My 2024 Simple, Focused Todoist Setup.

I've been using Todoist for almost ten years now. It's been the backbone of my whole productivity system throughout that time. This is how I have it set up.
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[@LeeHalliday-qm8tl]

Carl, you've changed my life...I have ADHD and your system is the only thing that's worked for me...thank you! ❤

[@Carl_Pullein]

That's fantastic! Thank you and I'm so happy to hear I've been able to help.

[@Ema25Henao]

That’s great to know, I just discovered Carl’s channel and I was wondering how people with ADHD will do with these methods

[@justfelicia6671]

You know what, actually, everybody has ADHD...just different levels of it. Prescription: get focused

[@maheenm]

Hi Carl, I came across this video, been using Mac's for ages but got one for work. I was looking for productivity apps for Mac OS and this video came up. This is truly game changing. I was using excel, outlook, paper and my head to manage my work life, I have now switched to ToDoist, Outlook Calendar and OneNote. I cannot thank you enough. Working through the rest of your videos slowly and doing the COD workshop. So simple yet truly brilliant.

[@Carl_Pullein]

Thank you and I'm very happy to have been able to help you.

[@miksang7932]

Your system has helped me so much, been using time sector for the last few years! It’s so great to have a productivity system that really works for me so thank you!

[@Carl_Pullein]

That's fantastic to hear. So happy to know it's helped you.

[@TerMoe]

Hi Carl, Thanks for sharing your Todoist setup. I've adapted your TSS, but with a different twist. Instead of using Todoist Projects for This Week, Next Week, etc. I instead use labels. That way I can still see all tasks associated with a project in project view and see all tasks from all projects in the This Week label view. Thanks for the inspiration, and all the best for you in Korea from me in Germany!

[@johnsmith3535]

Hey dude, carl is a racist guy. Be aware . He never respond to asian comments . But he always responds to non-asians comments 🤣

[@SinghPraval]

I kinda like this twist because I had this concern too - to be able to see all tasks within a project in one view. How has this been working for you?

[@romantum]

Ah, thank you! This is what I've been missing in my setup - using labels instead of priorities in my today's view. I will also definitely borrow "I envy people's courage" for when I want to say something is very stupid 😆

[@Carl_Pullein]

Hahaha glad to help Roman. 🙂

[@emmaleighgreen5595]

Love all your videos! Keep it up 👍🏼

[@Carl_Pullein]

Thank you, Emma.

[@Thiago.opereira]

Your content is amazing! Thank you for delivery so much!

[@Carl_Pullein]

Thank you, Thiago. Glad you enjoy the content.

[@mischback5118]

Hi Carl, this was really helpful! Thank you!

[@Carl_Pullein]

You're very welcome.

[@meeluanistyn1644]

Always very helpful to understand your thinking when creating your Todoist setup.

[@Carl_Pullein]

Always happy to help 🙂

[@Rekkcellent]

Hey Carl! Great video. I thought it was very clear and concise. I just wanted to pop down and say thank you for taking the time to respond to as many comments as possible. It really helps and doesn't go under-appreciated. Keep up the great work, my friend!

[@Rekkcellent]

Maybe pin a comment of you explaining the difference between "routines" and "recurring". Cheers!

[@Carl_Pullein]

Aww, thank you.

[@ridwanslife]

Hi Carl, Is it funny that I was thinking about your mid-year Todoist setup video a few days ago, and here it is!

[@Carl_Pullein]

Hahaha I usually do it in May and Nov 🙂

[@ridwanslife]

@@Carl_Pullein I know! Longtime subscribers like me expect these updates like clockwork. 🤣🤣

[@MayureshKadu]

Thanks Carl. Like many others, I have been using a slightly personalised version of your TSS. And like others use your updates t improve my own. I am deeply grateful for sharing this with us and helping us GTD better. #kudos

[@Carl_Pullein]

You're very welcome, Mayuresh. Thank you for watching 🙂

[@TheINKspiredLife]

Another fab video. Love keeping things realistic in Todoist. Thanks.

[@Carl_Pullein]

Thank you 🙂

[@logicalpros]

Well done and very informative. Thanks for sharing how to get the most benefit out of Todoist!

[@Carl_Pullein]

Thank you. Glad you liked it 🙂

[@havyngo-hamilton2238]

Hi Carl, thank you for this informative video (and the rest of your videos, of course!). I've been using Todoist for about a year now, using the GTD approach. While I love the idea of GTD, for some reasons, GTD just never sticks (for me, at least). I've been implementing the Time Sector System for the past month, and it's truly been transformative. Could you please explain the differences between "Routine" and "Recurring Areas of Focus?" You might've explained it in this video and I might've missed it. Thank you so much!

[@Carl_Pullein]

A routine is a low-value task that just needs to be done. Things like cleaning your home, taking the garbage out, washing the car, writing your grocery list etc. Your recurring areas of focus are important to you. They also include your "core work" -- the work you are employed to do and the tasks you need to do to achieve your goals.

[@rodneyholloman]

Very good. Thank you for all your help

[@Carl_Pullein]

You're welcome.

[@cossackx]

Can you elaborate on the difference between "Recurring Areas" and "Routines?" Aren't Routines just recurring in an area of your life? I ask because I see work related tasks in both so I deduced it can't be the difference between work and personal. Thank you!

[@Carl_Pullein]

Routines are low-value tasks that can be skipped if there is a lack of time. Taking the garbage out, washing the car, tidying your living room, etc. Areas of focus should not be skipped. that is were you core work and important activities go.

[@dplj4428]

4:22 this early on, i see that i can simplify my project grouping by using labels, then create saved lookup filters. 14:15 be realistic. Don‘t schedule 50 projects when I have only resources to properly do 5.

[@Carl_Pullein]

That's right. Todoist needs to show you a realistic list of tasks. Too many and you'll stop using it.

[@helenpassey4164]

Hi Carl, do you add a chore section on your calendar? Looking forward to hopefully receiving your book later!

[@Carl_Pullein]

Generally, I don't. However, if I have a weekend where we are doing a "spring clean" or some other big task, I will. Instead, I do my chores in between my sessions of work. That gives me the freedom to choose what to do. That could be doing the laundry, hanging out the washing or cleaning out the refridgerator.

[@earlofmar11]

Carl, I like your clean and nicely structured organisation. I notice you use projects for the timing aspect of your tasks, and labels for categorising them into different areas. It struck me that you could achieve more or less the same by inverting these, and use labels for the timing aspect. Did you consider this, or are there compelling reasons (related to the workings of Todoist) that make your choice more practical?

[@Carl_Pullein]

Yes, there is a reason. Over time, categories will change, and new ones may be added. When you do a task, will not change.

[@ramsiskasis]

hey carl where do you put the long term scheduled tasks?

[@Carl_Pullein]

Mostly they will be on my calendar. Things like passport renewal or my residency permit are all on my calendar.

[@disepciuc]

Thanks Carl, insightful as always! I like it how you moved the "recurrent areas of focus" as a separate project. I am curious how you are now handling the waiting for tasks, are they out of todoist completely?

[@lenny-r2]

Hi Carl. What I can’t get my head around is for tasks you put in (for example) Next Week, or even This Month, at what point and how do these end up in the This Week project and with a day/date to complete it? Does this mean that I would need to be forever dragging tasks forward into sooner project folders as time passes by? I.e., when next week comes, all tasks in the next week project suddenly become this week and I will need to jiggle everything around almost weekly? Not sure if I am explaining myself well enough. I always feel like I spend too much time just moving tasks around.

[@Carl_Pullein]

Hi Gary, that’s done when I do the weekly planning-something I never miss. That’s the time when I slow down, and carefully consider whether a task genuinely needs doing the following week or not. If it doesn’t, it does’t move. If it does it moves and is dated.

[@lenny-r2]

@@Carl_Pullein Thanks Carl. That makes sense, thanks. It looks like that is what I need to be doing better. Spending time checking in with myself rather than expecting my life to be run 100% by tooling.

[@raia9]

@@Carl_Pullein Thanks - sometimes things dont need to be done a particular week but they maybe important or have been on your to do list forever - at some point they need to be done. Guess if its been there a long time, you can just make it next week regardless.

[@Carl_Pullein]

@@raia9 I pick those tasks up when I do my weekly plan. I had "sort out my credit cards" on my list for a long time (2 years!). It was in my Next Month folder, and each month, I needed to look for a two-hour block where I could go to the bank and sit for that time filling out forms (it's a nightmare in Korea). Last month, I finally determined to go and sort it out and brought the task forward to this week and did it. (I enjoyed a glass of bubbly to celebrate afterwards hahaha)

[@blueontour]

Hi Carl, I always wonder how you manage the tasks where you wait for someone. The classic „waiting on“ from GTD. I don‘t see how I could fit them into the Time Sector System in Todoist.

[@Carl_Pullein]

Whenever I am waiting for something, it's usually linked to a project. This means anything I am waiting for will be inside the project note. I avoid having a waiting for folder in my email or task manager because experience has taught me these fill up and are rarely cleaned up.

[@Buxeyjo]

Love it!

[@Carl_Pullein]

Thank you.

[@sabinespindler858]

Hello Carl, when and how (todoisrwise) do you come back to your P4 tasks and chores? Is there already a video where you explain that, maybe you can link that if so. Thanks alot!

[@Carl_Pullein]

Hi Sabine, I usually return to these around 4 - 5 pm. By then I've done the important tasks and I can spend an hour or so before dinner clearing the lower-value stuff.

[@solalsebag8912]

Hello from France Carl! Your system suggests using the “My Projects” section for time sectors and “Labels” for work areas. However, I found that constantly shifting tasks between “This Week” and “Next Week” is too manual. What do you think of that little thing that can cause some friction in the system? Love your work sir.

[@Carl_Pullein]

That's by design. No matter how sophisticated and automated a system is, if you are not manually planning the week, everything falls, and things get missed. The practice of moving tasks from Next Week to This Week forces you to consider a task properly. This prevents backlogs, and long lists of tasks that probably will never get done.

[@solalsebag8912]

@@Carl_Pullein I understand. However, don't you think that modifying the system to incorporate filters based on time slots could be more efficient? I get the impression that having to constantly reorganize tasks over time can become stressful, especially if you forget to do it. This creates two problems: making sure tasks are well organized and getting the job done itself. I think the system is good, but we still spend too much time organizing it. Can you remind me what rituals are essential for this system to work properly? Thanks again Carl, Have a nice day!

[@Carl_Pullein]

@@solalsebag8912 This is not about being more efficient or even faster. It's about manually touching your tasks and deciding whether they need to be done. Things change fast these days, and what you thought needed to be done after a few days is no longer necessary. Manually moving tasks deliberately forces you to ask whether they should be done or not. This prevents Todoist from dilling up with low-value tasks that no longer need to be done. (It's why I have done so many videos and written thousands of words on why planning is so important)

[@solalsebag8912]

@@Carl_Pullein Super thanks a lot Carl! Last question because I don't think you mention it in the video: what daily, weekly etc... rituals do you put in place to keep the system in order and working properly?

[@Carl_Pullein]

@@solalsebag8912 Every Saturday morning I do a weekly planning session. This is when I move tasks that need to be done the following week into my This Week folder. On a daily basis, I flag my two must dos for tomorrow before I end my day (that's just a 2 to 5 minute task)

[@jeffreyjjd]

Hi Carl, I don’t know it you have access to the alpha testing of the deadline feature, but would love to hear your views on it (and how it flows with the Time Sector Method). I have used your system for ages but with the two different dates it feels redundant to use the method. Thank you in advance!

[@sunbernbug]

I'm overwhelmed with organizing all my tasks and I don't know how to break projects down. Do you have a video on that?

[@Carl_Pullein]

This might help, kzbin.info/www/bejne/pITQgWxjiZ5-brssi=5eTQYhPLnmUw18yH

[@sunbernbug]

​@@Carl_Pulleinamazing! Thank you!!

[@dodgerea8639]

Hi Carl. To keep Todoist clean and tight, as you say, all that project management detail has to shift elsewhere. I would love to see regular reviews of how your managing the detail behind the scenes, too. If I don’t have those tasks in Todoist, there’s a real risk of them getting buried or lost if the project management isn’t equally clean and tight! Thx. 🙏🏼

[@Carl_Pullein]

That's an interesting one. I've been managing my projects in Evernote for years and the scenario you mention has never happened. It's not that you are keeping a separate projects task list in your notes app. Todoist tells me to work on a given project, and all the information I need to work on that project is contained in a project notebook. If I need to write a report, update my boss on the status, contact an engineer or follow up with someone, it's all there in the project master note. I can see what's missing instantly from the master project note. Today, for instance, my publisher sent me a final list of a few things that need to be checked and corrected in my book. I copied the list (six items) to a new note in the book's project notebook, created a task in Todoist that says "Fix these errors" and linked to the note in Evernote. Then I looked at my calendar to see when I would be able to find 90 minutes to do the work (tomorrow morning), blocked the time out and told my publisher I would have those corrections completed in the next four days. If an emergency happens or for whatever reason, I am unable to do the work tomorrow, I still have three days to finish what needs to be done and meet my commitment.

[@dodgerea8639]

@@Carl_Pullein So glad I asked! I had misunderstood, you’re right. I guess it was based on prior videos where I saw beautiful tables that tracked the stages, if you will, of a project. But I still take your point. It’s not an excruciating *list* the way it ends up in Task Managers that are trying to do the work of full PKMs. I really like your thinking here, particularly because most of us are never taught to wonder if we happen to be one of those people who finds those long lists totally intimidating and demoralizing, not inspiring or clarifying. Since I do happen to be one of those people, I’m gonna start looking at how to move toward the way you do things! Thanks so much for the generous reply. 🙏🏼

[@marktodman]

@@Carl_PulleinThat’s a great reply. Thanks for taking the time, Carl, as it really clarified the point for me too. Really helpful, as the OP says.

[@Carl_Pullein]

@@marktodman Your welcome, Mark.

[@Paulie_G6]

Thank you so much this is so useful. How do you link an Apple Note to a project in Todoist?

[@Carl_Pullein]

You can use the share sheet to collaborate with yourself. That will provide you with a link you can use in Todoist.

[@majidektesabi3021]

Thanks for the video, it's not only simple but very effective together with TSS. One question for me is why you have a filter for Today's objective and Focus. Don't you have already almost the same view in "Today" section? isn't it a repetition somehow?

[@Carl_Pullein]

That's part of my morning routine. Before I start my day, I look at my two objective tasks for the day (Red flags). Then switch to the Today's focused view and begin my day. It's a sort of ritual that gets me focused on the day ahead.

[@PremiumAccount-fb5pc]

Hi Carl - thank you, great content. One question ... when a todo is in the "Next Week" project and we go into that week > do you manually need to move all tasks to the "This week" project?

[@Carl_Pullein]

Yes, you manually move tasks from Next Week to This Week when you do the weekly plan. This ensures there is a human touch involved and you can decide if something does need doing or not (You'll be surprised how many tasks no longer need doing)

[@modestbukowski]

Hi Carl, I'm retaking your courses now (Time Sector System). Towards the end with the pyramid of productivity where you build from Areas of Focus → Projects → Tasks. It does get a bit weird (outdated?) now when you have switched to labels / areas rather than projects based. Do you have any plans of releasing a new/updated course to where you are now? I took your added module but it's creating more confusion when it's almost 2 different approaches that meet. I love the simplicity in your 2+8 and TSS and need to get back to them now as I fell off a bit with my systems.

[@Carl_Pullein]

The Time Sector System is about managing tasks by when you will do them. In Todoist, I have my own particular way of organising my tasks that Todoist allows me to do. If I were following the Time Sector System in Apple Reminders, I would not be able to use labels in this way. So, this set up, while using TSS, wouldn't be relevant to the course.

[@modestbukowski]

@@Carl_Pullein I use ToDoist too and been following your system but my question was if there would be an updated version when you switched to labels, but maybe it doesn't matter.

[@Carl_Pullein]

@@modestbukowski, I don't have any plans to do so at the moment, as it would only relate to Todoist. That coul change if Apple enables this feature in Reminders, though.

[@mikeymagz]

Hi Carl - Love this setup, super helpful. Quick question: How would you handle "Follow Ups" in this setup? These are tasks that are outstanding and awaiting inputs from someone else. I like to capture these to remind myself to get inputs from others, but it's not actual "work" that need to get done (other than maybe sending a follow up email or slack).

[@Carl_Pullein]

Hmm that's a good one. It was something I realised was causing a big drag on my system, so I looked at the cause of it. Why did I need to follow people up? What I discovered was it was caused largely by my communication (I wasn't clear enough about what was expected and by when) and so I changed my communication style. This almost completely eliminated the need to follow up. For the rest, I will add a task labeled "Communications". Another one to watch out for is incomplete tasks disguised as a "follow-up". If you need to receive a presentation from a colleague, the task is not complete until you have the presentation. If you ask your colleague for the presentation file, that's not completed the task. Instead, you would reschedule the task (and perhaps add a note that you asked your colleague)

[@boydy55]

Hi Carl Thank you for all your valuable info. I was wondering what app you are using for the notes that you refer to briefly around 8.15 Cheers Andy

[@Carl_Pullein]

Hi Andy, that's Evernote 🙂

[@dassolution3094]

Love this system. I've never managed to find one that resonates with me. My project list became huge and full of random things and my to do list was overwhelmingly huge. Now it's small and manageable, thank you! One question, however. I noticed you could crag and drop from the inbox to change the project from this week to next, but I've tried on mine version 9.3.3 (12312) but I don't get the dots on the side of a task in the inbox to drag it. Is this a setting/feature I have to enable? Thanks.

[@Carl_Pullein]

If you have any grouping or sorting set up in your inbox, you won't be able to move anything. Turn those off (or reset them to default) and you will be able to move tasks by drag and drop.

[@bombobabierle1942]

Great video Carl, thank you very much! I have one question: do you also give a date to the tasks that you move to "next week", for example? Because if I move the task to "Next week", then it stays in this project forever. Do you know what I mean? Or am I making a mistake here? :)

[@Carl_Pullein]

I would only date a Next Week task if I was 100% sure I had to do it on that date. Otherwise, no, I don't date them. I always do a weekly planning session and move tasks from my Next Week to This Week folder then if they need to be done. Then I date them.

[@rfoxvirginia]

Carl, thanks for another great video and simple system that resonates with me. One question if I may- How are you using Priorities in your set-up now? Thanks!

[@Carl_Pullein]

I still use them the same way: P1 Must be done today, P2 tasks for the morning, P3 tasks for the afternoon, P4 evening, and everything else.

[@Maizeak]

How do you keep your long term/on hold folder under control? I have 160 tasks in there - How would you go about about getting this number down and how would you organise eg PARA or contexts etc

[@Carl_Pullein]

I don't. I let it grow, and once or twice a year, I'll delete all the stuff I no longer need to or want to do.

[@Maizeak]

where can i put tasks that i may keep pushing back or are maybe tasks - eg buy necklace when back in stock and go to so and so if have time

[@Carl_Pullein]

Good questions. "When I have time" cannot be used. You have time. You just have to decide when to go. Decide and put it in your calendar. Tasks that you are waiting for something beyond your control to happen can be set as weekly admin tasks. "Check to see if necklace is back in stock". If it's not, reschedule it for a week later (I do these on a Saturday morning)

[@raia9]

Thank you - but what about dashboard, over 90 days and 365 days filters?

[@Carl_Pullein]

Dashboard is something I no longer use. It showed my today and my inbox in one window. The over 90 and 365 days is a way to filter tasks to show only those that have been sitting around for a long time and have not been done.

[@raia9]

@@Carl_Pullein Much appreciated - Its amazing how responsive you are to peoples questions - a testimony of our well your system works.

[@Carl_Pullein]

@@raia9 Aww thank you, Raia.

[@enicode]

Hi Carl, a bit of a side question - but since you mentioned the notes opening speed - the Evernote used to be slow, especially on mobile, and I had even to switch to Apple notes, did they improve recently or did you not have this problem?

[@Carl_Pullein]

I don't know. I've been using Drafts for over ten years. That's how I collect notes into Evernote. On the desktop (where I predominantly use Evernote) it's always open

[@fregr8384]

Hi Carl, great video! Is there a reason you only use 'this month' and 'next month' rather than listing out all 12 months and dropping specific tasks into a month that you know a task will need to be completed in? Thanks.

[@Carl_Pullein]

Yes. I'm never likely to know specifically when a task can be done. And anything specific will go on my calendar. It also reduces the number of decisions I need to make. It's either going to be done this week, next week, later this month, next month or sometime in the long-term future.

[@fregr8384]

@@Carl_Pullein Thanks so much, Carl!

[@heyman349]

When you have tasks like "Work on this or that" that are recurring, do you check them off after you work on them, and then duplicate the task? Or, do you reschedule them and then check them off only when the project is complete?

[@Carl_Pullein]

No. I will reschedule them for the next available day I have time to work on them. With my book project, that was a daily recurring task every Monday to Friday as I needed to write for at least an hour a day for twelve months.

[@blackwersus]

@@Carl_Pullein do you have another platform where you keep track of the overall progress of your projects? Where do you "micromanage" the steps you need to take within projects in-depth? A basic example would be fixing my stove at home, it consists of many specific steps I need to take that would otherwise clutter Todoist (disassemble the stove, diagnose the problem, buy new fuse, buy new torx screws, assemble again, test etc) some of my work projects have years worth of tasks that are mapped out and need to be carefully tracked.

[@Carl_Pullein]

@@blackwersus I do. I use Evernote to manage my projects.

[@mateuszolejnik8682]

Hi Carl, thank you for your video. I am currently organizing my space, I've been paying for Todoist Premium for a year and it helped me, but I already feel a huge impact of your video. I've got diagnosed with ADHD this week and it's helping me so much. Could you please me what is the software at 8:25?

[@Carl_Pullein]

That's Evernote - my note's app.

[@dennisrlong]

Carl, I'm confused as to how you differentiate what tasks you place in your Recurring Areas of Focus and what you place in Routines. These items are all recurring tasks? What is the benefit of separating these into separate sections? Is this covered in your TSS? Thanks very much!

[@Carl_Pullein]

Routine tasks are low-value and just need to be done type tasks (take garbage out, wash the car, do the laundry, etc) that have no impact on your goals, projects or even life. Areas of focus are the important things in life. Your core work, your relationships and the tasks that bring meaning and value to your life. I separate them because on days when it's been busy, I'm tired and am unable to make clear coherent decisions, the decision is about what to do next is already made (never a routine task, always an area of focus.)

[@_james_1100]

What notes app do you use? (the projects section).

[@Carl_Pullein]

I use Evernote.

[@fernandovaldivia8334]

Hi Carl! I like Apple Notes. But I also like Evernote. I even upgraded my subscription with Evernote. But I saw you said that if Apple Notes was ok 10 years ago you would use it. So, how do I reconcile my Apple Notes and Evernote. I don’t want redundancy in my notes. I wish to adapt also your system for Todoist. Advice please. Thanks.

[@Carl_Pullein]

One way I have done this is to use Apple Notes as a quick capture tool. Apple Notes is so much better than Evernote on mobile. So if I am out and about (walking my dog for example) I will use Apple Notes to collect ideas. I can then move these to Evernote later when I am back at my computer.

[@axr4305]

Hey Carl! Thanks for your Video, im about to give your system a try and was wondering, if you assign tasks multiple labels or if you limit the labels for a task to a single lable? for example: a task can be administrative and can be a communication task, isnt it?

[@Carl_Pullein]

If you use multiple labels, then the filtered view won't work. You will have the same task showing up in your different categories. I am very strict about labels and if there was a task that could be both communication and admin, that would tell me the task is not clear and needs rewriting so it is very clear what type of task it is.

[@scottsiegel5718]

Hi Carl, excellent video... I started playing around with this setup and i really like the flow of the label views. im struggling to wrap my head around how to implement this with work and personal tasks. i have a standard 9-5 job and i dont want to be distracted with personal tasks during work hours. i tried experimenting with 2 lables, ie. @work/@admin - @peronal/admin... this gets messy though as the tasks show up twice in the views, which drives me bonkers.. any suggestions?

[@Carl_Pullein]

Ah, I’ve had this fight in the past. Then one day I realised that I live one life and my personal and professional lives are really different roles in that one life. Now I don’t distinguish between the two. After all, I still can only call the bank during office hours, make doctors or dentist appointments during work hours and occasionally I need to do a call after regular work hours.

[@Steve_Hunter]

Hi Carl! I have a question that really circles in my head: In your system your routines or recurring focus tasks are in thei so called projects. So the can not be shown in the this week project (or next week). How do you handle this?

[@Carl_Pullein]

The "projects ' area are simply holding pens. This stops me from having a single list with everything on it and gives me a simple way to plan the week. The only list that really matters when I am working is my Today list. That curate when I do my daily planning. The Routines and Areas of focus "projects" rarely need reviewing, so keeping them separate reduces the time it takes to look at my Next Week and This Month folders.

[@Steve_Hunter]

⁠Thank you so much. I really appreciate your detailed answer!

[@carlosmurillo3707]

Me interesa configurar mi sistema de productividad en esta forma con todoist y amplenote peto no se como vincular edtas dos herramientas, quisiets su apoyo con esto, pot favor...

[@Carl_Pullein]

Lamentablemente no conozco Amplenote. Lo siento

[@AaronMw304]

Hi Carl, Like the Idea of the time sector system (TSS), but was wondering about how you practically incorporate using Siri or other voice assistance to add tasks to certain list. I've tried to use TSS with Apple reminders, but adding a task to a list named "next week" doesn't go down well and Siri just thinks I'm trying to schedule the task. Is this something you have considered or have any advice around?

[@Carl_Pullein]

Hi Aaron, I don't recommend allowing tasks to enter your system directly. Instead, I recommend throwing everything into your inbox directly to slow down and think before you let something in. Processing your inbox is a critical part of reducing the number of tasks that enter your system.

[@AaronMw304]

@@Carl_Pullein Great way to think about it. Will see how it goes!

[@gotgelf]

Hi Carl, I have a question regarding organizing sports activities. For tasks like gym workouts or running, would you create a separate label in your setup? Or just leave such things without labels.

[@Carl_Pullein]

Ah, sports activities are events, not tasks. All my exercise, races and anything else related to sport or exercise is on my calendar. The only "task" is "schedule exercise for next week".

[@gotgelf]

@@Carl_Pullein thx for your answer. What if its a language class (or any other), for example. Which i have periodically at the specified day and time, would you keep this also only in calendar and consider as activity?

[@Carl_Pullein]

@@gotgelf Yes, that is correct.

[@gotgelf]

@@Carl_Pullein Thank you for the clarification. So, the last question, how will do you decide if its task or activity, any simple criteria(s) ? I mean there are some cases when i see this as activity and task as well.

[@Carl_Pullein]

@@gotgelf If it's day and time specific it's an event. If something needs to be done at 10 am on Friday, then it's an event. If it is not time specific and can be done at anytime in the day, it is a task.

[@RunningArtGFX]

Is there I way to exclude a #project from today view. I have a social media posting schedule and it takes up 35 of to the top of my Todoist. I still want to have access to them and get notifications. A workaround or better idea.

[@Carl_Pullein]

Yes. Using "!" before the project name will eliminate the project from your filter. A workaround would be to use a service such as Buffer and do all your social media posting in one go for the week. (Saves a ton of time)

[@ditchcomfort]

I still use your TSS, and I will never use anything else. However, I have a question. How is Evernote these days? I know you have been using it for a long time, but if you came from a new user perspective?

[@Carl_Pullein]

Evernote's fine. (and getting better each week under their new owners). If Apple Notes was as good as it was today ten years ago, I would likely have used Apple Notes.

[@ditchcomfort]

@@Carl_Pullein okay thank you 😀

[@PerJoh-hk8uz]

Hi Carl, A little bit off topic... but have you ditched your Apple Watch ?? Is it a step in getting more analog or what ?? 😀

[@Carl_Pullein]

I have, I don't need all those notifications and going back to my analogue watch I no longer have to worry about battery life.

[@Maizeak]

Do you think there are situations in which your system is less optimal or a bad choice?

[@Carl_Pullein]

I am sure there is, although, I haven't come across any yet.

[@brendalg4]

On a video about how you do your projects, you said you keep the tasks in the project... because some tasks won't end up being done for whatever reason. This video shows actual tasks in the to do list. I don't understand.

[@ritchiee1980]

I am afraid I cannot drag tasks from inbox to the different folders. Do you happen to know by any chance what I could have done wrong? (I have the same problem with the web and windows app version)

[@Carl_Pullein]

Hi Ritchie, I'm afraid I don't know. I would suggest reaching out to Todoist for help. They may be able to diagnose the issue.

[@finalitas]

Hi, Carl! Thanks for the video - very good as usual. May I ask - how do you put new tasks from inbox into the projects folders - I mean #THIS WEEK e.t.c. Are you doing it manually? it turns out that you spend some time determining exactly where to send the task? to which list in your setup..

[@Carl_Pullein]

Yes, that's a critical part of the process: manually moving tasks to their respective folders. It forces me to think about the task: Do I really need to do it? And if so, when can I do it?

[@nfpsaraiva16]

kzbin.info/www/bejne/rKfGhax4g9ZnabM in this case you aren't respecting your system cuz you are moving a task to the next week without moving it to the NEXT WEEK project. This right here is one of the things I dont really like from your system, cuz you need to take 2 actions (set a due date and "move") everytime you want to defer a task to another week / month. Either way, good video 👍

[@Carl_Pullein]

There always needs to be some flexibility. As I already know I will do that task next week. I don't need to create more work for myself by removing the date and then moving the task to Next Week. Then when I do my weekly planning re-add the date and move it back to This Week. If I didn't know when I would do the task, I would then remove the date and move it to another folder. The whole point of this system is to slow you down and encourage you to think about what you will do. Those steps are by design.

[@nfpsaraiva16]

@@Carl_Pullein Oh ok in that case my system can somehow relate to yours.. I have an "Actions" project where everything needs to have a Date (Your THIS WEEK project), and a "Later" project where I put everything that I dont know when I'm gonna do it (Your other folders). Cheers!

[@Andrew_OHara]

I really don't like your todoist setup. It feels like you're using the app wrong lol. Still great to see how others use it.

[@iamjoshowens10]

What are your suggestions? Genuinely open to new ideas for my productivity