How To Set Up The Ultimate System in Todoist

There is one productivity system that hands down beats them all and Todoist gives us the ability to create this system very easily.
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#Todoist #Productivity #IvyLee

[@a.n.3928]

I’m in high school and this helped me so much, before I did this, each morning I would wake up anxious and with my mind cluttered all throughout the day with my to do list , spending time mindlessly deferring tasks without getting anyone done, I came across this video randomly and implemented this and saw immediate effects, I use P1 for things I need to do on my own time, P2 for Classwork, and P3 for things like quick reminders, each morning I just plan the “todays focus” exactly how you demonstrated and it helps me take the guess work out of what I’m going to do each day and helps me take it one day at a time. Today, I had far less homework and felt much more calm and accomplished, Thanks again.

[@Carl_Pullein]

Very happy to be able to help.

[@devarni]

I think the basic idea is, similar to GTD, not to assign due dates if possible and rather sort tasks by context or priority. At the same time, give a rough schedule with this week/month, etc. However, your tasks in the test account almost all have a due date which they would not actually need then? This would also work very well in the Kanban board view, and in this case you would only need one project which would also work well in the Free account then.

[@alicantoprak2759]

Thank you Carl, this set-up indeed creates a very clear and focused view. I found your channel last week and started to apply your suggestions. It works like a charm. Thumbs up!!!

[@Carl_Pullein]

Thank you, Ali. Glad to have been able to help.

[@michaelwelsh6969]

That is great Carl… only issue I find is that you would require all tasks to be scheduled otherwise you would miss the tasks if purely just pick from your upcoming list.

[@Carl_Pullein]

The only tasks I date are tasks in my This Week folder. Everything else is not dated (except routines and recurring areas of focus) This only works though, if you do the weekly planning. If not, then it breaks down.

[@michaelwelsh6969]

@@Carl_Pullein Ah thank you - is that all described in your 2021 set up?

[@Carl_Pullein]

@@michaelwelsh6969 Yes. It should be.

[@RodneyDaut]

Thank you. I got your Time Sectoring course but didn't really understand how to do 2+8 in OmniFocus until I saw this video.

[@Carl_Pullein]

Glad it helped, Rodney

[@annezdesahntis9261]

Thank you Carl, I missed this video before. Fantastic content , as always! I tried so many productivity systems, your system really helped me organise my work and my life.

[@Carl_Pullein]

That's wonderful to hear, Annez. Good luck.

[@markherrmann8765]

I set up a project called "Daily Schedules" and set it to board view. The project has 5 sections, labeled Monday through Friday. I then either create the tasks there under each section, or create new tasks from task links. This way, I can plan ahead and see the week all at once. I can also reorder them by time, due date, priority, etc. So far it seems to be working for me. The link method does basically create duplicate tasks but I like to keep the original task in it's original project. With the board view, if I miss a task, or need to reschedule, I can just drag and drop.

[@Carl_Pullein]

Sounds good, Mark.

[@meeluanistyn1644]

I use flags in my Today view and it doesn’t bother me if there are several P4 tasks. I just concentrate on the red, then amber then blue. If, by midday, my progress hasn’t been as good as I hoped e.g. because my boss has dropped some unexpected work on me, then I’ll reschedule my blue and maybe amber tasks for tomorrow or even the weekend. Life is like that.

[@Carl_Pullein]

You've got it spot on there! Love that.

[@lensofmike]

I like the todays focus group by priority. I’m going to implement that

[@Carl_Pullein]

Glad you liked it, Mike.

[@KhaledKhaled-dj6mf]

This is brilliant, Thank you. Also, It's reminded me of The One Minute to do List by Michael Linenberger. Simplicity always works effectively!

[@Carl_Pullein]

You're right there, Khaled. Simplicity is often the best answer.

[@j.d.5709]

Im curious as to why you lump all your routines together. I have multiple areas of life and found it easier to put those routines under the related area. E.G. Personal(Project) > Routines(sub-Project) / Then under that routines I use sections for daily, weekly, monthly, quarterly. I color code them too so I know what they belong to.

[@Carl_Pullein]

Hi JD, For me, all I need to see on a day to day basis is what I need to do today. Classifying, organising and labelling too deeply does not make doing the task / routine any easier. I do separate routines into daily, weekly and monthly inside the routines folder, but that’s more for making reviewing a little easier.

[@optifitpersonaltraining8260]

I am trying to make an easy system. I can't decide the best way to do it all. Project list in Evernote and tasks in Todoist? Maybe I just need to start with 1 project, and today and this week focus?

[@Carl_Pullein]

The best advice I've ever been given is to not overthink it. If something needs doing it goes into Todoist. If It's information, it goes into Evernote. Anything in between, decide on a case-by-case basis.

[@optifitpersonaltraining8260]

@@Carl_Pullein thank you

[@kittensribbons7662]

Awesome, thank you for sharing!

[@Carl_Pullein]

You're welcome.

[@YourDigitalMakeover]

Another awesome video

[@Carl_Pullein]

Thank you.

[@ditchcomfort]

Probably a stupid question, but do you have any video explaining or showing how you set up your areas of focus in a detailed way? I find it a little hard to set up. I understand the difference between AoF and Routines but still..

[@Carl_Pullein]

Hi Aleksander, I don't really have them set up in Todoist. They are set up in my notes app. You can download the Areas of Focus workbook to help guide you to developing yours here: www.carlpullein.com/downloads

[@ditchcomfort]

@@Carl_Pullein I understand but you keep some (important) AoF in Todoist, or? I also keep most of my lists and projects in my notes app, and I keep a separate list for ‘honey-dos’ in my task manager. I don’t want to mix my routine tasks with chores and stuff, so I like to keep them separate.

[@Carl_Pullein]

@@ditchcomfort My recurring areas of focus tasks are in Todoist. They just recur when then they are due.

[@ditchcomfort]

@@Carl_Pullein thank you 😊

[@johnmorris4531]

Ok but what do you do about routines that pop up each day?? Do you leave them all p4?

[@Carl_Pullein]

I do. They pop up when they need to be done and disappear when they don't need to be done.

[@StudioHannah]

This is helpful, thanks.

[@Carl_Pullein]

You're welcome.

[@maikeru_pk]

"Wish you all, a very very... productive week" 😎

[@Carl_Pullein]

😎🙌

[@drdentrepair5530]

Im confused....Isn't today's focus the same as today? Especially using the dating method. I do something very similar but just use my today.

[@AdvantageAccounting]

It is except Today’s Focus does not include tasks that are priority 4 tasks. In other words, Today’s Focus only includes tasks for today that are flagged Red, Orange or Blue.

[@Carl_Pullein]

It is. I was trying to show how to do it by doing the daily planning the evening before and then seeing your focused tasks show up in your view for today. Apologies for any confusion.

[@drdentrepair5530]

@@Carl_Pullein Gotcha! THanks Carl

[@cmonkey63]

It looks like the Today's Focus group is just 6 items, while Today can include a lot of other tasks. So, once you've done the 6 focus tasks, and have time left over, you can then pick up any other items outstanding.

[@meeluanistyn1644]

Love the subtitles calling it the “Ivy League method” LOL

[@Carl_Pullein]

Hahaha, never realised that's how it was translated.

[@alertbox]

Carl, I've given a 'thumbs up' because of you mentioning Ivy Lee but really, my friend, your presentation was muddled! Suggest you listen to the video yourself.

[@Carl_Pullein]

My apologies, Peter. Will do better next time.