How I Manage Projects With Todoist & Evernote

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In this week's video, I share with you how I manage projects using Todoist and Evernote.
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Опубликовано:

5 июл 2024

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Комментарии : 105

@PLOnline 2 года назад

Great video Carl. This helped me understand how to manage my projects and all the steps involved with them.

@Carl_Pullein 2 года назад

Glad to have helped, Scot.

@ryanbrownx1 2 года назад

Hey Carl, I'm glad you are going to add more content on Areas of Focus. I'm looking forward to it. And, can't wait to pre-order the Time Sector System book.

@BDV000 2 года назад

Oh. A book on your system? I'll definitely need to look into that.

@Carl_Pullein 2 года назад

Thanks, Ryan. The first draft is almost complete.

@spillledcarryout 2 года назад

Thanks Carl! Perfect zero bs tips.

@Carl_Pullein 2 года назад

Glad you liked them, Carlos.

@felipemasis5274 2 года назад

Carl, thank you a lot, thats great! For the first time I really articulate ideas about lists & projects!

@Carl_Pullein 2 года назад

Glad to be able to help, Felipe.

@DemetriPanici 2 года назад

*Evernote has made some amazing improvements in the past year!*

@Carl_Pullein 2 года назад

They have indeed.

@Carl_Pullein 2 года назад

Have to agree with you there, Demetri.

@majorgear1021 2 года назад

Yeah, like adding markdown support! Oh wait…maybe not.

@malcolmstephenson556 2 года назад

You have covered this strategy a few times. I appreciate that you devoted time to revisit in a slightly different way. I sometimes need to hear/see things a few times before I have the Ah, Ha! moment. I am in process of transforming some of my tasks to Evernote based projects. Once again, Great Job Carl :-).

@Carl_Pullein 2 года назад

Glad you find them helpful Malcolm.

@wretchedsaint8847 2 года назад

Just completed time sector system course, now to do the work! Thanks Carl!

@Carl_Pullein 2 года назад

You're very welcome. Good luck developing your system.

@MatthewMillerMCM 2 года назад

This was so helpful and a burning question that I know I've asked before. I'm making some mods to my system right now based on this video. In the Time Sector course, you one video that reviews the Evernote File structure of your projects. Inbox / Personal / Work / Goals. This video does a great job answering the question 'how are you managing your projects if not in ToDoist" but now would be nice to see an overview of your file structure in Evernote to complete this circle. Thnx!

@Carl_Pullein 2 года назад

Hi Matthew, I don’t really have a ‘structure’ in Evernote these days. It is loosely based on Tiago Forte’s PARA Method, but because Evernote’s search is so good, having a structure seems less important.

@malcolmstephenson556 2 года назад

I agree with Matthew. Although, I think you (Carl) have already done this?

@devarni 2 года назад

I struggle a bit when a project has many tasks in Evernote. My releases usually have quite a few sub-tasks that I have to keep track of, sometimes with additional information. For this a Kanban board is actually ideal, especially if the cards also have subtasks/checklists and space for additional information like links or even videos. In Evernote I have to create an extra note for each item with additional data and then link it in the task. Then I have to have some sort of master list for the overview... it's all pretty cumbersome! For more complex projects, would you also use another tool (e.g. Asana, Trello, etc) instead of doing everything in Evernote?

@Carl_Pullein 2 года назад

No. I use Evernote and Todoist for all my complex projects. Works fine. The only additional tool I do use sometimes is for online courses. There I have a simple spreadsheet I use to plan out the different parts and lessons in that part. It also tells me whether it will be a screencast or headshot. Plus, I use the same sheet for updating the course each year so I can add notes that tell me where I would like to change things. I've found over the years, the more layers of "organisation" I put in, the slower I become and inevitably I will forget to update one part and then everything just goes downhill rapidly from there. As they say, "less is more"

@AJFaithFitness 2 года назад

Thanks Carl for the explanation. I look forward to your new book.

@Carl_Pullein 2 года назад

You're very welcome.

@MetaDataAutomation 2 года назад

This is actually interesting, I've never seen someone manage stuff like this before. Not sure if it would work for me personally though but still cool. I agree having 100's of projects in a to-do app is a no go, personally what I do is use todoist "projects" as more of a "areas" or "list" style instead. For example I work in software integration so I have projects called Shopify, Xero, Gmail etc. Then under each of those, I use the cool way todoist handles "sectors" and name them for the client it's for. This keeps my projects pretty nice and trim but inside each one hold all the info. Then with filters, dates and tags everything seems to come through quite nicely. That's only made possible though because sectors are actionable when assigning a project on a new task

@Carl_Pullein 2 года назад

That's fantastic. If it works for you. For me, the only thing that really matters is time--as in "when" will I do the task. When I managed by projects (or areas, as I tried that) I lost/forgot so many tasks, I added random dates to tasks so I would be reminded of them, then I would reschedule them again (and again and again)

@mdembo2 2 года назад

Hi Carl - all very helpful - in Evernote, for your projects - do you recommend a Notebook stack and then a notebook for each project, or just a single note that you put all relevant info into for a particular project?

@Carl_Pullein 2 года назад

Hi Mark, It depends on the size and complexity of the project. Most projects only need a single note, but those bigger projects with a lot of notes will likely need a notebook. This means I have a stack called "Projects"

@ecar20100 2 года назад

Hi Carl, do you plan to include in your book how you write and monitor your goals, and how you link them to projects (Evernote) and tasks (Todoist)? Thanks!

@Carl_Pullein 2 года назад

Absolutely. Long-term goals are the foundation of all great systems.

@TheronGBurrough Год назад

I've used this system for days and concluded I need a real project manager with To Do List. The best thing I took away from this video is that I should improve my use of memory and planning skills. Carl is right that managing projects in ToDoist leads things to accumulate without getting done. Yet pasting links from Evernote into ToDoist is time consuming. Evernote has pretty good formatting tools but you end up word processing. I want to plunk in and delete entries from an automated system. Maybe printing things out will help. I'm still using this system until I find a new software. Totally excellent channel though!

@Carl_Pullein Год назад

It took me a few weeks to get used to managing projects from my notes. Now it's second nature. When I have a new project, I create a note for it. I have a template set up for these now, so it just works beautifully.

@jcepri 2 года назад

Thank you Neil Tennant. :-)

@Carl_Pullein 2 года назад

Hahaha, you're welcome.

@alythaer 2 года назад

Awesome video . Do you have a BASB video using the PARA principle that's basically taken over the internet in the Notion hype?

@Carl_Pullein 2 года назад

I don't. I am currently experimenting with my Evernote structure and PARA is just the current test. I hope to have something soon and will share it once I am happy with it.

@sergio2559 2 года назад

Very useful. I think it's possible to apply this synergy to another similar productivity apps.

@Carl_Pullein 2 года назад

Indeed you can, Sergio.

@antonbrown4453 2 года назад

Hey Carl, your Evernote link in ToDoist looked very clean. When I link a note I get the full URL for internal and web. How did you get yours to look the way it does? Thanks!

@Carl_Pullein 2 года назад

Hi Anton, if you write the task like this: www.url name.com (Do this task) you will get the clean task :-)

@antonbrown4453 2 года назад

@@Carl_Pullein So easy. Thank you!

@ogdanem 2 года назад

It is better to change the video headline for a technic rather than the two apps. I have learned from you this technic a long time ago but these days I stop using Evernote and MS-ToDo and prefer to use Onedrive with To-Do and your connection technic. The tabs and section in Evernote got me crazy and it is difficult to archive the project inside and outside the Evernote and keep forward to the next project, and when you have many projects the notes section got me crazy and confused, thus I find another way but same technic.

@douglashornell-scott5126 Год назад

Carl, could this also be managed using Reminders and Apple Notes? I am starting a review of what I use and how I use it with the aim of getting back to basics and keeping processes etc as simple as possible. With apple proving their notes app, it might be worth reevaluating evernote.

@Carl_Pullein Год назад

Hi Douglas, yes of course. Apple Notes works very well as a project manager.

@devarni 2 года назад

I like the idea of a master project table that gives an overview of ongoing projects. I don't use Evernote, but this can also be implemented very well in Coda or Notion as a kind of "project dashboard". Again... I like your simplicity in Todoist as well. No duplicate tasks and instead the link to the project page in the app you use. Subtasks for the project you don't have in Todoist but in Evernote? So you really only need Evernote for the project. Todoist is only for reminding and planning for the main task according to the time sector?

@Carl_Pullein 2 года назад

That's correct, Frank. It keeps things simple and avoids being distracted.

@andrewpalaski1552 2 года назад

Thanks as always Carl. Very helpful to see concrete examples. Sometimes your videos are a bit like an onion; you peel away one layer and reveal something else I would love to see concrete examples of. I am thinking of the "PARA" system: I see you have your Evernote arranged this way (you mentioned it in a Dec. 2020 video). I've looked at some information by Tiago Forte and others on this, but feel very unsatisfied about my ability to implement it. I would love to hear YOUR very capable explaining skills applied to this. I think it is a key part of TSS and project management? Thanks!

@Carl_Pullein 2 года назад

Hi Andrew, ah, my Evernote structure is in flux at the moment. I am experimenting with different approaches - the current one is PARA. I like it, but because of Evernote's excellent search features, I find I rarely use the structure. Hope to share something in the near future though.

@andrewpalaski1552 2 года назад

@@Carl_Pullein That would be great!

@SimpsonPetrov 4 месяца назад

Hi Karl, I'm curious if there have been any reflections or learnings from the delay in your book's publication. Sharing these could offer valuable insights for many of us. Thanks for your guidance.

@Carl_Pullein 4 месяца назад

No. There's a process to follow that only publishers understand LOL. My original intention was to self-publish, but that would have limited the number of people I could help. Being patient will enable me to help many more people.

@mcdebugger 2 года назад

Thank you very much Carl! Your system is so simple and productive so you made really large effort on humans evolution 😂 Love to watch your videos!

@Carl_Pullein 2 года назад

Thank you, Maksim. So happy to hear I've been able to help.

@andrewethanhirsch7968 2 года назад

Great Tutorial - Please post Evernote Templates for: Master Project List and Project - how do you create the links from Master Project to Project. Also, how do I create the link from ToDoist to the Project in Evernote?

@Carl_Pullein 2 года назад

Here you go, Andrew: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-B1FE8q4Oen4.html

@DairyStateDad 2 года назад

Is there anyway to get the ToDoist link to open the computer app for Evernote instead of the web version? Asking because I decided to stick with Evernote v. 6 on the computer instead of v. 10 (which the web version replicates), which lost too many features I liked from v. 6....

@Carl_Pullein 2 года назад

If you're using a Mac, you can click on the "Copy Note Link" whole holding down the CTL key and it will copy the app link (Classic Note link)

@DairyStateDad 2 года назад

@@Carl_Pullein Alas, I'm a windows guy... But thanks for the explanation 🙂

@rolandgreco 2 года назад

@@DairyStateDad I am a windows guy too, ever figure out how to link it to evernote computer app?

@benjijmason Год назад

Hey, I like what is done here with a task linking to a note in Evernote. How do you do this please? I can't work it out. Thanks!

@Carl_Pullein Год назад

Copy the note link from Evernote and use this formula in Todoist: [TEXT](URL) - that will give you the clickable link.

@benjijmason Год назад

@@Carl_Pullein awesome thank you

@PaulJacobson 2 года назад

Hi Carl, thank you for this video. I loosely follow the GTD methodology (loosely because I'm a little undisciplined when it comes to weekly reviews). I'm interested in your comment about how GTD would envisage using the "Projects" section in Todoist for context, not projects. I use labels for context, and the Projects section for my actual projects. How would you suggest using labels in Todoist from a GTD perspective?

@Carl_Pullein 2 года назад

Hi Paul, A few years ago, the GTD company released a Todoist setup guide (gettingthingsdone.com/wp-content/uploads/2019/12/GTD_Todoist_SAMPLE_LTR.pdf) in that guide they recommended using projects for your GTD lists (contexts). This makes sense as GTD works through contexts, not projects, Projects are kept in a separate folder (paper folders kept on or near your workstation)

@PaulJacobson 2 года назад

@@Carl_Pullein Thank you for the link. I'll read through that. Appreciate your feedback.

@SD-rg5mj 2 года назад

hello, I made an error and I erased a task, can I get it back? is there a trash or an arrow to come back as on word?

@Carl_Pullein 2 года назад

You can. If you go to your Karma points at the top of the window and click view completed tasks you can recover you tasks there

@devarni 10 месяцев назад

For very small projects with only few subtasks, I find the idea of creating an extra note for this too time-consuming. Simple example: you need a new identity card and have to do 2-3 things for it, e.g. have new passport photos taken. This is actually perfect for subtasks in Todoist. In other task managers like Things 3 you would have to do this as a project... Are these "quick projects" an exception for you where you also do this directly in the task manager or do you generally always create a note (perhaps also in Apple Notes for such very small notes)?

@Carl_Pullein 10 месяцев назад

For something like that, I will likely create a checklist in Notes and run things from there. It's likely nothing will ever end up in Todoist. Getting photos taken would be an appointment, and renewing my residency permit is an appointment with Korean Immigration and I would see that when I do my weekly plan.

@cumftably_num 2 года назад

I'm having problems linking Todoist to Evernote here. I'm using Windows10 and on my Todoist website page in Integrations, there is no Evernote Integration. I'm guided towards IFTTT where every applet to connect the 2 have the save option that stays greyed out, plus, in all of the places where I'm to put which folder/task name/other info. it says that no options are available.

@Carl_Pullein 2 года назад

You're right, Rob. There is no official integration between Evernote and Todoist. I show the way to do it here: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-B1FE8q4Oen4.html

@cumftably_num 2 года назад

@@Carl_Pullein Thanks!

@bereantrb 2 года назад

9:36 I guess that’s possible, but most people I’ve seen do put their projects there, then simply use labels for contexts. Using filters then keeps so many tasks from showing up at once, the other problem you described. Regardless, Evernote is perfect for all the extra project notes/materials you mention.

@majorgear1021 2 года назад

This is what I was thinking!

@skier259 2 года назад

I must be missing it. How do I link the task to the note?

@Carl_Pullein 2 года назад

Copy the note link in Evernote (choose "app link") then paste that into Todoist in this way: [Name of task](Evernote ERL) That should work, Fred.

@Mamanouk77 2 года назад

Thanks for this good advice. But the video doesn’t show how to make the connection between Todoist and Evernote. Maybe it’s too simple, i’ll try it tomorrow. 😊

@Carl_Pullein 2 года назад

Hi Anouk. Here you go: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-B1FE8q4Oen4.html

@malcolmstephenson556 2 года назад

In Evernote, open the Note you want to link to. Click the 3 Dots at the top right corner of the note. 1st option is Share (referring to the latest version of Evernote). Choose Share, enable the "Shareable Link". Copy the external link provided. Paste into ToDoist. Keep in mind this is a Public link. If you have Private info in your Note, encrypt the note (not sure you can still do this?) or do NOT create the public link. I hope that helps.

@majorgear1021 2 года назад

Todoist is actually good at managing projects. Note taking apps are good at taking notes. I prefer to keep them separate from each other. Part of this is that I’m easily distracted. If I’m working on a project and have to switch from one application to the other, it’s an great opportunity for me to be distracted. Let me check my project notes…oh wait, look at all of the unfiled notes in my inbox. I’ll clean that up and return to my project later! Later never comes….

@Carl_Pullein 2 года назад

That's exactly why I stopped managing projects in Todoist. I had all these projects listed in the projects list and found myself being distracted and picking the easy ones leaving the bigger, more important ones until the last minute. Now, I have a simple task that says "work on project X", or "Continue working on next week's big board meeting" and that task links directly to the project note. Now, I am never distracted and I work on the projects/goals that matter. Everything I need to work on the project is in the project note including direct links to documents I am working on.

@ericrydermorgan Год назад

Is there a video where Carl show what IFTT workflows he actually uses to integrate his Evernote and Todoist? The videos on how he uses them together don't show how the integration is set up. I have been using Taskclose to get tasks to go from Evernote to Todoist, but that doesn't facilitate all the functionality he is showing here - e.g. clicking on a task in Todoist to take you to Evernote. (I'm in Windows) TIA

@Carl_Pullein Год назад

Hi Eric, I haven't used IFTTT for a long time now. I found them unreliable and, therefore, unusable. Instead, I get the internal note link and paste that into the Todoist task so I can get access to the note directly from Todoist.

@ericrydermorgan Год назад

@@Carl_Pullein I see. Thanks for the response.

@fernandovaldivia8334 5 дней назад

Carl, how do you connect Evernote to Todoist? I tried Pleexy. It's not connecting.

@Carl_Pullein 5 дней назад

I connect the individual project note to the task using Evernote's note-linking feature.

@fernandovaldivia8334 5 дней назад

@@Carl_Pullein where do I find that "note-linking" feature?

@Carl_Pullein 5 дней назад

@@fernandovaldivia8334 Click on the three dots in the top right of the note you want to link to. It says "Copy internal link"

@fernandovaldivia8334 5 дней назад

@@Carl_Pullein Fantastic Carl! It worked!

@fernandovaldivia8334 5 дней назад

But how do you synchronize the Tasks of Evernote and Todoist? I mean when the task is done, can it register in both that it's done?

@wheinemail 2 года назад

In this video you tell us that you are going to discuss how you link a task in Todoist so that it automatically opens the project in Evernote. But other than discussing how a message comes up in “Big Sur“, there’s no explanation on how this auto open link is made. Please explain.

@Carl_Pullein 2 года назад

Here you go, William: ru-vid.com/video/%D0%B2%D0%B8%D0%B4%D0%B5%D0%BE-B1FE8q4Oen4.html

@StevenMichels Год назад

Todoist's abilities as a project manager is limited. But if your goal is to keep your task list minimal to not be overwhelmed, why not just use Evernote's task feature?

@Carl_Pullein Год назад

Hi Steven, Evernote is primarily a notes app. Making it my dedicated task manager as well would be an incredibly frustrating experience. (Plus the risk if Evernote goes down, I lose everything)

@timbushell8640 2 года назад

Backlinks... just a shame that the individual project page doesn't (yet) also go to the list... (auto in Obsidian) and could be included in the template of the project detail page. Nice, detail ONLY where it is needed.

@Carl_Pullein 2 года назад

I've been looking at backlinks and, for me, tags serve the same purpose. I add tags using a simple keyboard shortcut: "CMD+'". I can also do a direct link to a related note if I wish by using the keyboard shortcut "CMD+K".