My Current Todoist Setup (February 2020) The Time Sector Edition 

I watched the video half a year ago and thought to myself, “eh it’s not gonna work for me, how would I live without all the neat PROJECTS”. So 6 months later I’m here on purpose, because I see how useless and sometimes overwhelming turns out to be the project oriented system for personal daily use. Thank you so much for revealing your setup. I appreciate it a lot, and it helped me to improve the quality of my daily life tremendously. I wish you all a productive week 🙏🏼

Finally a system that works for me! I have had some difficulties to get the hang of projects. This setup based on time is for me :-)

I rarely work out of my project folders so I can't wait to hear more about this method.

I like this system a lot! I had projects previously, but it was really just to capture things within an area of focus. But I only used that to group similar tasks, not because it was a project. This simplifies things and helps keep things moving down a "pipeline" (timeline).

I really like your minimalistic approach. I am gonna try this out.

First it sounds a bit suspect to me. - But than, after 2 weeks, it works perfect. - Now I have a system that allows me to focus on my really important tasks (for me, that never works on a project-based GTD-System). So what can i say: Thank you - I am happy again working with todoist :)

This is pretty much what I do with a Bullet Journal. I find though, at times a paper journal works better for me and then I go through other times where a digital version works better for me. Right now it is digital, so I set up my Todoist pretty much the way you have. I do need the projects still but I set them up more like an outline and I put them in the Inbox. So, I have my Brain Dump (the inbox) with my outline below. Then I can just transfer items to This Week, Next Week, etc. I've also made a Today folder, which seems redundant but I won't be transferring and routine tasks to it, so it will only show Goal-related tasks for the day. If I want to see all I can use the preset Today button. Anyway, thanks for the video. I think it will be very helpful to use Todoist this way

Awesome job sir. I love this setup so much I will start implementing it right away. Many of us are still a bit confused about how you use google calendar with todoist. Your video explaining that was great, but a second video would be amazing.

I am giving this new method a try (long-time GTD-er here) -- this seems very simple and streamlined!

Just a quick thought. It seems more like Bullet Journaling except maybe without the bullets/ signifiers. Idea is Calendar-Kanban

Wow! I'm definitely trying this structure for my own Todoist set up. This definitely aligns better with how my brain thinks and I can't believe I've never thought of this myself. Thanks, Carl!

Thanks Carl! Love the new setup and looking forward to more videos going forth!

The time lists approach can work pretty nicely with projects and labels, actually: Use labels for projects instead. Click a label, get that project's task list. But you're just managing the physical lists themselves and using the label to generate tasks, as was originally intended by David Allen, if I've understood correctly. If it's easy to drag and drop tasks between labels and mass delete labels from all tasks in a view, you can impose this timing system as labels onto an otherwise project list type structure. Haven't tried it yet in practice, but at least in MS To Do you can just write #ProjectName to the end of the task and clicking that tag brings up a search with all similarily tagged tasks. Now just make a list, put project tasks (ie. just #ProjectName) in there and you can summon up a project list with ease. Happens to solve some limitations of the program pretty well: I love the ability to "My Day" a whole project in Marvin: That way I can work on what makes sense in the project and see the individual tasks in context. Can't do that in To Do, but if the entire project is one task? I can My Day that project, click it and see the project as a whole. Dismiss the search and I'm back in My Day view. Allows me to plan the week ahead of time - I can schedule tasks/projects with "do dates" to the future in Marvin, no such luck in To Do. A This Week list would solve the issue nicely and make scheduling a drag-and-drop thing vs. managing timing via tags. Better to manage projects as tags, easier to manage and need to adjust them less often, if ever. More hierarchy: If a project is a list, To Do, as many task managers, offers list group/folder and list for hierarchical depth. With projects as tag-tasks, we get list group>list>#ProjectName>#SubProjectName (you can tag subtasks). Suddenly things might work out instead of being frustrating. This approach won't work with literal shared lists, of course, since your tasks are bound into a project by the tag, not the list and you can only share lists. But if you just need a coherent task list for a project and don't need to share the actual list data with your task manager's collaboration feature, a project-as-tag approach lets you maintain a "project list" and still work this way with time-based lists.

Hi Carl, I am now in such a mess that I am using this weekend to resume my stalled Time Sector Course while overhauling my Todoist to the method at the same time. I have SO many projects, labels and general gumpf in there! #Overwhelm #Confusion reigns!

I think for my personal life this is a much better system than GTD. I could never get myself into that (as it seems many others struggled with). My current work system that has taken me 2 years of trial & error (and still gets tweaks from time to time) wouldn't work for personal life either as it is SOO customized for work only. When I finally launch my own business I think this system will work for that as well. Or a combo of that and some of my processes from current work system. Pretty excited about the possibilities here.

This system seems much simpler that GTD. I'll need to try it out. I have been struggling with how to get GTD working for me for the past few years because I keep trying to shape it to my needs and get cought up in too many details. The end result is it became a daunting task just to do the GTD management and motivation is lost because it's now something I don't look forward to doing. Instead, I just get busy and don't even look at my list except when I remember to do it (snd feel like it). You say it may not work for everyone but maybe there is a way to adapt this system to work with projects and keep it simple. Of course, if I try to adapt it, I'll probably kill the system and be back to the same problem I had with GTD.

I would love to see the filter layout on this setup

Thank you very much Carl! I feel so inspired integrating your new system :)

Great stuff as always. Thanks Re. Projects: This week next week etc. I have these all in one project called Date Planning which is set up as Cards (columns for each of these items) I can then review this weekly and drag and drop between the columns. It works nicely. The shame is that Todoist won't allow me to have tasks appearing in two projects as linked tasks. This would mean that say "Watch Carl Pullein on RU-vid could appear in my Weekly column and in my 'Training' Project. When I say linked it means that if I complete one the entries then both are marked completed. This would make my way of working ideal for me. I use projects as well as this enables me to quickly check tasks within them. So Finances would be a project where I can quickly view tasks and cyclical tasks.

Carl, I’m very interested in this approach. I have projects but they are basically just folders of tasks (Home, Work, Church, etc.). I know you’ll probably be going over this in future episodes but what does your weekly review look like? On Sunday do you simply look in NEXT WEEK, move them to THIS WEEK and add a date? What about the tasks that you didn’t get to, do you just leave them in THIS WEEK and update the date? Lastly, you’re obviously using priorities and I’m assuming your filters (Today’s Objectives, etc.) must query against those? Excited to see more!

Carl, WOW thats huge switch. Thanks for video )

With this system, what have you set as your Start Page in Todoist? This looks like it could be exactly what I've been needing. Is there someplace where you have described the full setup for this system? Is this setup taught in your Productivity Masterclass?

What's the difference between Next 7 days and This Week folders? This week is in the projects section which I thought you said you don't use. I'd like to give this system a try because I liked the idea of GTD but spent the last few years trying to figure out how to adopt it to my needs without success. Too much planning and many more decisions added to my daily routine is not motivating me to stick with it. This system seems much simpler and appropriate.

😮 I'm quite surprised... First time I'm far away of what you propose...

How do you handle your clients using this new approach? Such as client-specific tasks that you need to track and complete? If you don't use a project or label for the client, do you just add the client's name as part of the task itself?

Hello Carl, I think the new setup is extraordinary. It works in line with Agile Results (J D Meyer) and I love it. I would like to ask whether you will have an additional video on how the current filters are set in this layout? Today's Focus vs Today's Objectives? I tried to come up with the query for each, and I find it well, impossible ☺️

I'm sure this works great for people but I have to use projects for categorization. I just think this would create a mess. I just like seeing similar tasks together. With old low priority tasks, I remove the due dates and turn them into subtasks under one task. Now with the new multi calendar support, I have more projects I can sync with Google calendar. And with tasks that I really don't need to time block, I create duration labels. For new users don't go crazy with subprojects. I know some of what I'm stating is obvious but just wanted to share my opinion :-)

The focussed 10 is a filter view of what? You mentioned in the video is the same as your golden ten. (The ten minutes that you take the time to plan out your next day) IN this video you mention, that is the areas you want to focus on and this week focus. I assum it is a filter view with p2 task , not today ?

This is like BuJo task management system, but digital. I Love it

This is brilliant, Carl!

hey Carl, I'm starting to like this new system, keeps things much simpler. Are you intending to release a new course on this new system anytime?

Its the first time I look around to see how other apply GTD, I realize that I dont use concepts or projects. All tasks are considered in a "time " point of view. In any case, I still see little minimalism in this program or system... thumbs up for the continuous improvement

Carl, Please do show us how you are using filters with this new system!

how do you know what projects you are moving on? in my case a project im working on is setting up a chess activity at work. how would I translate that into you system? 1 decide on the next best step. Make task and decide when i will do it? And in objectives and purpose is where i describe what my life or what a complete project would look like?

I have heard you mention before that your routine tasks don't move you forward before. I would argue that routines are the most important of all tasks. They ensure that the most important things get done on a daily basis. Anything from brushing your teeth to writing a blog for the day. If it weren't for them, I'm not sure I would make much progress at all. Though, perhaps your routines aren't critical for your long term accomplishments?

Carl - Love your videos and content! I have a question about today’s video. I’m not sure how this saves time. At some point, don’t you need to examine your “projects” - or just the different hats you wear - to measure progress and to see what needs to be done? Having projects helps me determine what needs to be done in the next week or two weeks. If you have moved that to Notes, haven’t you just shifted project review to a different app?

This system reminds me a lot of The One Minute ToDo list from Michael Linenberger or ZTD.

Great video and love the union Jack ❤️

I agree with something you say. Time ago I have think the context, a lot of times, haven't sense for me. But, do you remove projects? It's difficult follow the progress of them, not for all but I think it is necessary with some of all.

Thanks Carl as usual. I watched your previous video on Routines and see how you moved away from Labels. For daily recurring habits, what if you don't do one that day, do they pile up and then when you do finish one 3 days later are you required to mark complete the other 2 days to catch up? For example, I'd like to form a daily reading schedule but do miss it. I'd like to look back and see how many times I was able to complete it. Make sense?

it's basically using projects as tickler folders.

Is another way of thinking about “recurring areas of focus” vs. “routines” is that areas of focus are higher priority and non-negotiable vs. routines are more optional?

Hello, how do you treat actual Projects with this approach? So if you have a series of tasks, that need to be done in succession in order to reach a goal? How do you distinct private and business tasks? Do you use Due dates to tell ehwn you want to do a task or not? and how do you get a good overview over what you have planned that day? kr P.T.

Hi Carl, I've taken a fe of your courses on your site, and watched a lot of your Todoist videos. I am very curious about how you are using your Purpose and Objectives project and also how your Focus and Objectives filters are constructed and how you use them. Might we some something soon that details how this stuff works for you??

I find the system very successful and have been using it for a while. It is much more flexible than GTD and also easier to use. The scheduling you do then in the calendar where you also have the time blocks. But in the first moment it looks more like calendar blocking and not timeboxing?

Very interesting, have you tried this in workflows?

Carl, I am bit confused. Because this system is very well suited as my most of the activities would be single action like follow up, respond to some mails etc.. But sometimes few deliverables will have multiple activities. So thinking whether to change setup or not

Do you have a video where you discuss the Focused 10 category? Also what was the one where you discuss the Purpose & Objectives project? Thanks.

Hi Carl, thank you for sharing this new set up. The time sector approach is someting i'm familar with. I was wondering though, how do you use this setup in conjunction with context areas and described in GTD? Is that where labels could come in? or is this handled somewhere else that wasn't covered in this video?

What’s your thoughts on using the correct layout (lists or boards) for a project that has several tasks as milestones in a loan process? By default I use these milestones and check off each one as they are completed and use a due date for the next one. Curious on your thoughts for this?

Hi Carl, there's a point that i'm not catching. If you use todoist in that way....why don't you bettet use just Evernote folders?? Thx, great video

You sir are awesome!

Thanks for sharing this! I'm not using Todoist anymore though. I just started with Microsoft To Do some months ago. Not yet happy with that, but the team decided, and so I give it a try. I guess that improving the setup is more important than the tool itself.

@Carl Pullein Hi Carl, I'm trying to adopt your system as it seems great and just the structure I need right now! I have everything set up but I had a couple of questions about the focused 10 with your week review and calender time blocking. Would you put your focused 10 tasks into your calendar the night before when you make the focused 10 list? Also, you say have 30 tasks max in your week review but you're supposed to try and get the Focused 10 done every day? Wouldn't you run out of tasks by Thursday in that case? Thanks for the help!

Hi Carl, trust you’re safe and wfh like all of us. If I may ask... Since you have added these time based folders here, one wonders how you continue to combine a todo app with a calendar. Unless of course it’s not changed anything.

Carl, how do you tie tasks back to specific goals and objectives?

Are you still using this? Or are there any changes? ☺️

What do you do when the end of the month approaches? Consecutively, when half of the month arrives tasks allocated in this month will be the same to next week, and when the last week of the month arrives, tasks allocated in next next month will be in next week as well. Do you then transfer tasks and stop using specific folders in order to avoid duplicate tasks?

Hi Carl, can You post the link to your videos about Purpose and Objectives. Thanks

Hi Carl, thanks for your devotion and productivity content, its really valuable! I would like to know if your system will work for people with ADHD?

Carl, I'm just trying to clarify how you manage your routines as i believe they do not show in your filters for Today, right? So it appears that there is no one place to see everything you have on today, is that correct? And if so does that mean you then need to go into Routines separately to make sure they are completed? How do you ensure that these Routines are done in the right place (Office/home etc) at the right time? Thank you.

Great idea! However, being in sales, I work with a variety of people and projects.

Hi Carl, I love this new Set Up, I am seriously thinking of migrating mine to something similar. But I have a question about it, why do you use in this new setup a project called THIS WEEK, instead of the one already set by default for todoist, called Next 7 days?

Hi Carl, just discovered your method and I”m curious on how you handle the “Waiting For” and “Agenda” items. Do you review them straight in your notes, along with the Projects? If so, How often do you review your Project status? Thank you!

on my next week list: do not stand under Carl's balcony when he starts throwing his old books :)

Where do you buy your shirts? they look that you dont need to iron them! Btw I see the gains! very inspirering

Hi, So the weekly review is just copy folders, next week copied. Thanks

Does the task "Weekly review" (and also the "Focused 10 review") now belong to "This Week's Areas of Focus" or is it in ROUTINES project? And also do you have now any flagged tasks in ROUTINES? Just want to understand the difference more deeply.

You have a great infrastructure set up good job! The system is primarily indexed on the date variable, how can I set up time stamps for tasks during a specific time period from 8 am to 9 am -

Thanks

@carl is there a manner to link due dates (like next month actions) to automatically 'move up' the timeline, into the 'next week' or even 'this week'' folder? or do you drag-and-drop items from folder to folder yourself?

What is the difference between you weeks focus and the goals you are achieving in the purpose and objective?

Hi Carl, any advice on managing long term tasks (such as, say, a 1 year long novel writing project) within such a system.

Just curious - how would this system work with multiple “Clients”? For example, I have Client “A” and Client “B” and might have a website front page I have to do for both. Would you suggest to use labels to differentiate between the two? Or would you put the name of the client within the name of the task to assist?

Carl do you put your recurring tasks on your calendar.

This next week this month does not seem it would work with school classes?

HI Carl How do you get "Next 7 days" to be right under your today?

How does this system differ from the todo system that you taught in Apple Reminders. Is this something I need to add? Thank You in advance

I have a work and office also I'm freelancer. Each work have a project for me. What do you think if I make filters as your project for This week and Next week and others?

CARL... The more I try using your New System the more I realize you have made it too complicated (or I dont know how to use ToDoist properly) Just as you said your getting rid of duplicate programs so you can streamline your work... Having a PURPOSE AND OBJECTIVES is understandable and OK. But having a TODAY LIST, and a TODAYS OBJECTIVES and a TODAYS FOCUS and a FOCUS 10 is multiple Duplication of areas to organize and check out. There is no Cohesiveness to it. Being ADHD. I can sense when something becomes complicated very very quickly. I know I am suppose to make it my own, and I will, somehow make it simpler and make it work. But yeah, maybe ask yourself "How can I make this simpler/more streamlined?"

This is interesting :-) I'm always looking for ways to improve my workflow. I never really use projects in private, however, I use projects a lot in my work, so I don't know if this will work for me :-)

What sections you have in ROUTINES ?

Hi Carl, how do you differentiate waiting for tasks?

Love the flag on the couch! #Subscribed! @CoachDeb

so you've created a tickler file . congrats

Me like! Thank you for sharing, Carl. It would be really cool to replicate some of these projects as filters, so that one could get THIS WEEK, NEXT WEEK, and the like - automated in a way? While you have a tight leash on your system, I think the setup you’re showing here requires quite a bit of moving tasks around? Really intrigued.

Carl, maybe I am overlooking but you mentioned a link to the detailed purposes&objectives video? Could you kindly direct me to that video? Thank you!

He is promoting original thinking than joining the herd. Do what works for you 🙂

British flag behind you?

In both your video's you just say you're not getting value out of projects but you never say why. Guess what, projects don't provide much value if you don't do them.