Using Todoist For Project Management

02-05-2021 admin

Todoist offers project and task management features, with a list approach to your tasks. It’s the most affordable entry on the list, although it’s not the richest option in terms of features. Trello offers all basic project management features for free, with a drag & drop Kanban approach meant to help you track your project progress. Capture Actions. Way back in Episode 31: Stop Taking Notes! Learn How to Use Mind Maps Instead! Templates Kickstart your next project with Todoist templates for every occasion. Getting Started Guide Everything you need to know to get your Todoist up and running in minutes. Productivity Methods + Quiz Learn the most popular productivity methods and discover which one fits you best. Todoist is a task management tool and cannot be used for project management. I am referring to 'project management' as the Project Management Institute (the one that certifies PMPs) uses it. Todoist simply lacks the features needed to e.g. Plan capacities, estimate effort and track actual effort etc.

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Today’s guest post is from Jonathan Pearson, a millennial determined to leave the world in better shape than he found it. You can connect with him @JonathanPearson on Twitter or his website here.

I’m an avid Todoist believer and user. The features of Todoist, the feel of it, the platforms it’s on, and the price of it (free if you want) make it unbeatable for task and project management.

Like any other software or app, when I first started using Todoist, I began to explore how to best use it and made it too complicated.

Because I wasn’t extremely familiar with it, I began to borrow from other people and use their systems. I created projects for just about everything I could think of, started creating and borrowing custom filters, and even made labels of about anywhere I could think of.

After a few months of real and personal use, I came across a couple of problems.

One of the problems was that I had very similar projects that continued on forever. For example, I had a communications project and a social media project for the church that I work for. Both of these are ongoing “lists” and it got kind of confusing when sorting what went in which project. Some things bordered on the two of those. I would be ultimately left with a decision that I could never really fully justify. ToDoist only allows a task to be in one “Project,” so I’d often go looking at a project and not see a task that I thought should be there or I’d forget to do a task where it later made much more sense.

The second problem was the time I spent organizing tasks. It felt like I was spending more time sorting and organizing tasks than I was actually doing the tasks. After picking the right project, assigning correct labels and even trying to assign certain time labels, the process was really time-consuming.

I found a solution…

Now I have four projects.

I have a Level 1 project called personal with a sub-project called “side work.” I have several different “side projects,” with a label for each. This is really helpful with the new iOS apps that allow for labels (@) to be placed in the common language tasks creation window.,

I have a Level 1 project called Work with subprojects called Communications. I have purposely kept all of these as broad as possible. Now, instead of trying to decide what tasks go to which projects, I just add tags. This allows me to add more than one tag to a task. Later, when I want to figure out what tasks I have to do related to my family, I click on that label. Similarly, if I want to see everything I have to write, I click on the writing label and so on.

This approach allows me to sort in a different way and one that makes more sense to me. It helps me spend more time working on tasks than organizing them. It also gives me a better picture of what I need to do at home, at work, at my computer, and so on. Then, I can do them all while I’m there instead of running from task to task and going back to the same places over and over.

But wait…

For those occasional new, short-term projects, I still create a project and task dump into it. Since in my mind I can’t recall those tasks as quickly by labels, this seems to work better. It also helps me break down something unfamiliar into bite sized pieces.

Does it make sense to you?

For some, this doesn’t really work. For some, you can’t really see the shift. For those of you that are like me with a bunch of different ideas and lists and projects, you can see how this is valuable. Here’s a parting look at my label list.

I still keep labels to a minimum. This has really ramped up my productivity since I began the practice. For a minimal and organized thinker, this approach has provided me with much less decision making on where to place things and more time and power on getting it done.

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Create Gantt charts with one single click. Choose one or even multiple projects at the same time and Ganttify does the rest. Update deadlines, milestones and time blocks right within the chart.

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Up to date Gantt charts of your projects.

See how all your activities relate in time, find bottlenecks and explain your plans to others. Update planning, customize chart, zoom in and out or export as PDF/image. It's super easy.

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Ganttify generates the Gantt chart for you.

Simply pick your integration and get started

1. Create an account

Connect Ganttify with the integration you wish to use and create an account.

2. Select your project(s)

From the project list, select one or more project from which you want to generate a Gantt chart.

3. Create the Gantt chart

Ganttify automatically creates the Gantt chart for you. You can now set start dates, end dates and even dependencies on your tasks to keep track of your entire project schedule.

All you have to do, really, is connect your account to Ganttify and it does the rest. You can save the chart as a PDF or image, share a link to the chart, and change the view in increments ranging from 5 minutes to one month at a time.

Once that is taken care of, a gantt chart can easily be created by clicking the button next to the calendar you want to transform. As well as viewing it on screen, the charts can be exported in picture or PDF format, making them easy to embed in other documents.

And powered by proven Tom's Planner technology

Used by more than 645.354 people all over the world.

While it doesn’t have all the advanced features offered by its competitors, it’s well-designed and simple, which makes it really easy to use, even for complete project management novices.

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It's attractive because it actually makes a multi-colored, horizontal time chart the primary interface for project management rather than an extra something you can print or look at on the side. You can make modifications on the fly; right-click to create a new period in your project plan, then select a color, and you've already gotten started. You can drag and drop periods around the chart easily — impressive for a web app.

Tom's Planner has launched their dead-simple web-based project management and planning system lets users create and visualize an online planning schedule. The application is meant to be used by a broad spectrum of consumers, from project managers, event and wedding planners to busy soccer moms or personal assistants.

Trusted by companies all over the world.