The Best Way To Use Todoist: My Ultimate Setup (Late 2023)

Todoist is the backbone of my productivity system. Here's how I have everything set up in late 2023.

LEARN MORE ABOUT MY PRODUCTIVITY SYSTEM:

MY TODOIST FILTERS
Today's Objectives → today & p1
Today's Focus → today & !p4
Tomorrow's Focus → 2 days & !p4

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#TodoistSetup #Todoist #Productivity

[nadeemafzal]

Massive thank you, Carl. I've tried lots of task apps and never really got the hang of them. I kept switching, thinking the problem was the app. But today, I've realised it was actually me not using them right. Todoist seems really user-friendly, and after your demo, I've signed up. Just setting up a couple of OBJECTIVES and some FOCUS has made me park all my other projects (which were just causing panic), and suddenly, life feels brighter. I've subscribed and given a well-deserved thumbs up. After watching your video, I revisited your channel for your individual guides on tasks, labels etc. For anyone starting out, those videos are a must to really get the best out of Todoist. God bless.

[TurnerWFU]

Great helpful video for a todoist beginner. It would be cool in future to see an example of you creating tasks and how you set due dates or assign them levels of priority, and how you think through that (what's a true priority 1 vs 2 etc).

[meeluanistyn]

Always good to see your yearly videos so I can look at my own setup, scratch my head and tell myself I haven’t quite mastered it yet.

[DaveLaneGC]

helpfull - The shortcuts for Windows App are:

Show /Hide Tododoist - (WIN-ALT-S)
Quick Add - (WIN-ALT-Q)

[leesapoffenroth]

I’ve just stumbled across your channel and have to admit…I have a time management nerd crush on you! My Virgo/planner/organizer mind is feeling happy to have found you! The way you present and share information- perfect for my logic! This is the first video I’ve watched of yours…excited to dive in to more. I’m just starting my own business and feel overwhelmed with everything I need/want to do - I already feel more at ease knowing there’s someone who can help me use the most effective tools in the most effective and efficient way. Thank you, thank you, thank you! 🙏 😊

[iamJordi]

Here’s my Todoist setup, if anyone is interested:

How do I capture tasks?

On my Android phone, I added an automation where if I press and hold the side button, it pops up with a Todoist menu to add a task. It doesn’t open the app, only the quick add menu.

On my computer, I use the Quick Add Task shortcut.

How do I organize my tasks?

I have a couple of projects added which are areas of my life, for example: Finances, Personal, Relationships, and School.

I use sub-projects for my areas of life, essentially: If I have a personal sub-project, then I add it to the personal area. If I have a Finance goal like a new phone, then I’d add a sub-project to the Finance project.

Currently, I use the following labels: High Energy, Low Energy, Computer, Phone. Energy speaks for itself, and computer and phone are tasks I can do when I’m with my phone on the bus, for example.

Sections are things like Subscriptions inside a Finance area (project), or a family member’s name in the relationships area (project).

This is my setup for now. Let me know if there are any improvements that can be made. Also, let me know if you got inspired by this.

[brunodufeu]

Thank's for your channel and this video, i use Todoist since 5 years and I had the same problems than you : a lot of tasks to eliminate. I will use your method now !

[MWKTravelServices]

Thank you Carl, felt the need for a refresh so amusing this system and love it so far. Love your vids. Thank you.

[Henricccc]

what Carl! Didn't know: How to install the possibilty with tap the block screen and capture right into Todoist in the phone?

[hollyravel]

@Carl_Pullein I can't thank you enough for sharing your TODOIST series for free. Love them! These has been a game changer for me. Recently, I went through a burnout from work and personal stress. This is simple enough to implement and yet, very powerful to have a life changing impact. Please keep up the fantastic work! You are truly helping people!

[wplrswl]

Thank you Carl, since making a fairly recent entry to entrepreneurship your tips on productivity are immensely helpful and have made life much more streamlined. Always look forward to seeing your new content. Thank you 🙏🏻

[eduardmusic]

1. Capture: Feita no celular ou no pc com um atalho global.
2. Labels: Os rótulos são categorias de trabalho que compõem o time blocking. Em geral elas são: escrevendo, projetos, audio/visual, clientes, comunicação, planejamento, administação e tarefas domésticas.
3. Filters: Os filtros são utilizados para organizar as tarefas por data e por prioridade. As datas são divididas em: hoje, amanhã, dentro de 90 dias, dashboard e dentro de 365 dias. As prioridades são divididas em objetivos e focos. Apenas duas, no máximo três, tarefas são categorizadas como objetivo do dia. Sempre começar o dia com as tarefas objetivas.

[erllive]

love a video on your morning routines Mornings are a struggle for me

[Ed-ccdo]

I've been looking forward to this a bit like a nice bottle of whiskey at Christmas and once again Carl does not disappoint👍🙏🏻

[kadairh]

Good video and techniques to think about, didn’t agree with your comments ref using labels for time sizing as people do use this (kanban) so maybe be aware people have different ways of doing things

[hinakilioni]

Thank you for all of your awesome videos!!!

[TerraMagnus]

Those filters will be a game changer for me

[rawlespringer]

Hi Carl,

With todoist for all your tasks, do you ever use a start time for tasks or do you simply put a date and allow for reminder notifications of things through your calendar?

So for e.g. you have as one of your tasks "Record Late 2023 Todoist set up video" set for today. Would your Calendar notify you of Audio Visual/Time and you would know your task for this block will be the aforementioned one? And im assuming you would make this connection because of the daily planning review you did the night before?

[peterlammersma]

Hi Carl, great to see your system evolving. I try to watch them all, but I just realize I must have missed some.

What happened to your Areas Of Focus?

[MrBobOmalley]

Carl, thank you for yet another great video. Been following you for years and love updates on this that remind me to check in how my system setup. One question for you: what are the differences between your filters for "Today's Objective" and "Today's Focus"? I have the equivalent of "Today's Focus", but would love to more easily view those 1-3 "must do" items each day. Thanks!