The Best Way To Use Todoist: My Ultimate Setup (Late 2023) 

Always good to see your yearly videos so I can look at my own setup, scratch my head and tell myself I haven’t quite mastered it yet.

Thank you Carl, felt the need for a refresh so amusing this system and love it so far. Love your vids. Thank you.

Awesome update once again!

Always look forward to this

Great helpful video for a todoist beginner. It would be cool in future to see an example of you creating tasks and how you set due dates or assign them levels of priority, and how you think through that (what's a true priority 1 vs 2 etc).

Thank you for all of your awesome videos!!!

I’ve just stumbled across your channel and have to admit…I have a time management nerd crush on you! My Virgo/planner/organizer mind is feeling sooooooo happy to have found you! The way you present and share information- perfect for my logic! This is the first video I’ve watched of yours…excited to dive in to more. I’m just starting my own business and feel overwhelmed with everything I need/want to do - I already feel more at ease knowing there’s someone who can help me use the most effective tools in the most effective and efficient way. Thank you, thank you, thank you! 🙏 😊

Massive thank you, Carl. I've tried lots of task apps and never really got the hang of them. I kept switching, thinking the problem was the app. But today, I've realised it was actually me not using them right. Todoist seems really user-friendly, and after your demo, I've signed up. Just setting up a couple of OBJECTIVES and some FOCUS has made me park all my other projects (which were just causing panic), and suddenly, life feels brighter. I've subscribed and given a well-deserved thumbs up. After watching your video, I revisited your channel for your individual guides on tasks, labels etc. For anyone starting out, those videos are a must to really get the best out of Todoist. God bless.

Great Video!

love a video on your morning routines Mornings are a struggle for me

@Carl_Pullein I can't thank you enough for sharing your TODOIST series for free. Love them! These has been a game changer for me. Recently, I went through a burnout from work and personal stress. This is simple enough to implement and yet, very powerful to have a life changing impact. Please keep up the fantastic work! You are truly helping people!

I've been looking forward to this a bit like a nice bottle of whiskey at Christmas and once again Carl does not disappoint👍🙏🏻

Thank you Carl, since making a fairly recent entry to entrepreneurship your tips on productivity are immensely helpful and have made life much more streamlined. Always look forward to seeing your new content. Thank you 🙏🏻

Those filters will be a game changer for me

Welcome to Korea!!

Thx

Thank's for your channel and this video, i use Todoist since 5 years and I had the same problems than you : a lot of tasks to eliminate. I will use your method now !

helpfull - The shortcuts for Windows App are: Show /Hide Tododoist - (WIN-ALT-S) Quick Add - (WIN-ALT-Q)

Hi Carl, great to see your system evolving. I try to watch them all, but I just realize I must have missed some. What happened to your Areas Of Focus?

Excellent video Carl! Do you have a video walking through the process of creating a link from an apple note?

what Carl! Didn't know: How to install the possibilty with tap the block screen and capture right into Todoist in the phone?

Carl, thank you for yet another great video. Been following you for years and love updates on this that remind me to check in how my system setup. One question for you: what are the differences between your filters for "Today's Objective" and "Today's Focus"? I have the equivalent of "Today's Focus", but would love to more easily view those 1-3 "must do" items each day. Thanks!

Thank Carl like your sharing. Question how about Evernote? Any plan to do that? Thanks

I can only find the large widget for the homescreen on the iPhone 13, where did you find the small one you showed?

Great video. Thank you! Curious about one of the filters. What is the "Dashboard" filter? How do you build that one?

Great video carl and nice to see the system evolving year-on-year. BTW - looks like you can only re-order the labels when on the web version, not on the Mac app (for me anyway).

and what are the other filters ?

Hi Carl, what is your system for the priority flags? I didn't see that mentioned or maybe I missed it.

Thanks Carl. I'm also trying out the add note feature on my Android phone. It's also supposed to work with Google Assistant - but its not quite working that swell right now. Big question: ToDoist comes with Today. You've added Today's Objectives and Today's Focus. What is the difference - function-wise? Also, why don't you have Today's Objectives and Today's Focus on the same page with a divider separating the two? I see that you're using the new view, I've tried it then went back to the original. One last thing ... were those notes you showed, in Obsidian? It looked very much like Obsidian. Anyway ... thanks again for these videos. I've saved several of them. Still struggling a bit to get this right - still clearing out duplicates as I learn new things. Thanks again for your help - Roger

Hi Carl, thanks for everything and one question: do use defaults filters at all (ie p1, p2...)? For the today's focus filter code you've genericly shared in the description box I see a formala that has p1 in it but in your video I dont see P1 among your filters! And btw, I am from Mauritania, it's a country, try and find where it is and you will be seprised. You content is very good and it could be even better🎉

Hi Carl, I've watched your content for some time and have found your remarks on productivity and time management to be insightful. Thank you! One question based on today's video that I've always wondered about while considering your system. I have about 30 projects in the mix right now. If I were to disconnect those projects from Notion (where I manage all tasks and projects) and move them into say my notes app and place all my todos for each project exclusively in my notes app, then how do I stay on top of specific tasks for each project without having to look at every one every couple of days to ensure that I'm not missing something? I'm guessing that your "project reminder task" that you keep in Todoist is dated to when you want to look at an individual project next based on urgency and/or importance; then, you action several items in the project at once. Is that correct? Thanks for clarifying this. If my assumption is correct, then isn't it a little cumbersome having to keep a set of "project reminder tasks" in Todoist which mirror your notes app? I hope that my question makes sense.

Hello Carl, thanks for your Video, what do you put in the "query" for setting up your favorites?

What are dashboard/over 90/over 365 filters ?

I am trying to use Apple Reminders as much as possible, but I'm also sparingly using ToDoist too. I want to use just one, but I'm indecisive as to which one I want to use.

Carl, I appreciarte you sharing your system with us. I admit my I lack some aspects of Todoist that probably would greatly enhance my experience. I don't know how to use the formulas you share for favorites. I don't know where to put the formula. What I have tried through trial and error and unclear internet instructions hasn't worked. Is there any instructions on entering formulas?

Hi Carl, when following the time sector system, at which step of the workflow do you flag your tasks with priorities? I watched your videos on daily and weekly planning, but in those videos your tasks have already been assigned priorities.

Great video! I do have a question. My time keeping is not great, so when I add a due date to something, the concern is that I will not get it done. Then I will have to amend the date, and we end up in a vicious cycle of constantly amending dates. How do you advise to manage this? I work a lot in agile teams, and we don't use times like 1hr etc, we use t-shirt sizes to estimate timeframes. But not sure how i'd do this in a calendar.

Good video and techniques to think about, didn’t agree with your comments ref using labels for time sizing as people do use this (kanban) so maybe be aware people have different ways of doing things

How would you deal with daily or weekly repeating routines with checklists that you want to schedule times for (like a grocery list, or a morning routine list) that have more repeating items than the 30 repeatable subtask limit Todoist offers?

Hi Carl, I just had one question about this. Thanks to your excellent video on this subject I have really embraced labels again and they work fantastically well. However I have hit just one snag dash - is there a workaround for the old trick of pressing reschedule on Today view (usually at about five minutes past midnight :-)) and rescheduling everything to today. I doubt there is, I imagine you have to go and change the Grouping from labels to default and then back to labels again? Thank you!

Great video, thank you. I use ToDoist since its begining on the market and grew with evolution of functions. What would be very helpful for me though, would be having possiblility to add task directly from lock screen like you presented, but still keeping iPhone's lock screen code (not face ID, not fingerprint touch). My company phone has strict safety requirements (good!) and only code is possible at telephone lockscreen. My perfect solution: click widget and creation of new task and save is possible, but nothing else in todoist, just kind of "drop in". Any thoughts?

One more thing please….. what is the filter formula for “tasks over 90 days” please? Thanks

hello, I don't have the "command" button what can i do?

Hello Carl. Appreciate all of your videos on ToDoist. Would you happen to know how to get icon badges to show on Android phones? I have notifications enabled but the badges still aren't working. I do get a notification on my device control panel but no badge icon numbers on the ToDoist icon.

Hi Carl, are you not using Evernote anymore for project support? I know you are an advocate of apple notes, but I thought you were still using Evernote predominantly.

From what I understand, you block in your calendar the tasks that are in your Todoist, whithout to write them again?

Hi Carl. I'm wondering to know if there is a special meaning of having all your projects in upper case?

Currently revamping my own setup, so I thought I'd stop by and see what you've been up to here. I notice you didn't talk about the "Planning" project. That's not part of the Time Sector System (at least not the version I remember from the course). What's going on in that project? I REALLY like the idea of using labels for type of work. Cal Newport advocates using separate Trello Boards for each role, but I found that creates too much fragmentation and work. This is a good middle ground! (I feel like the skill in creating and picking the right setup comes down to introducing just the right amount of "divide and conquer". Too little and you're looking at a few giant monster lists with 50 items, too much and you're looking at David Allen style 100s of lists with only 1 or 2 items per list).

Here’s my Todoist setup, if anyone is interested: How do I capture tasks? On my Android phone, I added an automation where if I press and hold the side button, it pops up with a Todoist menu to add a task. It doesn’t open the app, only the quick add menu. On my computer, I use the Quick Add Task shortcut. How do I organize my tasks? I have a couple of projects added which are areas of my life, for example: Finances, Personal, Relationships, and School. I use sub-projects for my areas of life, essentially: If I have a personal sub-project, then I add it to the personal area. If I have a Finance goal like a new phone, then I’d add a sub-project to the Finance project. Currently, I use the following labels: High Energy, Low Energy, Computer, Phone. Energy speaks for itself, and computer and phone are tasks I can do when I’m with my phone on the bus, for example. Sections are things like Subscriptions inside a Finance area (project), or a family member’s name in the relationships area (project). This is my setup for now. Let me know if there are any improvements that can be made. Also, let me know if you got inspired by this.

Hi Carl, just wondering how you managed to make your Todoist shortcut global?

Hi Carl, yes, I know, Today’s objectives MUST be done but, whatever reason it’s not possible today I tuned your filter as: “today & p1, overdue & p1” so this way I can still see them. Finally, I come up with 5, 8 or 10 objectives by today… too much. Which would be your advice on this? Not procrastinating, haha, any other idea regarding filters?? Thanks

Great video, curious when you capture stuff which filter/project do you capture it into? Also when you capture something do you simply jot down the task and then add the labels/filter/priority levels later or as you capture it? Also any tips on fast dictation capture? Lastly when do you decide to put something in your inbox and how do you keep your inbox from hitting the 300 limit overtime? Thank you so much!

How do you get an Apple Note link?

Do you have 2-3 objectives to cover what you must do for both work + home/personal? How on earth do you get down to two? I feel like this is impossible if you don’t work for yourself 😢

Soooo... i have really only wver watched your todoist videos. Now, I need to know how you track your projects as well as random tasks that dont go into todoist. Example: you said most personal stuff isn't in todoist, so where is it, and how do you keep track of it?

1. Capture: Feita no celular ou no pc com um atalho global. 2. Labels: Os rótulos são categorias de trabalho que compõem o time blocking. Em geral elas são: escrevendo, projetos, audio/visual, clientes, comunicação, planejamento, administação e tarefas domésticas. 3. Filters: Os filtros são utilizados para organizar as tarefas por data e por prioridade. As datas são divididas em: hoje, amanhã, dentro de 90 dias, dashboard e dentro de 365 dias. As prioridades são divididas em objetivos e focos. Apenas duas, no máximo três, tarefas são categorizadas como objetivo do dia. Sempre começar o dia com as tarefas objetivas.

I can confirm that I stopped using my todoist the second I put my projects in there. It was a bad idea.

I use samsung notes with reminders, then move those notes to folders. Thats my entire workflow. At the end of the week i can see how many tasks i completed for each folder.. and time weighted Is Todoist the right fit?

Hi, I purchased your course, and I'm in the ecommerce industry, selling products. I have a question about the labels you use to categorize different types of work. I'd like to have a label for "On-going" because some product launches are not completed in one day; they take weeks or even months. Should I create a separate "On-going" label, or is there another way to handle this? I'm concerned that having both work category labels and an "In-progress" label might become confusing.