The Ultimate Todoist Workflow

[@camryn1680]

This workflow has helped me take back control of my mornings by planning my ideal morning routine, and having more control of my high focus tasks & evening tasks with a much better insight. I actually look forward to tick off every task each morning. Thank you! Keep up the great content, Carl.

[@Carl_Pullein]

That’s fantastic, Camry. Glad to have helped.

[@smfelechner]

Love this video! I keep coming back to it. One thing I added to the Closing Down Filter is "no label". That way I don't see any of the routines when I'm planning my day.

[@Carl_Pullein]

Glad you like it. Shaun.

[@TechGuyEli]

Thanks, Carl. I don't use labels at all in Todoist as I keep my system super simple using only your Time Sector approach and one or two filters. That's all. However, your "morning routines" label here is an example of an interesting way to use labels in order to create a useful filter. I might experiment with this approach to see how it works for me. Thanks.

[@Carl_Pullein]

Glad you liked it, Tann.

[@mtbikerj]

Been trying this out for the past couple days and it's working really well. Thanks for the tips!

[@Carl_Pullein]

You're very welcome.

[@StonedTD]

Hello Carl. First of all, thanks a lot for you Todoist videos! They are truly an inspiration, even though in some cases I have a different way of organising my work. Secondly, let me share my thoughts/approach on a simple way to organise daily work. I have 3 labels - Morning, Afternoon, Evening. They are arranged in exactly this order in labels list. My Today view is custom grouped by Labels, then ordered by Priority. Some tasks have multiple labels assigned, say audiobook listening, which is labeled both as Morning and Evening, as this gives me an option to do it while commuting either to or from work. This way I can use Today view without getting overwhelmed. Additionally to Today view, I use 2 filters - one shows me today’s P1 tasks, another - tomorrow’s tasks, grouped by label, as is my Today view, which I use to prepare for the coming day. And that’s pretty much it :)

[@Carl_Pullein]

Very nice, Oleksii. Very happy to hear you've found your very own workflow that works.

[@nnicolettorres]

Love it. Im gonna try it. Thanks for sharing :D

[@Hadrotux]

Hey Carl, I really like your videos - they helped me a lot! Here is a short tip from me: if you alway put the ad for your course at the end of your videos, people who already know it will click away. Because of that, KZbin-algorithm will think your videos are not interesting enough to watch untill the end (and not list or recommend them where they deserve to be ;-) ). So maybe you consider that on future videos. But besides that, please keep up with the great work! You are really helping al lot of people out there! Love from Germany! :-)

[@Carl_Pullein]

Thanks for the heads up. I will look into it when I do my next KZbin Review.

[@julinho2811]

Great video Carl, I use my routine task project divides by daily, weekly, monthly and annual sections!!

[@Carl_Pullein]

Like it, Julio. Glad you've found a system that works for you.

[@BobPekol]

This was really good. I hated the old way of doing the subtasks, checking and unchecking. Keep em coming!

[@Carl_Pullein]

Thanks, Bob.

[@jarasoft]

Nice video. Would you please make a video what to do if you become ill. How to manage task etc when you become better.

[@Carl_Pullein]

Hi Jack, Whenever I've been laid low--illness, hospital appointment etc, I usually know in advance I am going in, and so I completely ignore Todoist. My health is far more important. Once I return, all I have to do is do a weekly planning session, a little rescheduling and I am back up and running.

[@jubben331]

fatastic! thank you Carl, you are delivering a great service to so many people!

[@Carl_Pullein]

Thank you. 🙏

[@senseibas8199]

The purpose and objectives board you've introduced lately has really been a game changer for me! Thank you

[@Carl_Pullein]

Very happy to hear that, Bas. :-)

[@kittensribbons7662]

I love how your system is constantly improving and getting better each time! I am definitely changing my todoist setup based on this video! Many thanks for sharing!

[@Carl_Pullein]

I think everyone's system grows and develops as out life and work grows and develops 😎

[@deanlsmith]

Have just finished Your Digital Life 3.0 course, which I found really enjoyable and very valuable. I love the simplicity of this daily workflow so will definitely experiment with it! Thank you :)

[@Carl_Pullein]

WOW! Thank you. Dean and glad you enjoyed the course. This workflow should help you keep everything in focus that needs focusing on.

[@ShahrumAmiri]

Thanks Carl- great ideas and this helps me manage the lack of “evening” tasks which I used to have in Things 3.

[@Carl_Pullein]

Good luck, Shahrum

[@erllive1]

love this going to put it to use. Question - how do you arrange the "favorites" in the order you want, AM 1st, focus 2nd, end of day 3rd etc ???????

[@Carl_Pullein]

Hi Erik, you can't manually order them. The order they work is Projects first, then labels, and finally filters. If you want. your filters ordered, you can manually order your filters in filters.

[@annezdesahntis9261]

Fantastic! I love this workflow, Carl and for everybody out there, the TIME SECTOR SYSTEM is great!!!

[@Carl_Pullein]

Thank you, Annez. Good luck with the workflow.

[@craigsmachineshop2040]

Great video Carl! Is there any way to manually sort tasks in filters?

[@Carl_Pullein]

Hi Craig, sadly, no. Filters are filtered. You can change the way it is viewed from the view options on the top right. You many be able to find the right view that way.

[@craigsmachineshop2040]

@@Carl_Pullein Thanks Carl. I think I may just try using Apple Calendar primarily and Apple Reminders to handle my routines.

[@josephjames798]

great video! Thanks for giving me some clarity for my work flow!

[@Carl_Pullein]

You're very welcome, Joseph.

[@jeffemrich8708]

Great ideas here. I like the simplicity and focus on today. Thanks for sharing.

[@Carl_Pullein]

Glad to have been of help, Jeff.

[@sigep661]

Carl, great video! I use a similar workflow except that I have my routines as projects with subtasks. I simply duplicate them in ToDoist and assign them to today's date. I might try your system as it would be an easy jump and perhaps more automated.

[@martinrs03]

Hi. I can see that there is some great feedback. However, as a newcomer to Todoist, but having looked at GTD for a while I wonder which video is best to guide me though setting up all the different categories and processes? This video for example already has everything set up. 🤔

[@Carl_Pullein]

Hi Martin, here my beginners guide playlist for you. I am currently updating this, so keep checking back as it will be updated every week. kzbin.info/aero/PLAzfmm1gS2_V16mlnNpjIfW9BiTrH7PTx

[@martinrs03]

@@Carl_Pullein Thanks. I'm looking at your Time Sector Course. Does that contain all the instructions on how to set up Todoist with the formulas etc and how long are they? I'm trying to streamline systems but don't want to spend weeks. Cheers.

[@Carl_Pullein]

@@martinrs03 Hi Martin, the Time Sector System course is app agnostic, you can use the system with any app (although there is a Todoist set up guide in the extras section). If you want to filters, I have a KZbin video on that. kzbin.info/www/bejne/inu3foRsjcudZ9E

[@nicolebradbury1473]

Thanks Carl, I found this super helpful and am already more productive!

[@Carl_Pullein]

You're welcome, Nicole. Glad to have helped.

[@ana419]

Hello Carl, Thank you for your helpful videos. Could you do a video on workflow using just the Apple native apps interface? Could this same system be done on Apple Reminders, for example?

[@Carl_Pullein]

I've done a lot of videos on Apple's apps. Here you go: kzbin.info/aero/PLAzfmm1gS2_X-xr6ib-7KIRAwEGyJHbiN

[@tyllpaulmann3852]

Great and simple Workflow. Thanks for sharing 👌

[@Carl_Pullein]

You're welcome.

[@hyguruprep]

what is the filter query to add?

[@Carl_Pullein]

Hi Rahul, all the filter queries are in the video at each step. It will depend on how you label your tasks tasks though

[@Abdullah-zl9ub]

Hello. As always following you and moving this week to todist! Watching the series you have done as much as I can but they are so many. Any particular ones to watch in particular perhaps? Wondering if todist allows recurring tasks without including weekends? Also wondering why you have pin tabs? Also why you prefer todist in browser? It feels overwhelming moving to todist, however it’s good I’m limited in filters to stop me. I’ve created dashboard filter… wonder if it’s not easier to have everything there only and use one page? Also I noticed you don’t use board view a lot in your videos. Do you have the calendar connected for time blocking?

[@Carl_Pullein]

Hi Abdullah, this video should askwer most of your questions. kzbin.info/www/bejne/qYGrdHyqosdreLM

[@ditchcomfort]

You should do a video on setting up the TSS in OmniFocus 👌🏻 or how to do it the best possible way.

[@Carl_Pullein]

Hi Aleksander, doing a few TSS set up videos on other apps is something I am working on. I will shat I can do with OmniFocus.

[@ditchcomfort]

@@Carl_Pullein 😊 I just moved from Things to OmniFocus. Not only because of it’s feauters, but because I like the UI etc. a lot better. And, I know how to do a very very basic TSS set up, but would like to go a little more into the nitty-gritty of this system with OmniFocus.

[@earlofmar11]

Very insightful!

[@Carl_Pullein]

Thanks, Marc.

[@lisaliv2585]

I would love to learn in more detail how to set this workflow . Does your class "From Disorganised to Productivity Mastery in 3 Days!" help set up this system in todolist?

[@Carl_Pullein]

Hi Lisa, no, not that course. The best course to help you here would my Your Digital Life 3.0 course.

[@lisaliv2585]

@@Carl_Pullein Thank you! I'll check it out now.

[@revolvercoversband1]

Thanks Carl I will check this out. Are you going to be updating the Time Sector course to include this?

[@Carl_Pullein]

It’s already in the Time Sector Course. This is a Todoist specific 2+8 Prioritisation method. You can call each part of the workflow whatever you like.

[@EEEconLawyer2007]

Carl, how does the today view get messed up when you use recurring tasks for your morning routines? Can you please explain. I didn't follow during the video.

[@EEEconLawyer2007]

Are you saying its better for your "today view" to set up routines as labels/filters vs projects?

[@PrecioBueno]

Great set-up.

[@Carl_Pullein]

Thank you.

[@screwdriver116]

Amazing techniques!!! Now I dont't have to be haunted by the pile of the to-dos I created my self! :D

[@Carl_Pullein]

Oh yes - keeps you focused on the things that are important.

[@GuyRoth-uu1de]

Workflow means that a task may change it's internal status. for example from 'To-Do' to 'Pending' and then 'in-progress' and finally 'Done'. How can I add statuses to tasks?

[@Carl_Pullein]

If you have a project that is as dynamic as you describe, I would suggest creating a Kanban board within Todoist using the sections and board view.

[@GuyRoth-uu1de]

@@Carl_Pullein- thanks for your reply. You suggest to create a Kanban board on a project level, but I am looking for a way to manage my work on across all projects together. Can I do it in Tudoist? Besides, how can I make a view that will show all my tasks from all the projects together? I tried to use the filter 'Tasks assigned to me' but it's empty, and I don't see how I can assign myself to tasks. So for now I am adding just a general label to all the tasks I opened and filter based on this label to see everything, but that seems to me like a workaround. In a more high level - where is the suggested place to raise questions about Tudoist, apart from in KZbin videos, is there any Q&A forum, or community somewhere?

[@denisegarza1861]

Is there a place to learn the filters?

[@Carl_Pullein]

Hi Denise. Here you go: todoist.com/help/articles/introduction-to-filters

[@hollyjustice8470]

I am still a Todoist newbie. Carl, in the Routines project how did you create the Daily, Weekly and Monthly views?

[@Carl_Pullein]

Hi Holly, for that, all you do is create three sections - daily, weekly, monthly and in the top right corner, click the three dots and you will see "board view" click that and you will be good to go.

[@MarceloValente]

Carl, your videos are great. I just redesigned my todoist based on your new videos. Thank you. I have a question. When you have a routine daily task you did not do on that day, do you mark it as complete anyway so it shows up on the next day as it was supposed to if you had done it? Thanks!

[@Carl_Pullein]

This one is up to you. If measuring your karma points is important then just reschedule the task. If not, then you can check it off and it will return on the next date. (I don't really use karma points so I just check them off knowing they will return.

[@davypissoort9359]

This is some excellent advice!

[@Carl_Pullein]

Thanks, Davy.

[@PattyGardner170]

I'm intrigued by this system but I have no clue how to do any of this. How would I learn how to set it up? I'e played around with Todoist but it's pretty confusing. I'm great at paper planning but digital seems to elude me.

[@Carl_Pullein]

Hi Patty, I would recommend you start here: kzbin.info/aero/PLAzfmm1gS2_V16mlnNpjIfW9BiTrH7PTx That will give you the foundations to using Todoist.

[@ahsanmirza450]

How can I segregate work and personal tasks?

[@Carl_Pullein]

You could use labels or projects to separate them.

[@adityaparashar9593]

when i failed to do my recurring task today and i checked it off tomorrow to clear the dashboard than the next active task todoist shows is of day after tomorrow,this is a great problem as it jumps directly skipping a day,main reason i am not using this great app,would like to know if something can be done.

[@Carl_Pullein]

This is a difficult call for the developers. I've used apps where if you miss a recurring task for a few days you have to keep checking it off over and over again until you catch up to the current day. That was such a pain. Todoist, assume if you've missed a task for a few days, then when you do check it off, you have immediately caught up. (A way I personally prefer). It would also distort Todoist's unique karma feature. If you had to falsely check off a task to catch up, your karma points would not be accurate.

[@adityaparashar9593]

@@Carl_Pullein thanks sir, you are truly helping.

[@MacStones]

Why does the morning routine not run into the "closing down" Filter? hmm

[@senseibas8199]

Yes first!

[@wyssdaniel]

Yes. Second!

[@Carl_Pullein]

Hahahaha I'm going to start changing the post times to test you, Baz LOL

[@senseibas8199]

@@Carl_Pullein hahaha awesome!

[@senseibas8199]

Also great video!

[@wyssdaniel]

@@senseibas8199 True. Just realised that my workflow is similar. I just named it a bit different: P1 = focus P2, P3 = daytime P4 = evening

[@whistlerrealestate1]

New background Carl?

[@Carl_Pullein]

Ah, we moved out to the east coast, so I have a new office / studio :-)