If your job is anything like mine, no two days are the same. Tasks are constantly changing and priorities adjust to accommodate new responsibilities in order to meet deadlines. In this type of environment, it can be very easy to lose track of your timelines and become overwhelmed. In order to maintain my productivity, I use an essential project management tool that often gets overlooked – a simple, but effective, to-do list.
Todoist is my favourite task management app. The layout of the app is simple, clean, and extremely user-friendly. It’s available on all devices including: smartphone, desktop computer, laptop, or tablet. It allows me to visualize assignments, prioritize tasks accordingly, and most importantly meet deadlines. Don’t be fooled – this app has many more capabilities than the traditional to-do list. Here are some tips and tricks on how to navigate Todoist and optimize your productivity:
Break it down: One of the great features of Todoist is the ability to create a task and break it down further into sub-tasks. When completing larger projects, this feature is extremely helpful. For example, the task “complete market research report” may stay on your to-do list for weeks and seem quite daunting. By breaking this project down into sub-tasks such as “gather market reports”, “create template”, or “edit introduction”, it will make the large project seem less intimidating.
Assign due dates: Todoist allows you to assign due dates to certain tasks. Once you assign a deadline for a task, the app will send you a notification the day the task is due to remind you to complete it. This can be extremely useful if you have numerous deadlines and need assistance managing your time effectively. Additionally, you can modify when Todoist sends you notifications. For example, if you want to be reminded to complete the market report due on Friday at the beginning of the week, just adjust the notification settings in the app.
Create recurring tasks: If you have tasks that you have to complete weekly, Todoist allows you to create recurring tasks. For myself, updating our database is a task that I should complete bi-weekly, however it often slips my mind. Thus, I created a recurring task to “update the database” in the Todoist app. Simply type in “Update the database every other Friday” and Todoist will remind me to complete the task bi-weekly.
Prioritize: This is my favourite feature on the Todoist app. This allows you to manage your time effectively according to due dates and level of importance. You can drag and drop each task in the order in which you’d like to complete them; categorize the tasks by colour, and group high, moderate, and low priority tasks together. This feature has helped me visualize what responsibilities need to be addressed immediately and complete them before their deadlines.
Visualize your productivity: I find this last feature very unique. It allows you to review your previous tasks and visualize how many assignments you’ve completed on any given day. Looking back at my productivity motivates me to complete more tasks than the day before and also allows me to stay focused.
In my professional opinion, having an ongoing to-do list is essential. It helps me remember all aspects of a project that needs to be completed and most importantly, it keeps me focused. Whether you use to-do lists in your everyday life, at work, or both, I would suggest checking “Download Todoist” off your list.
Analyst, Food & Food Systems