A Simple Change That Will Radically Reduce Your To-Do List.

[@FlowCreators]

I haven't watched this video all the way through yet but (I have seen a lot of your other ones) I just want to take a moment to appreciate you Carl. It's such a rare thing to see someone a bit older being so adaptive and innovative when it comes to using digital tech. You are an absolute outlier from your generation, and your content is incredible. Makes me happy to see how well you produce your videos!

[@Carl_Pullein]

Aww thank you, Runo.

[@kallemann67]

Things for me changed when I created gaps in my time blocking. It put "air" around the things I programmed in and this paved the way for a much more relaxed approach. I feel its like being a kid again and putting "recess" after class but without scheduling it in. That breathing space I feel is like giving your calendar a chance to take a deep breath before moving onto the next item rather then hooking up on block after the other after the other and making them all bleed into this mechanistic system which cuts off the humanistic aspects of the day.

[@Carl_Pullein]

Yes! Buffer time (as I call it) gives you the breathing room to continue or stop and take a rest. 🙂

[@NeuroPete]

Carl, thanks so much! Inspired by your suggestions, I have cleaned up my Google Keep to do list to exclude any clutter that diffuses my focus on what I need to tend to in the near future. I don't block my calendar as you do, but I can see the value of it. I retired 14 months ago from a job where I could get away with working off emails and simple to do lists. These days, I am getting nothing done because no one is making me. To some, it might seem silly to plan the whole day, but even though plans always change, you end up getting more done. In summary: To do list for what, calendar for when, Evernote to store the resources. Again, thanks.

[@Carl_Pullein]

Hi Pete, ah, you've discovered that "retirement" is not going to reduce the amount of things to do. The type of things might change, but you still get them. Your approach sounds good. "To do list for what, calendar for when, Evernote to store the resources"

[@keithspoelker6384]

Carl - great video - I've took a hiatus from Todoist and your video stream once I retired. I mistakenly thought there was no real need to have to-do lists and such in retirement or at least let them go fallow. That was a big mistake that I'm learning from and have re-entered the ToDoist space and have resubscribed. I'm now culling your video list for retirement/personal list/work management videos. Your assistance while was in the daily grind was immeasurable. I look forward to your guiding videos in the future.

[@Carl_Pullein]

Hi Keith, that's something a lot of people discover. While the things to do may change when you retire, you will still always have things to do.

[@PowerBoss]

I like you and your lectures, because I'm also a technical "toy" and sometimes you give me some inspiration on what I should improve. ;-) I want to ask you something and don't take it the wrong way. I was looking at your calendar. Are you a robot? 1. you sleep a few hours a day 2. if a friend calls you and wants to discuss something with you over a beer (or get drunk), it will throw your calendar beyond recognition. do you have friends Do you have kids? 3. this also applies to illness and similar unexpected events 4. you have scheduled family time. How am I supposed to understand that? At other times, are you simply taboo for them? 5. How about waking up in the morning and saying to yourself: "Screw everything today, I'm just in bed and everyone can kiss me..." Yes, I also have a schedule of when I work and when I enjoy myself, but it's so "easy". I know that we have to work not only to feed ourselves but also to satisfy our self. I don't know if your goal is to do like crazy for 10 years and then live off the dividends so I can understand why you are so screwed with no sign of a normal life. Do you have a goal you want to achieve before you retire? Before you die? It seems to me that you want to clean up.

[@Carl_Pullein]

I don't work. Everything I do is what I want to do. I am very fortunate that over the last ten years or so, I have been able to create a way of life I love. Today, for example, my wife and I took our little Louis to the beach for a walk and then to the supermarket together. We had dinner, and now, we are both sitting on the sofa. She's studying (she's doing a physiotherapy degree), and I'm doing my communications. I have no plans to retire. What would I do that could beat what I do today? I don't think I have worked a traditional day for over ten years now.

[@baguapalm]

Much wisdom in this video, really clear workflow. Thanks Carl

[@Carl_Pullein]

Thank you! Glad you liked it 🙂

[@J1233459]

I miss Evernote. I can do all this with apple notes. Not as smooth with the linking. Great vid!

[@callmeNeno]

I killed Evernote and migrated my data to Apple notes and don’t miss it ; saved my money

[@ChristophFreiburger]

Me too. I moved with over 2000 notes and don't regret it for a minute.

[@callmeNeno]

@@ChristophFreiburger nothing like freedom . Love my setup now. No subscription and everything works with my Apple ecosystem & operating system.

[@JimSamuel267]

I did the same thing, but I just use a mix of Google Keep and Docs.

[@saraf5414]

What would be the Apple Notes equivalent for androids?

[@callmeNeno]

@@saraf5414 Google Keep

[@MarcCastellsBallesta]

That's a good way to not spend too much time splitting tasks into subtasks, scheduling them, adding tags, etc. It's like: You youse Todoist as the Table of Contents but only up to level (or depth) 1. The more detailed stuff is elsewhere. I should do this more often. My current Todoist is too full. I also have an old Evernote account, but the current updates made me unable to create new notes. I want to migrate to Joplin. That would also allow me to sync my notes between more than 2 devices.

[@Carl_Pullein]

That's right, Marc. I want my task manager to be clean and tight so I am not distracted by low-value tasks that makes me feel busy but not do much to move anything forward.

[@nathansnelgrove]

One thing I’ve always been curious about as a sole proprietor: let’s say you have your PM system, and all the tasks are in it. Suppose a task has a due date. Are you just duplicating the same task in a task manager to get reminded on the date? (i.e. for a content calendar) And what happens if you have multiple tags on a task? Like one for the type of work (admin) and another for the client name? Is that not advisable in a setup like this?

[@Sfazal85]

Hi Carl, I’ve followed your channel for a while. I agree with your philosophy. However I am struggling to implement it. I think it works well if you are not collaborating with anyone. I run a company with multiple locations and need to manage lots of people and projects. There are loads of moving parts like assigning tasks to people, keeping track of contract dates etc. The best I have come up with so far is to have one OKR project that links to sub projects but past that I’m stumped as to how to reduce overwhelm. Getting everyone in my company to adopt your approach might be very time consuming not to mention expensive.

[@Carl_Pullein]

There are some small changes I suggest when working with teams. However, there are two critical additions when working with a team of people. The first is communication. Everyone needs to know the outcome of the project or goal in terms they fully understand (everyone understands things differently). The second is a team "this Week" folder that every one knows much be done that week.

[@Sfazal85]

@@Carl_Pulleinthanks for the reply. That common understanding is vital. I have been contemplating having a tag in okr project attached to project titles that need to be completed this week. However, I’m still confused about how to implement the notes part. What are your thoughts on this? I like Evernote but it will be expensive. I was thinking of Google Docs but it doesn’t allow collecting snippets from the web…

[@Carl_Pullein]

@@Sfazal85 With my team, we use Google Docs. Each week, I detail the list of tasks we need to complete this week and assign the tasks to the different members. It's a single Google Doc, so everyone knows what each person is doing. They can then add comments, and any links to finished content--which are all within Google Drive.

[@kestorr]

Hi Carl. Couple of questions. If you have actions in your Evernote project notes that must be done one a specific date, do you migrate that over to Todoist? Also, project your master projects lists. Those that are due in specific a specific month/date, do you too migrate that into Todoist?

[@devarni]

I often have "Next actions" that have a start date because they depend on a previous task. I usually have this as a subtask in my task manager (Things 3). Would you probably also have this as a subtask in Todoist?

[@Carl_Pullein]

No. I never use sub-tasks. I have an allergy to complexity and sub-tasks add a layer of complexity I cannot cope with LOL

[@Mainman05]

​@@Carl_Pulleinyou use a corresponding note instead, right?

[@Carl_Pullein]

@@Mainman05 It depends. Most "next actions" are obvious. Many "next actions" we think we need to do, don't need doing so I leave it until the original task is complete before deciding what needs to happen next.

[@ivana_dicarlo_]

I believe most people can do well with a txt file to manage to dos (the digital equivalent of pen and paper) and a well designed calendar. If you actually have projects to manage then it’s time to think of a specific tool

[@Carl_Pullein]

True.

[@hugo3379]

Hi Carl, in my work, I typically manage around five to ten projects simultaneously, each involving a variety of tasks. I appreciate the suggestion to manage these tasks through notes, but I also want to ensure that my deadlines and commitments are clearly visible in my main overview. This could include anything from reviewing X for project 1 today, calling Y for project 2 today to delivering major report Z for project 3 on Friday. How would you recommend keeping track of overview of commitments and deadlines?

[@Carl_Pullein]

I think you answered your own question. Those tasks "review X for Project 1, "Call Y for project 2" etc would be tasks in your task manager. As long as you are doing your daily and weekly planning, nothing will get missed.

[@VenturePacific]

Hello Carl, Thank you for the great content you provide! I have watched many of your videos on Todoist, Evernote, and Apple Notes, and I have adopted much of the methodology that you advocate, including GAPRA. I have been using Evernote for about as long as you have, but I have not used it for Projects as you have shown. Evernote has been more for storing reference documents for me over the years. I love how you have shown the integration between Todoist and Evernote with respect to Projects and Tasks, which makes complete sense with how you use Evernote. I would consider adopting this same methodology but I have also watched your videos on Apple Notes and how strongly you promote this app. My question for you is, if you were starting from scratch, knowing what you know today, would you still use Evernote for your Project files or would you use Apple Notes? I am at the beginning of this process (for Project Notes), and I want to start on the right platform and focus on my projects, not the system. I would value your advice and opinion. Thank you.

[@Carl_Pullein]

Hi Mark, I would choose Apple Notes if I were starting fresh today. My instinct is to always go with the built-in apps. However, Evernote has served me very well over the years, and while Apple Notes has come on in leaps and bounds over the last few years, it's not so much better than Evernote for me to change.

[@5654Martin]

It all boils down to the same problem: notes and tasks are separated. However during the day meeting notes emerge, and within these notes tasks are collected for each meeting. Now the great improvement would be, that I have an overview of all the tasks in the same app. Arranging the tasks should be somewhat as feature rich as it is a solid task manger. So notes and tasks combined in one app. But Evernote did not feel right. Do you have any thoughts or suggestions? Highly appreciated 🙏

[@annamakhneva7226]

Tick Tick combines notes with tasks

[@justinm4452]

It sounds like you’re looking for something along the lines of Amplenote. I’d take a look at that.

[@dodgerea8639]

Consider Routine. It’s early days but already beautiful. One day as features build out it’ll be stellar.

[@matrixphotodesign]

Hi Carl , Great Video , I wonder is there a way I can link the original file that's on my HD or Dropbox , there are some files I need to change , for example I have a excel spread sheet that I need to constantly upgrade information , or is that beyond Evernote's scope.

[@Carl_Pullein]

Linking to files on your HD is difficult, but it is certainly possible if you use a Mac. However, you can always copy/paste the file link in Dropbox to open the original file.

[@matrixphotodesign]

Thank-you for sharing this system I've been using it for a bit now , very powerful its great to have all my resources in one place.

[@jasonbrowny23]

Is there any in depth videos on how to actually you set up todoist

[@Carl_Pullein]

Tomorrow (16th May 24) at 8pm EST - It's coming 🙂 (Shh 🤫 don't tell anyone)

[@althepal6989]

Great video! Thanks!

[@Carl_Pullein]

You're very welcome 🙂

[@michaelpporter]

I do something similar using Obsidian. Nice workflow.

[@TheRealJohnnyCash]

Carl, during your weekly review are you reviewing your projects and adding the next action step into your task manager with a back link to the project in Evernote?

[@Carl_Pullein]

I very rarely do that. Instead, I prefer a single task telling me to work on a project. That task is linked to the project note. From there I can decide what to do. That maintain my focus.

[@TheRealJohnnyCash]

@@Carl_Pullein could you please clarify the best way for me to assure my projects stay updated consistently. Also how often are you putting the single task into your task manager to work on your projects?

[@Carl_Pullein]

@@TheRealJohnnyCash That depends on how you define a project. If you define it as anything that involves two or more steps, then I would suggest you move individual tasks into your task manager. If your definition is more loose, you will have a lot less projects and you can use your calendar to allocate time for project work.

[@picataggio]

why not use Reminders or the Evernotes Internal Task Manager?

[@InducingMusic]

Do you still use Evernote as your main note taker or Apple Notes and if so why you prefer it over Apple Notes?

[@Carl_Pullein]

I've always used Evernote. I've done videos on Apple Notes because A) I am curious about it and B) I was asked to do them, and I am always happy to help where I can. I use Evernote because I've used it for almost 14 years and I know how it works.

[@InducingMusic]

@@Carl_Pullein thx for the explanation. And are there any particular pros/features that make Evernote much better than apple notes besides your time spend with the app?

[@Carl_Pullein]

@@InducingMusic Not really. I am aware of the time cost of switching after so many years. It would be huge and would not bring me any significant benefits.

[@dodgerea8639]

@@InducingMusicFor me the benefits are largely aesthetic (which amount to functional) in allowing color and fare more useful and beautiful tables.

[@la6188]

For that use of todoist I think you can full migrate to reminders.

[@jimmybaker4821]

Love to see todoist videos

[@Carl_Pullein]

I love doing them, Jimmy.

[@neo7779]

Great video. This is my exact workflow and I have you to thank for it. Also, I hope you have been following the new features coming out in Evernote. Looking forward to a working with Evernote video on them. Cheers!

[@Carl_Pullein]

I haven't tried them yet, but will no doubt do so in time.

[@karlang2637]

For the services you mentioned, do you pay for any of them?

[@Carl_Pullein]

I do but both Todoist and Evernote have free options too.

[@karlang2637]

@@Carl_Pullein Thank you for replying. Just started with todoist free version. I used your idea in another video of yours on using filters "today & @work". Love that idea. But free version limits to only three filters sadly..

[@theworldeatswithyou]

this system makes sense

[@Carl_Pullein]

Glad you like it. 🙂

[@RameshKumar-ng3nf]

Such a beautiful explanation as always from Carl 🙏. There is always a lot to learn from you 🙏. Even though i am using Things3 in my apple ecosystem, i loved this Todolist video ❤

[@Carl_Pullein]

Thank you 🙂 Glad you liked it.

[@dodgerea8639]

It’s cool that exactly the same system can work with that combination, too

[@bhanajczyk]

Thing 3/Todoist + Craft perfect solution. Evernote died about 2 years ago.

[@GrantCrowell]

I’m curious, what do you like about Craft that made you switch from Evernote?

[@neb2612]

And now Todoist has calendar day view beta :)

[@meganotofthisworld]

Still sticking with Evernote? Nothing wrong with that, just asking.

[@Carl_Pullein]

Oh yes. It's never let me down. (well, there was a wobble around 2019, but that's resolved now)

[@jamescruz7016]

One note got close to it, but just close enough. One Note's free and so I'm shifting, leaving Evernote

[@xatuackerman]

Thanks ^^

[@Carl_Pullein]

You're very welcome 🙂

[@TronYuuta]

I was wondering what your Evernote situation was.

[@Carl_Pullein]

Oh, it's still my workhorse notes app. It's solid and never lets me down.

[@shawncollins3513]

I use Todoist in the way you are suggesting with the addition of project tasks (reminders) pushed to Gcal. I've been thinking lately that having project-related todos in both Todist and calendar blocks is redundant. If I'm looking at the calendar to see what's next, I'm heading to Evernote. Having to return to Todoist to check/complete tasks seems like friction. The end of the time block means I'm done., If not, my project note has the progress/status. Admin-type tasks and household can live in Todoist because they are associated with the Admin time block. I use Todoist because it's easier than Evernote to move tasks around and organize. But honestly, I look at the calendar and project notes the majority of the time. When I remember to look at Todoist I'm usually clearing a list of "already done" tasks. I've tried several times to use Evernote for tasks but it has limitations, is slow for weekly organizing, and has no way to push to Gcal. If Gcal allowed text links in the title it would probably cause me to question the use of Todoist even though I love it's ease of functionality.

[@Carl_Pullein]

Hi Shawn, I'm not using Evernote Tasks. I use the checkbox to list things to do. I'm not a big fan of Evernote Tasks as that's Evernote trying to be something it's not.

[@michelleadams5609]

So, you're making videos about productivity to an audience of people who are inherently productive (work, business, side hustle)? This is that Tiago Forte effect that I don't understand. "Businesses" built on teaching productive people how to be more productive when...the ones with a lot to show for should be the ones who we should be learning from. I'm in the legal field, have a business and write for three blogs. I went down the Productivity rabbit hole only to find that my "gurus" don't actually work. That was enlightening.

[@Sebastiaosegundo]

Evernote is dead. I Migrated to apple notes over than 13k notes. Super happy here.

[@amazonminds]

This guy could have done this video in less than a minute. Instead spent five minutes repeating the same thing adnauseum . Nothing new in this video

[@SueBookhout1]

He's British. He can't help it. 😅

[@colinpowda]

Correct me if I'm wrong, but looks like your real to-do list is evernote. Todoist is just a reminder tool. I think that is what it should be anyway.

[@Carl_Pullein]

I suppose that depends on how you define what a to-do list is. I've always thought of it as a reminder tool. Projects are different. There are many things we think we need to do that we often don't. Here, I am trying to eliminate those by keeping them in the project note.