When you run a small business, you need a good system for managing your workload.

I tried several different apps, but the one that worked best for me eventually became cumbersome.That’s when I discovered Todoist, which I’ve been using for nearly 10 years. Here’s what I love about it.

Projects and Tasks

Every task is assigned to a project. This feature is great for actual projects that consist of multiple tasks that won’t all be completed at one time. But it also works for just grouping similar tasks together, such as Client Work, Social Media / Blogging, Admin, and Self-Care.

You can even put the projects in whatever order you choose, so the most important ones come up at the top of your screen.

Templates

Todoist offers a wide range of templates covering everything from grocery lists to launching a product, as well as popular productivity methods such as The Pomodoro Technique, Time Blocking, Getting Things Done, and more.

These hadn’t been introduced when I started using Todoist so I haven’t made extensive use of them, but they look like a great way to get off the ground quickly.

The Blog Post template looks especially useful, guiding you through a similar process to what I outlined in How to Save Time Blogging.

Of course, the templates can all be customized however you like!

And if your projects usually consist of the same tasks, you can even create your own templates so you don’t have to start from scratch every time.

Priorities

Each task can be assigned a red, orange, blue, or white flag. Todoist suggests using it like the Eisenhower Matrix:

• Red: Urgent & Important
• Orange: Important & Not urgent
• Blue: Urgent & Unimportant
• White: Unimportant & Not urgent

My system is similar, but I think of it as:

• Red: Do today
• Orange: Do this week
• Blue: Do this week if I can
• White: Do whenever

I rarely use the white flag for current tasks. Instead, I assign “someday maybe” tasks to their own projects, with the white flag and no due dates. When I have time, I can easily choose one based on my current objectives and time available.

Recurring Tasks

This feature is priceless! I can’t think of a better way to keep track of all those things that just keep coming up, like sending out invoices, emailing my list, or completing yearly reviews for my clients. It’s also excellent for forming new habits, like daily walks.

Due Dates, Deadlines and Reminders

Setting due dates is intuitive. I can use the calendar widget to select a date, choose Tomorrow, Later this week, This weekend, or Next week, or type a phrase like “1st wed in dec”.

I set the due date as the date when I plan to complete the task (though sometimes I have to carry over to another day). I can enter a different date as a deadline, so I don’t have to worry about missing any tasks that are time-sensitive.

For recurring tasks, I can simply type “every 3 weeks starting tomorrow” and it figures it all out.

If something needs to be done even before I start my workday, I set a reminder for 5:00 AM so it’s the first thing I see when I pick up my phone. I rarely need reminders for anything else, but it’s good to know I have the option.

Synchronization

I use the web-based version while I’m working on my laptop, but with apps for my phone and tablet, I can easily take a quick look at what’s coming up, or add ideas that pop into my head when I’m not at my desk.

Integrations and New Features

They’re continually adding more features and integrations with other apps, including ChatGPT.

I haven’t checked all of them out, but I encourage you to explore all of Todoist’s features to see what it can do for you.

Summary

Todoist is so flexible that I’m sure you can adapt it to your (or your client’s) needs and workstyle.

I started with the free plan, but upgraded to the Pro Plan when I wanted to create more projects and access additional features. Visit their website for current Todoist pricing.

Using Todoist is so natural for me now that I probably forgot to mention something, so if you have questions, please ask!

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