How I Build My Daily Workflow in Todoist

This week, I share how I use Todoist as part of my daily workflow and why it prevents anything from slipping through the cracks.
Stick around the end for all my filter queries.
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#TimeManagement #Todoist #Workflows

[@sujaythomas]

I keep my Mission Statement in my Inbox, so I always see it when organising tasks! This is helpful!

[@Carl_Pullein]

I like that :-)

[@YourFriendAndy]

Congrats on 50K Carl (or I should say 53k)! Also thanks for this break down. I have a system that I use with todoist, but sometimes I feel bogged down and want to be able view more condensed and focused groupings of tasks, and the Today's Objectives and Today's Focus seem to be great for that. 💪

[@Carl_Pullein]

Excellent. Glad yo hear you fond it helpful, Andy.

[@joshuamonks5921]

Best System for sure! I have been using this to re-organise my schedule, and it’s by far the best system you have released on here. Thankyou for sharing :)

[@Carl_Pullein]

You're very welcome, Joshua. Thank you for your support.

[@mosbaskets]

This has been really helpful. I have always struggled with using todo lists, largely with trusting them and checking in regularly. Your series has been very helpful as I try to narrow my focus and not have a long list that i constantly move from day to day. Still a work in progress but I am further ahead thanks to you.

[@Carl_Pullein]

You're so welcome! Glad to have helped.

[@hammockmonk]

Goto 12:45 if you want to see how Carl writes his principal filters.

[@Carl_Pullein]

Ooh you gave away my little test. LOL

[@thisisbgm]

I just went through YDL 3.0 last weekend and the difference this week was HUGE. I'm excited to have found this video and am excited to implement these filters + favorites to help with the workflow (this could totally be a lesson in the course, just as is!)

[@Carl_Pullein]

Thank you, Brian. I'm glad you found YDL 3.0 useful. Good luck with your journey.

[@waynehorne2734]

Thanks Carl for doing these awesome videos! I took the Time Sector course and have fully swtitched over to that process! I love it!

[@Carl_Pullein]

Glad it's worked for you, Wayne. 🤗

[@simonward7653]

Thanks for including the filters again, Carl!

[@Carl_Pullein]

You're welcome 🤗

[@kristimcmillan4552]

Thanks Carl, this works in nicely with the Time Sector course that was fantastic. I recommend people do do it if they haven't already. Good luck with the 50k this month. I'll continue to follow & share.

[@Carl_Pullein]

Thank you, Kristi. Glad you liked the course. :-)

[@darlingtonjonesimagery9247]

I like the methodologies. I'm trying to figure out how to implement in Trello. I suppose Trello can't do this but my organization I got hired into has Trello for the longest.

[@riccardotosi578]

Hi, first of all I want to say your videos are amazing ! I wanted to ask is there a video where you explain the whole system and how to implement it?

[@Carl_Pullein]

Ooh, I haven't done a complete video that way as it would last forever. But I do have my latest setup you can watch here: kzbin.info/www/bejne/joPPZK2hjKZ-rLc

[@saramari1957]

Binging your videos - you are a saving grace!! Thank you. Do you think you could do an updated 'query' and keyboard shortcuts video? It would be much appreciated.

[@Carl_Pullein]

I will add it to my list, Sara. Thank you for the suggestion.

[@christophercadigan7403]

Great video this week!

[@Carl_Pullein]

Thank you, Christopher.

[@berndintemann9631]

Thank you Carl, very helpful summary

[@Carl_Pullein]

Glad you enjoyed it, Bernd

[@cosbyyeung8626]

Hi Carl How do you pin the filters and projects on top? I saw there's a add to favorite function but it will show the subheading with favorites on top but yours doesn't show that.. Thanks very much!!

[@Carl_Pullein]

I'm not sure what you mean, Cosby. If you add a filter to favourites, the filter name will show. There is an order though. It goes Projects > labels > filters.

[@grapet]

Carl, given tyou are now encouraging us to not use Task managers for projects, why not have Purposes and Objectives as an Evernote note, list you suggest for Master Project List, Areas of Responsibility etc.?

[@Carl_Pullein]

Good point. Todoist allows me to see them every time I open Todoist. In Evernote, I would have to go looking for the note. Not something I would do in the thick of a busy day.

[@LB22222]

Looks like the best system I've seen so far, and want to implement this properly, but I'm a little lost on how you're inputting tasks here to get them in the right places? i.e. purposes & objectives OR this week? And what filters, and colouring system is used. Your previous videos all seem to have a slightly different setup so find it confusing to work out and apply here. Thanks.

[@Carl_Pullein]

Lee Burnett Hi Lee, The Purpose and Objectives is not a task list. It is just where I write out my purpose and objectives for the week. It helps to keep me focused on my “big rocks” for the week. That could be to focus on my business, my exercise, or family. My objectives would be things like to complete a project, to exercise 6 times this week, to lose 5 pounds etc. What I would put in “This Week” are the tasks that need doing and anything I need to do to support my objectives and purpose for the week.

[@hugocast]

Loved the James Bond References :) from Kronsteen to Dr. No 5:04 :) Carl - How do you deal with consuming media? Let's say you want to catch up on KZbin videos. Would you save them on YT and schedule a "KZbin Time" on your calendar? or would you add them as P4 tasks on your Todoist and see them anytime after work? Curious on your take on this. Thanks for the great videos.

[@Carl_Pullein]

Hi Hugo, I use Feed Wrangler to subscribe to the news and blogs I enjoy reading. This filters out all the negativity in the news and any article I want to read, I add to Instapaper. For podcasts, I subscribe to those I enjoy listening to and for KZbin, I use watch later and all myself 30 minutes or so at the end of the day to watch them.

[@hugocast]

@@Carl_Pullein Thank you for the very detailed reply, really appreciate it. I'll experiment with that

[@johnjwatsonjr3835]

Hi, really enjoying your videos. Trying to understand your setup but I see some projects that show on the far right when you're on Today's Objectives that I do not see in your project list ie: "recurring areas of focus", "weekly" etc. Are they sub projects or something and not expanded in the list? Thanks!

[@johnjwatsonjr3835]

guessing i answered my own question and that Weekly, Monthly Recurring, etc. are all sub projects under "Routines"? :-)

[@KarateShinkaRyu]

One more question ☺️ Do you use priority for your everyday recurring task ? (read email, training ...) If I dont add a priority I dont see them in the FOCUS filter. Thank you

[@Carl_Pullein]

Sometimes. If I need to catch up with a recurring task or want to focus in one, I will flag it. But afterwards I will remove the flag.

[@marcoscandido7434]

Hi, do you know if there's a way to add events to Todoist from Fantastical? I'm able to sync the tasks but not events. That's because Fantastical is easier to add events because it records the address and advises me when I need to leave to go see my clients. But I wish I could have everything in sync with both apps.

[@Carl_Pullein]

I don't think there is. Calendars are for "events" and task managers are for "tasks". If you mix the two together you end up with two separate apps showing the exact same information.

[@airlinemac]

@@Carl_Pullein When calendar is used for time blocking, shouldn’t we put tasks in there ?

[@Carl_Pullein]

@@airlinemac You would only allocate a block of time for doing a specific type of work. For example, if you have a report that must be completed tomorrow, you would block out a time to complete the report. For most other tasks that don't need such focused time, you would leave in Todoist.

[@christineleary1688]

Hi Carl! This is great and I Love the Purpose & Objectives as I’m also working on my Vision Statement for the agency!! How did you get the headings for ‘This Week, This Month, etc. in there?

[@Carl_Pullein]

Those are non-completable tasks. So I create those by using the following: * **THIS WEEK** (it's "* SPACE **) That will make it a non-completable task and bold it for you.

[@debmendelson2919]

I am not clear on what the difference between 'today's focus' and 'focused 10.' I am not sure how to differentiate how I use them. Thank you!

[@Carl_Pullein]

Today's focus are the tasks you want to focus on today. The focused ten are the tasks you want to focus on tomorrow. The focused ten is a planning filter to make sure the tasks you have scheduled for tomorrow are still relevant.

[@annjohnson8765]

Learning so much from your videos. Any way to get the "query filter" name off of the list. I have my filter set as !p4 and then the words !priority 4 shows up on my list. Any thoughts.

[@Carl_Pullein]

Hi Ann, can you check you are using the latest version? It should be Version 1006. My filters show the title, but I know older versions did not.

[@KarateShinkaRyu]

Is it possible to had a weekly recurrent task ? Monday to Friday only ? Thank you !

[@Carl_Pullein]

Yes. All you need do is write "mon thu fri" or "mon, tue, wed, thu, fri"

[@KarateShinkaRyu]

@@Carl_Pullein thank you !

[@kimcramer]

I’d love to start using Todoist but I don’t understand why there is no area to write more detailed notes about the task. I’ve never seen a task app not have that. Do u have some sort of workaround? Where do u suggest putting that?

[@Carl_Pullein]

You can add it in the notes section. I don't personally use it, but it is very robust and you can add files, images etc.

[@kimcramer]

Carl Pullein ... you mean the comments section? I don’t see a notes section

[@73cidalia]

Kimberly Cramer Yes, essentially the comments section. It’s a bit weird, isn’t it? But it works. 🤷🏻‍♀️

[@MatthewMillerIsDarthVader]

GOING FOR 50K! Get it done Carl! Excellent stuff in this video. Thanks for discussing the new section of Purpose and Objectives. Although this part is like a system within a system, I can see the benefit. I was even seeing the ability to add in longer time views. Like 1 year, 5 year in that view.

[@Carl_Pullein]

I used to keep that in my notes app, but found I only looked at it once a week. This way I get to look at it more frequently and if I have time after my daily planning session, I can do a quick review of it. And, yes if you want a longer view you can add that too.

[@TerryBenzie]

How do you get the four areas (i.e. objectives, focus) listed above Projects?

[@Carl_Pullein]

They are "pinned favourites" - just click the three dots to the right of the filter (or label or project) and click 'pin to favourites'.

[@TerryBenzie]

@@Carl_Pullein Really useful. I didn't realize they were filters for you - thought they were projects.

[@mergx2766]

Can you do a video for todolist free in android

[@Carl_Pullein]

Sadly, I don't have an Android phone, but Todoist's apps are pretty much the same across all platforms.

[@jatrevino_]

Focused 10 are your's next day tasks?

[@Carl_Pullein]

Jair Axel Treviño Flores - No, they are the 10 tasks I am focused on today.

[@crawlinginfilm9683]

I notice it has two sections, Today and Tomorrow. Implying it gats used for both. In this presentation, the only time it was visited was regarding "the end of the day", at which point there were no remaining tasks under "Today", and decisions were therefore only being made about which tasks to do "Tomorrow" (or re-schedule for another day). It would be interesting to know at which part of day and in what situations the "Today" (and "Tomorrow" ?) sections would get used (as opposed to the other Views).