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?
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.
Easy to use and straight to the point!
And it's great that you have karma to keep up a good rythme.
Can add additional information to a to-do, can have a nested list in a to-do.
I love the simplicity of it. It's pretty and has great apps for Mac, iPhone, iPad. The syncing is perfect as well.
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.
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.
Trello - better for tracking - by categories - over time
Todoist - one off things to do
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.
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.
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).
Between the intuitive interface, ability for multiple projects and gamification this is the best Todo app.
used all of them and Pyrus seems to be my replacement for Notion
I've been using it for years. Light and single purpose.
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
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.
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.
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.
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:
- Quick task creation
- Quick task modification
- Reminders (reminders are not on the free tier, though)
I find it very useful and simple to use, and it is a good collaborative tool for small teams (5 people)
big fan of getivy.co for my personal to-do. Small team, but definitely on to something in the productivity space.
Have tried many to-do list apps, and while it is certainly not perfect, it remains my number one choice.
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.
Simple and fast entry of items which are available cross platform - web and mobile. Easy segregation by project, and personal / work.
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.
Cross-device syncing and it just works; no fancy features
Simple to use. Can share and collaborate on lists easily
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 :).
Notion My favorite to-do list app! Simple when it needs to be, complex when I want it!
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.
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
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
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.
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.
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.
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.
The most flexible solution for a personal todo list. Nested lists allow to organize the tasks just the way I like it.
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.
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.
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.
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.
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.
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!
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.
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.
I have tried so many, but keep going back to Todoist. I like the cross-platform compatibility and gmail integrations a lot.
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.
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
I've tried several approaches over the years.
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.
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 :-)
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.
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.
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.
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.
As a Windows and iPhone user, Things 3 for personal tasks and Asana for work tasks.
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.
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.
Depends. Project to-dos: Aha and Pivotal Tracker. General lists for personal and work Apple Notes and Notion.
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
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.
I just use Asana as a one stop tool for all my to do's, pro and private.
I use both OmniFocus and TaskPaper. With Hook, I can link them together. Both have a scripting API, which is very important to me.
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.
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