ago
My favorite is ToodleDo

I've been using it for years. Light and single purpose.

6 points
maguay's avatar
@maguay (replying to @RussRothsteinIT )
11 months ago

That's awesome! I love their outline mode—super handy to brainstorm then turn the ideas into tasks.

1 point
kil0ran's avatar
10 months ago
None of them seem to suit me

Most often I end up pinning emails in Spark (GMail backend) as most tasks come in that way. Have tried many over the years but they don't seem to make me productive. ToDoIst was probably the best. Just wish Wunderlist hadn't been snaffled by Microsoft

6 points
maguay's avatar
@maguay (replying to @kil0ran )
10 months ago

That seems a popular tactic. I liked snoozing emails in Spark until they're due for a similar effect, to keep only stuff that needs done now in the inbox.

Have you tried Microsoft Todo yet? Curious how it stacks up to Wunderlist now after a few years of new features.

1 point
kil0ran's avatar
@kil0ran (replying to @maguay )
10 months ago

My challenge with ToDo is that it's not integrated with Spark (Wunderlist is). Currently, if you're using Teams as a work hub there's no tool to rule them all when it comes to managing work items. I get requests for work via multiple channels - email, Planner, social networks, Teams chat channels. I just want a method of adding those conversations/snippets to my my Planner with a single click. Clickup does it (man, I love that app) but unfortunately my team is wedded to Teams

3 points
maguay's avatar
@maguay (replying to @kil0ran )
10 months ago

Ohhh very interesting. Wunderlist did have a lot of integrations.

It’s also wild how many places messages and tasks can accumulate nowadays.

1 point
max_hodges's avatar
11 months ago
Basecamp3

after having used Basecamp, Asana, Trello, Google Keep, MeisterTask, Wrike, among others: I'm back to Basecamp.

Asana is technically more feature rich as a pure task list. But we feel Basecamp ticks off more boxes for us as a project management tool.

For quick, personal tasks, Google Keep is quite nice since it's syncs between mobile and desktop.

5 points
maguay's avatar
@maguay (replying to @max_hodges )
11 months ago

Did you ever use 37signals Backpack years ago? Loved that—and love how many of its features showed up in Basecamp 3. They've really built something special there. And it's priced very reasonably for teams that have more than 10 people, with the new free plan covering what most smaller teams would need.

1 point
bludrop's avatar
@bludrop (replying to @maguay )
7 months ago

I loved Backpack too! I haven't had a need yet for the new Basecamp Personal plan, but it's nice to know that many of Backpack's features have been included in B3.

2 points
maguay's avatar
@maguay (replying to @bludrop )
7 months ago

Yup, it's definitely been fascinating to see how Basecamp 3 is a remix of 37signals' best ideas over the past decades.

There's a free 3 project version of Basecamp now if you want to give it a try for personal use! Though I did love the idea of paying once for a single project with Basecamp Personal—super rare to have a pay once web app, and it didn't work out here either apparently.

1 point
arbdotdev's avatar
11 months ago
OneNote

While I realize this may not be a popular answer, this think that I like about OneNote is that I intuitive for use and almost everyone has it. This is important to me because if I quickly jot down some notes in a OneNote and later format it in to a to do list, I can just add someone to that page to share that list.

5 points
maguay's avatar
@maguay (replying to @arbdotdev )
11 months ago

OneNote is definitely one of the more unique notes app options. Love its OCR feature, since it lets you copy text from images (on Windows at least). I've used OneNote solely for that feature even while not relying on it as my main notes app.

3 points
faruque's avatar
11 months ago
Microsoft To Do

So far it's the only application I found that links flagged emails on Outlook to your to do list. If you rely on Outlook, then it's perfect.

5 points
maguay's avatar
@maguay (replying to @faruque )
11 months ago

Ohhh clever, neat to hear they've linked it. Did you use Wunderlist before Microsoft acquired it, and does Microsoft To Do now have all of Wunderlist's old features?

1 point
bludrop's avatar
@bludrop (replying to @faruque )
7 months ago

I don't use outlook, but I've been using To-Do for personal stuff, moving over from Wunderlist. I don't think it has all of Wunderlist's old features, but it's getting to have most of them I believe...

1 point
andrelimahere's avatar
11 months ago
Todoist

I've tried a lot of them. For me Todoist ended up the clear winner. Asana a close second.

Todoist, IMO, strikes the right balance between simplicity and versatility. And can be used effectively either solo or on a team.

Other things Todoist has going for it:
- Cross-platform
- Quick task creation
- Quick task modification
- Reminders (reminders are not on the free tier, though)

5 points
kenhiraoka95's avatar
11 months ago
Asana

I find it very useful and simple to use, and it is a good collaborative tool for small teams (5 people)

5 points
preshdkumar's avatar
11 months ago
Ivy

big fan of getivy.co for my personal to-do. Small team, but definitely on to something in the productivity space.

5 points
maguay's avatar
@maguay (replying to @preshdkumar )
11 months ago

Very cool, I hadn't heard of Ivy before. What's your favorite feature?

1 point
apogeecoaching's avatar
10 months ago
Todoist

Have tried many to-do list apps, and while it is certainly not perfect, it remains my number one choice.

5 points
maguay's avatar
@maguay (replying to @apogeecoaching )
10 months ago

It's definitely one of the most popular to-do list apps for a reason! What is your favorite thing about Todoist?

1 point
eduardoyi's avatar
11 months ago
Asana

I use it to keep track of the 2-3 tasks I need to complete per day. Plus, it's great to use the kanban-style layout to manage larger projects like our content marketing plan.

4 points
bbodien's avatar
11 months ago
Todoist

Simple and fast entry of items which are available cross platform - web and mobile. Easy segregation by project, and personal / work.

4 points
SteveMathew's avatar
11 months ago
Todoist

Their mission to provide the same user experience across desktop, mobile and apps. Just enough features to keep me interested but not too many that gets me confused.

4 points
bshyong's avatar
11 months ago
Microsoft To-Do

Cross-device syncing and it just works; no fancy features

4 points
awwstn's avatar
@awwstn (replying to @bshyong )
11 months ago

Microsoft surprisingly makes some pretty slick software! I used Outlook on iOS for years because I found it better than anything else out there.

2 points
bshyong's avatar
@bshyong (replying to @awwstn )
11 months ago

I use Microsoft Lens regularly—awesome for taking pics of whiteboards/diagramming. it will deskew and whiten the images magically

4 points
tdalene's avatar
11 months ago
Google Keep

Simple to use. Can share and collaborate on lists easily

4 points
rsmithanchorage's avatar
@rsmithanchorage (replying to @tdalene )
11 months ago

I like that it can convert text on photos to external text!

5 points
maguay's avatar
@maguay (replying to @rsmithanchorage )
11 months ago

Woah, I knew OneNote had that, but didn't know Google Keep had OCR too. That'd be very handy since I often write paper to-dos but still need to digitalize them.

1 point
revitup's avatar
10 months ago
Still choosing

I keep switching back and forth between todoist, Omnifocus, things and others. I like stuff about one - stay with it for awhile but then the shiny new app comes along and away I go :).

4 points
maguay's avatar
@maguay (replying to @revitup )
10 months ago

I've done the same for years. Settled on Things + paper to-dos right now, but let OmniFocus release a new version and I'll be tempted to the dark side again.

1 point
krogothyale's avatar
11 months ago
Notion

Notion My favorite to-do list app! Simple when it needs to be, complex when I want it!

3 points
LucCogZest's avatar
@LucCogZest (replying to @krogothyale )
5 months ago

Notion looks very promising. However, last time I checked on the Mac it lacked a scripting API, which means you can't bidirectionally link its items to information outside itself (with our Hook productivity app or home-grown solutions). Can't even use UI scripting for doing this. It's an electron app. There is an electron app that built a bridge for this kind of thing, 2Do app by Beehive Innovations, which works with our Hook productivity app (disclosure, Hook productivity is my company's app).

We'll be in touch with Notion to ask them for an API. In fact, I tweeted to them about it today in this thread

1 point
maguay's avatar
@maguay (replying to @LucCogZest )
5 months ago

Notion has said they're working on an API and recently listed it as a feature on their new Pro plan (after improving the Notion free plan with unlimited notes) so ... hopefully it'll come soon!

1 point
RobinMonks's avatar
11 months ago
Microsoft Todo

I find if I have more options to go in a wiki or note taker direction I’ll get lost in taking notes and not clarify down to the next action.

3 points
maguay's avatar
@maguay (replying to @RobinMonks )
11 months ago

That's a great reason for a focused app that only does to-dos!

1 point
Riley_S_Rodgers's avatar
11 months ago
Notion

Also use telegram for a running list of notes that are quick and more so for quick notes rather than detailed to-do's / project management

3 points
maguay's avatar
@maguay (replying to @Riley_S_Rodgers )
11 months ago

That's a super clever use-case of Telegram. I've done something similar with Slack's slackbot channel, and I guess this is a newer version of the old emailing yourself as a reminder idea!

1 point
adityarao310's avatar
9 months ago
Notion template

I think todo processes are very much your own thing. And customised for you. Everyone has their own way of prioritising and going through the day.

I have tried them all over the past 10 years and now been using my own simple template inside Notion for past years

3 points
maguay's avatar
@maguay (replying to @adityarao310 )
8 months ago

One reason I think there are so many to-do list and project management apps is that almost everyone has something slightly different they want from task management. That makes customizable tools better. That's why I've gone from Trello to Airtable to Notion now—each change was a bit more flexible and fit the way I needed to work better.

1 point
bonam's avatar
8 months ago
Superhuman + Notion

For all tasks that originate from email or require an email response, I star and label in my email (via split inbox created for tasks). This way, I can respond directly with the context available.

For other tasks, I use Notion and have a GTD kanban board set up where I have columns for: unassigned, Do Today, Do This Week, Do This Month, Do When Possible, and Completed (where you move completed tasks to). I have separate workflows for work and personal but with the same columns. Then every month, I create a new copy for the next month and archive the prior month (and delete all in completed).

There's certainly some overlap between the two, but this system is currently working well.

3 points
maguay's avatar
@maguay (replying to @bonam )
8 months ago

A split for tasks is awesome—I need to start using that!

1 point
joepayneco's avatar
8 months ago
I have moved away from relying on digital systems and now use an analog planner.

It has changed my world. Feels/felt counter-intuitive at first, but I realized the reasons I felt like I needed a digital system were really indicators of weaknesses I was leaning into.

"I can't search an analog task list." If I have so many outstanding tasks that I need a search feature to them, I'm probably not delegating or trusting other people enough.

"I can't easily look back at what I've done and when." I have not missed this even a little bit and really can't think of the last time I did it when I was using digital systems.

Using an analog system for goal setting, planning, and organization has forced a much higher level of touch and intentionality that has made me feel much more in control (or, at the very least, more aware) of how I invest my time.

That said, I haven't cut digital tasks out of my life completely. I use Things to capture stuff on the fly when I don't have my planner in front of me. Those items, as well as anything we might have in a project management system at work, gets added to my planner as-needed so I can keep myself focused on the right thing for the day.

3 points
maguay's avatar
@maguay (replying to @joepayneco )
8 months ago

I'm right there with you—I've been keeping a paper to-do list as my primary daily to-do list. My thing has been to use digital tools to track team tasks (so larger projects are mapped out in Notion, Airtable, or whatever else we're using for tasks) and Things as well to track more important personal tasks (esp. recurring things like paperwork and bills). Then every day I write a list of tasks and check them off on paper.

Weirdly, I've felt like I end up looking at my todo list less because I'm more likely to remember stuff when I wrote it down. And while I never looked back at digital planners, I do every now and then go back and look through paper tasks and notes and end up remembering things I'd otherwise have forgotten.

Plus it's an excuse to buy notebooks and pens :P

1 point
bludrop's avatar
@bludrop (replying to @maguay )
7 months ago

I also rely on sticky notes a lot for daily list tasks. Just tear it off when you're done!

2 points
joepayneco's avatar
@joepayneco (replying to @maguay )
8 months ago

Totally. I also think that the focus it creates helps with retention and contributes to looking at it less. I’m not distracted by everything else in there, just the small handful (my daily big 3, and maybe 1 or 2 smaller tasks) of things that need to get done that day. I use the Full Focus Planner system and it’s been great.

2 points
itsashcon's avatar
7 months ago

Man, if I can remember to use it, I’m a huge fan of ClickUp. Todo + team/project management in an excellent UI, can’t complain at all. But for all the other times, it’s either Slack or Superhuman reminders.

3 points
maguay's avatar
@maguay (replying to @itsashcon )
6 months ago

That's an interesting point: Sometimes the biggest hurdle in using new software is remembering to keep using it. Guess that's one advantage of to-do list apps you use with teams, as you're sortof forced to keep using them.

Have you found you've stuck with ClickUp more, and figured out ways to remember to use it?

1 point
ericjmurphy's avatar
7 months ago

Just switched from Wunderlist to Todoist. There was nothing wrong with Wunderlist, but I got a message from them saying ‘Wunderlist is going away, so sign up for Microsoft to-do’.
I don’t have the pain of Microsoft anywhere else in my life, I’m not starting again!
I must say that while Todoist is more complex than wunderlist, it’s a pleasure to use.

3 points
maguay's avatar
@maguay (replying to @ericjmurphy )
7 months ago

Yup Wunderlist only has until May before it hits the deadpool (sadly). End of an era as it still had a bit of that older skeuomorphic design that made iOS look so fun early on.

What have you liked most about Todoist so far?

1 point
ericjmurphy's avatar
@ericjmurphy (replying to @maguay )
7 months ago

I particularly like the templates and the ability to assign line items to other people.

1 point
sergvind's avatar
10 months ago
Workflowy

The most flexible solution for a personal todo list. Nested lists allow to organize the tasks just the way I like it.

2 points
maguay's avatar
@maguay (replying to @sergvind )
10 months ago

That's a great option—just enough more task managers than a plain text editor to organize tasks!

1 point
avatar
anonymous
10 months ago
Apple Notes, Reminders

Perhaps I'm old-fashioned, but Apple's productivity suite of Notes and Reminders works perfectly well for me. To be honest, I think it's more a matter of personal preference. Everyone has his/her best method for prioritization and time management. Apps/services simply augment this in a digital manner.

2 points
maguay's avatar
@maguay (replying to anonymous )
10 months ago

There are few things I use Siri for, but adding Reminders is one (along with setting alarms). It's just so simple.

2 points
jamoses92's avatar
@jamoses92 (replying to @maguay )
10 months ago

Agreed. Siri is fairly useless, but is extremely effective for reminders.

2 points
tobiashagenau's avatar
10 months ago
awork.io

I usually need something a little more powerful than a simple "list". I work across different topics and teams. So awork gives me just enough "project management" for my to-dos to make that happen.

2 points
maguay's avatar
@maguay (replying to @tobiashagenau )
10 months ago

That does look nice—like a twist between Todoist and Trello. Do you find you end up using the list view or card view more?

1 point
shawnyeager's avatar
10 months ago
Things by Cultured Code

I’ve been a user from the beginning, and although I’ve experimented with other apps, I always return to Things. As a devotee of the Getting Things Done (GTD) methodology, none do it better. Between the Share Sheet and Drafts app actions on iOS and keyboard shortcuts + Alfred workflows on macOS, I can capture everything, then process it per GTD.

2 points
maguay's avatar
@maguay (replying to @shawnyeager )
10 months ago

The new Siri integration on iOS is great, too!

4 points
namtrok's avatar
9 months ago
Was Trello, Now Monday.com

I loved Trello's approach for years, but my company has recently outgrown the functionality and I needed a more flexible way to visualize projects and tasks. We searched around a bunch and I was really disappointed with the offerings. In short, there are no clear winners, but I started dabbling in monday.com and while I dislike the name I enjoy the functionality the integrations, automations and the speed at which I was able to get everything into it and into a workable system for me and my team.

2 points
maguay's avatar
@maguay (replying to @namtrok )
9 months ago

Monday.com used to be Dapulse, and neither name seemed to describe the app perfectly to me. Naming is hard!

1 point
namtrok's avatar
@namtrok (replying to @maguay )
9 months ago

So true... they still haven't moved away from "pulses" and halfway call them "items" now ... but monday.com has now decided to go the low-code/no-code route and build/switch to a work os platform... I can kinda see it, it has some airtable/database like functions... but they need to get better at the relational aspect imo.

1 point
ezramechaber's avatar
8 months ago
TextEdit

I open up a new doc, convert it to plain text, and it becomes my messy to-do list for the day. Sometimes I add links (emails, google docs). When I need to organize a project, I'll switch to Bear.

The real secret in getting things done isn't where I'm keeping the work - it's how I'm breaking it up. For big projects, the first thing I do when I'm effective is start breaking them down into sub-tasks. It helps me eliminate the paralysis of getting started.

2 points
maguay's avatar
@maguay (replying to @ezramechaber )
8 months ago

That's a neat system, and as flexible as you need it to be! Do you have any tricks to effectively break up tasks? I do always find it difficult to balance things when one task takes 5 minutes and another equally sized task in the list is essentially a project on its own.

1 point
AndrewJDavison's avatar
7 months ago

As an "inbox zero or fail" sort of person, I like to just email myself, tag it and then get frustrated the longer it sits there staring back at me!

2 points
maguay's avatar
@maguay (replying to @AndrewJDavison )
7 months ago

Clever!

1 point
jondriley's avatar
7 months ago

For short term lists, I use a simple markdown editor called Typora (https://typora.io/).

For larger task management, I use OmniFocus.

2 points
maguay's avatar
@maguay (replying to @jondriley )
6 months ago

Oh clever! Do you typically just list tasks as an outline, or does Typora have a task mode?

1 point
calvinfo's avatar
7 months ago

Bear for quick todos, I love the super clean interface and the ability to really quickly create new tasks.

Email for reading and long-range follow-ups. I'll typically "snooze" newsletters until the weekend, to read them then.

Whiteboard for one-off items. I installed this one in my bedroom.

2 points
maguay's avatar
@maguay (replying to @calvinfo )
7 months ago

Oh wow you use an actual whiteboard for tasks—neat!

1 point
DavidGarrity11's avatar
7 months ago

If it is a time based task, I usually use Google Tasks, adding the task to my Google Calendar. If it is not, I have been using Wunderlist.

2 points
maguay's avatar
@maguay (replying to @DavidGarrity11 )
6 months ago

Did you end up switching to Microsoft To-do or anything else, with Wunderlist sunsetting soon?

1 point
DavidGarrity11's avatar
@DavidGarrity11 (replying to @maguay )
6 months ago

I have not thought about what to use next. We are not a Microsoft heavy environment, so likely, we wont be introducing any Microsoft product into the fold, but who knows!

1 point
maguay's avatar
@maguay (replying to @DavidGarrity11 )
6 months ago

Interesting, would love to hear where you land! Looks like Wunderlist is shutting down on May 6th.

1 point
arcdigital's avatar
7 months ago

I have tried so many, but keep going back to Todoist. I like the cross-platform compatibility and gmail integrations a lot.

2 points
maguay's avatar
@maguay (replying to @arcdigital )
6 months ago

Are you using the Todoist Chrome extension with Gmail, or just using Gmail with the Todoist email address to forward messages and turn them into tasks?

1 point
victorquinn's avatar
7 months ago

Emacs Org Mode

I have a whole personal knowledge repository based on linked Org Mode files and keep all of my todo items in there. Each morning I add a new bullet point for the day and spend some time laying out my todo items for the day, rolling over any I didn’t finish the day before. Then I progress through them as the day goes on.

I have it in a fit repo pushed to Github so that’s my sync method.

It’s kind of clunky on Mobile unfortunately but I use Working Copy on my iPhone to pull the latest changes and then can edit offline.

But it’s very flexible, allows for various states (TODO, IN PROGRESS, DEFERRED, DONE) or any custom set that suits you, it can include rich inline notes, and can log progress and time stamp for completion. I continue to tweak and iterate but it’s working well for me now.

2 points
JaseMiller's avatar
6 months ago

I've used Remember the Milk for many years. As an individual task app it's outstanding and it has several key integrations that work well for me. Using IFTTT or Zapier I've made it automatically add new tasks that link to starred/flagged emails and starred discussions in Slack. This helps me have one main integration point despite a mixed variation of communication points. RTM has some team/assignment features, but I've found Asana to be much more robust on that front. But Asana can also get super-cluttered in ways that never happen to me with RTM. https://www.rememberthemilk.com

2 points
maguay's avatar
@maguay (replying to @JaseMiller )
6 months ago

Love how Remember the Milk has been around forever and is just a consistently great tool that mostly stayed focused on their original feature set.

So do you use Asana with your team and RTM for personal tasks?

2 points
JaseMiller's avatar
@JaseMiller (replying to @maguay )
6 months ago

@maguay that's pretty much right. My immediate team doesn't use Asana, though we all have accounts. We use Jira and I use RTM to manage personal tasks. My company uses Asana broadly, though, so we sometimes leverage those connections for various teams to keep things focused and on track.

1 point
maguay's avatar
@maguay (replying to @JaseMiller )
6 months ago

Ah perfect. Yup I've always used separate apps for personal and team tasks (and go back and forth between paper or apps for personal tasks), and even though that requires some manual triage, I feel like it helps me stay on top of stuff better.

2 points
Leonard___'s avatar
6 months ago

I've tried several approaches over the years.

Short answer

Swipes (https://swipesapp.com/personal). I have a strong preference for simplicity. I would prefer to just carry a pen and notebook, but that is not practical for me because my phone takes up my pocket space :-) The best part about Swipes is swiping left to defer completion of a task. The app gives you some nice options for scheduling the time to which you want to defer.

Additional thoughts

I am inclined to agree with the popular notion that you should use your calendar as a task list, but I find I have a hard time predicting how long a given task is going to take me. I don't like using email as a task list. I read the GTD idea a long time ago that you should decide if an email is actionable right away while you have the context in your head, do the action immediately if it's quick (< 5 minutes), and put the action on a separate To Do otherwise. The advantage to that approach is it forces you to distill right away what you should do about an email and put it in your own words so you don't have to root through the email text a second time and re-establish the context for yourself.

Ultimately, it would be nice if a To Do list app could help us sort through the noise in our days and get better at identifying what exactly we should focus on. Sunsama (https://sunsama.com/) seems to be working on that, along with better collaboration, though I don't think they've quite cracked that incredibly big challenge :-)

2 points
maguay's avatar
@maguay (replying to @Leonard___ )
6 months ago

Swipes looks quite close to a paper list! Very simple.

It's really hard to estimate how long tasks will take. And for things like emails or replies in general, sometimes replying right away is easier just because you've already thought about the question and if you don't answer now you'll end up overthinking it and giving it more time than that task deserves. But then that drags you into answering stuff that takes longer and ... It's a vicious cycle!

Interesting how Sunsama is pulling in tasks from other apps—it's almost like a desktop email app that pulls all your email accounts together, but for tasks.

1 point
anartam's avatar
5 months ago

Todoist.
I tried several apps and calendars, but Todoist is, by far, my favorite. Using e-mails to track my to-do lists are not effective, since most of my tasks are not related to emails.
I tried Tick Tick, but I abandoned it because subtasks are not effective. I think Omni Focus is very, very powerful, but it offers so many features that it can be very distracting. Actions, by Moleskine, is a very beautiful app, but too simple.
I don’t think Notion is a good to-do app. Of course, some people use it for tracking to-do lists, but it looks like more as an improvisation than as a tool developed for that specific goal. Click Up seems to be a good alternative, but I am not particularly fond of its design for tasks lists.
I really like Trello and kanban, but I think it´s more suited for an overall view of a particular Project.
Todoist is my favorite app: simplicity, funcionality, really nice design and a lot of integrations. It’s easy to procrastinate and get overwhelmed by a great number of features. Todoist is a balanced solution: you just need to create some “projects” and enter your tasks. You don’t need to create cool setups and show them to your friends, like Notion users love to do. Just enter the task and establish a due date. A focused tool for distracting times.

2 points
maguay's avatar
@maguay (replying to @anartam )
5 months ago

"A focused tool for distracting times." could be quite a good tagline!

You've got a great point: Notion puts projects inside other notes, and anything with Kanban is best for an overview of a project. You still end up needing a list of tasks to do, at least for personal work.

2 points
anartam's avatar
@anartam (replying to @maguay )
5 months ago

I noticed that after writing it. Hahaha!

2 points
alain_lehouf's avatar
7 months ago

I've tried so many tools ... But IMHO Emacs with org mode is what suits me the best.
Sometimes I also use VSCode with an extension to make markdown TODOs.

1 point
maguay's avatar
@maguay (replying to @alain_lehouf )
7 months ago

Old school! What makes it work well for you—just easier to manage tasks in plain text?

1 point
alain_lehouf's avatar
@alain_lehouf (replying to @maguay )
7 months ago

Indeed ! I must that it's only for personal (work related) tasks. I have to use some other tools to work within my team, mostly trello.

2 points
morrisonOC's avatar
7 months ago

any.do is pretty solid. Super simple/clean

1 point
alexjmedick's avatar
7 months ago

I just use the to-do list that comes with Apple products. It's simple, clean and works well enough. For business to-do lists, I track that all in Basecamp.

1 point
ethnchng's avatar
7 months ago

Things and Notion

I've been toying with Notion lately just because I'm more and more drawn into the idea of an all-in-one app. There's still just some great interaction design on the mobile side of Things though; new Quick Find feature recently too! I believe Notion's mobile clients are web views at the moment. I'll probably be juggling between the two for some time before settling on either one.

1 point
danielkang_'s avatar
7 months ago

As a Windows and iPhone user, Things 3 for personal tasks and Asana for work tasks.

1 point
TheRealSergio91's avatar
7 months ago

My two go to apps are Basecamp and Notion. I think the simplicity of both products and also the easiness to navigate throughout the apps are why I've been with them for years.

1 point
maguay's avatar
@maguay (replying to @TheRealSergio91 )
5 months ago

Have you found yourself using Basecamp's hill charts to track projects much?

1 point
leonsasson's avatar
7 months ago

I've self-declared to-do list bankruptcy. My latest best solve is Todoist + a plain old checklist in my notes app (which is currently Bear, but Apple Notes as perfect as well).

Main value of Todoist on top of plain TODO notes are reminders and long-running projects and followups.

I've got 2 main issues:
1. Too many inboxes, all fast-moving. Slack, email, calendar, Clubhouse (our company project management, Notion, and WhatsApp all compete for attention and all generate to-dos.
2. "Personal business" vs work competes in priority, and Todoist fails at letting me at-a-glance view both prioritized list, independently but at the same time.

Curious how some of y'all have solved my issues. I've tried Wunderlist and Things.

1 point
maguay's avatar
@maguay (replying to @leonsasson )
7 months ago

"To-do list bankruptcy" perfect 😆

Actually, perhaps that's part of the appeal of trying new to-do list apps—you can start over with a clean slate.

Sounds like a pretty good system. Agreed that the problem is too many inputs. On a given day, I likely have tasks to varying degrees in Capiche, Slack, GitHub, Notion, and Email, along with longer plans and projects. Which is why I pretty much just check everything, figure out what needs done, write it on paper for the day, and bring over anything ongoing from previous days into the list. Sortof a bullet journal.

How are you finding Clubhouse?

1 point
mesilov's avatar
7 months ago

I use https://www.bitrix24.com/ with my team, in this app tasks contains check-lists for organizing items in logical groups

1 point
maguay's avatar
@maguay (replying to @mesilov )
7 months ago

Neat! How have you found it so far, and what attracted you to Bitrix24 vs. other project management tools?

1 point
kerriececil's avatar
7 months ago

Depends. Project to-dos: Aha and Pivotal Tracker. General lists for personal and work Apple Notes and Notion.

1 point
maguay's avatar
@maguay (replying to @kerriececil )
7 months ago

What's your favorite things about Aha and Pivotal Tracker? And why do you use both, as they seem fairly similar?

1 point
tedcarstensen's avatar
7 months ago

Reminders for personal - it just works, everywhere, and can be shared with my wife

Trello for work - Butler is critical for automating repetitive tasks, and combined with Zapier I've created some really robust app-like boards to manage events, content, contributors, contractors, and more

1 point
maguay's avatar
@maguay (replying to @tedcarstensen )
5 months ago

What are some of your favorite Butler + Zapier automations you've built to manage your Trello boards?

1 point
solerbor's avatar
6 months ago

For me it is Asana, the possibility to organize all my tasks by projects lets me be creative enough to have a personal process.

Having a simple interface combining lists, kanban, dates, and tags, plus projects is the perfect option for me at the moment.

1 point
StephaneNT's avatar
6 months ago

I just use Asana as a one stop tool for all my to do's, pro and private.

1 point
LucCogZest's avatar
5 months ago

OmniFocus and TaskPaper

I use both OmniFocus and TaskPaper. With Hook, I can link them together. Both have a scripting API, which is very important to me.

1 point
maguay's avatar
@maguay (replying to @LucCogZest )
5 months ago

Ohh TaskPaper; haven't seen that name in a while. I still use taskpaper-style tasks in other writing apps, putting [ ] square brackets before tasks then [x] adding an x when the task is completed. Great way to track smaller tasks inside the document you're working on.

1 point
siddxxvii's avatar
5 months ago

there are soo many i have tried and loved but i will keep it simple. If you want advance feature to do app, then hands down ticktick and any.do are good and feature loaded, and if you are looking for a free app with clean and simple looks which gets things done, then microsoft task.

1 point
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