Testing a Todoist setup without linking next actions to projects
Inspired by these thoughts, I’ve been testing a Todoist setup in which the main principle is not linking next actions to projects. I’ve used Todoist before using a lot of filters, having lots of projects, priority flags, etc. It became too complicated to manage for me.
You see, linking next actions to projects is not required to have a good system. The basic components of the GTD list organization are:
- Inbox
- Next Action List
- Projects List
- Waiting-for List
- Someday Maybe List
- Calendar
They can be simple lists which makes the system easy enough to implement on paper. Thinking about these building blocks, I wanted to try a simpler setup in Todoist. At least, simpler than what I have tried before. I’m an accomplished overcomplicator 😎.
This is what I came up with.
Lists
I have my typical GTD Dashboard list with links to other parts of my system, like Areas of Focus, Goals and Objectives, Dashboard, Purpose and Principles, etc.
I left a Read/Review list mostly for articles I want to read online. It could be a context (using a label) but I just wanted to test it out as separate list.
I have 2 major action-oriented lists: WORK and PERSONAL. I like to have these two major areas separate, as always. And inside each of these areas I have the same set of folders:
- Agendas: this one could be a context, but I put it as a separate list to be more visible and easily accessible.
- Recurring: for all routines, repeating actions.
- Projects List: using one task per project, separated in a Kanban board style for status.
- Next Actions: all actions go here, labeled with a context.
- On Hold: actions that are blocked for the moment.
- Waiting/Follow-Up: delegated actions, things I’m waiting on.
- Someday: all someday/maybe items.
Contexts
I’m using labels to indicate contexts.
Filters
I’m trying to use the minimal number of filters, so I have filters for Work and Personal Next Actions and some Focus this Week filters.
The “Focus – This Week” filters only show actions that are overdue, due today and with priority flag P1.
The “All Next Actions” filters show all next actions, grouped by label using the “View/Sort By” option in Todoist :
My Thoughts
I’ve been using this setup for about a week now. I’m taking full advantage of Todoist’s quick add keyboard shortcut. It’s very pleasant to use and easy to capture and process things. The inbox is great!
Some of the features I thought I was needing the most like file attachments and reminders don’t seem that important now, I don’t think I’ve used them that much.
I love the option to have a Kanban style view for the projects list:
There are a few things that still bothers me:
- I can’t manually rearrange the order in which the tasks show in the next actions list. The only way is to use priority flags and set it to sort by priority. It’s just because in Nirvana I was used to manually reordering my actions, especially in the Focus lists.
- Not linking next actions to projects: It gives a degree of freedom and simplicity, I understand that. Right now, I don’t have too many projects going on at once. But I envision that particularly at work, when things pick up rhythm again, I’m not sure I will NOT like it. I’ve seen it happen before: busy season with lots of projects: I run to Nirvana to help me manage the chaos. So that’s probably a lesson learned. I understand the advantages of not linking actions to projects, but I really prefer them linked. It kinda feels unstructured to me if they are not. It’s all about preference.
- No start dates: all dates in Todoist are due dates. I could use some “due dates” to indicate a future date when I want to look at certain item, but it will create confusion in my brain. Again, I’m used to Nirvana’s “Scheduled” actions feature.
- Because Todoist is so focused on scheduling tasks and due dates everywhere, I feel like it blurs the edges between Calendar and Next Actions. I know I could just ignore this feature, but it’s so tempting to add due dates for everything!
Anyway, I will test it for a couple more days and see how I feel about it.
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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.