to-do list

Sometimes one list just isn’t enough. But it’s okay – there are apps for that.

At any given time I have at least three to do lists: one Personal Master List, one Work Master List, and one Daily List. The first two allow me to get every buzzing task and reminder out of my head. My Daily List helps me to focus on accomplishing realistic goals.

I love finding the perfect solutions to each “problem”, and for me that meant using different to-do list apps for my personal and work lists (because they have different sets of requirements). Hands down, my two favorite tools are Todoist and Asana.

Here’s why you should check them out.

Todoist

I’ve been using Todoist for several years for my Personal Master List. The app is free, although a premium version exists for $28.99/year. I’m currently using Todoist Premium as it allows me to add multiple labels to my tasks, as well as adding a few other convenient features.

Here are some of the reasons I choose it over other apps.

Projects and Sub-Projects

If you prefer highly organized to-do lists, you’ll love Todoist. It allows you to sort your tasks into multiple levels of projects and sub-projects. This makes it excellent for Master Lists. It is also great for breaking down large goals into smaller sub-goals and steps.

I keep top-level projects for the major areas in my life: Home, Health, Family, Faith, Career, Finances, etc. Then I add sub-projects for goals I’m working towards in those areas.

Labels and Filters

This is my favorite feature of Todoist. You can add multiple labels (tags) to each task to help you search and sort through your lists. Here are some of the labels and filters I use to organize my Master Lists.

Duration
- How long will it take to complete this task?
- e.g. 5-Min, 15-Min, 30-Min, 60-Min
Type
- What type of action is required?
- e.g. Write/Create, Read/Review, Call
Location
- Where do I need to be to complete this task?
- e.g. Home, Computer, Errand, Anywhere
Priority
- Is this a Must Do, Should Do, Want to Do, or Could Do?
Delegation/Discussion
- Do I need to collaborate on this task?
- e.g. Joint (me and my husband), Family, Delegate

When I am filling in my Daily List, I search for tasks I can do based on their priority and how much time I’ll have left in the day. The best part is that if unexpected time frees up, I can just fill in with new tasks as I go.

Central Inbox

As much as I love organizing all my tasks, I don’t always have the time to do it on the fly. This is where I use my Central Inbox. I perform routine “brain dumps” throughout the day and list out as many tasks that are running through my mind as possible. Even if I’ll later decide they’re just “wish list” items, at least I don’t need to clutter my head trying to remember ideas.

I try to sort my Central Inbox once a week. I review each task and add in the appropriate labels/filters before dragging it into its respective project/sub-project.

Asana

I recently discovered Asana as it was recommended by many online business owners and bloggers. Aside from this blog, I run a business planning Disney vacations (check it out at Imagineered Vacations). Originally I kept my work tasks as a project in Todoist, but I felt like my work and personal lives were getting too combined. That’s when I decided to create my Work Master List.

Asana is built for teams, but can easily be used by an individual. Profiles are setup for a minimum of 5 “members”. The app is free, and has many similar features to Todoist. A premium version exists for $5 per member, per month (approximately $250 annually).

Here are some of the features I love in Asana.

Boards

This is one of my favorite tools for planning blog posts and keeping track of client follow ups. Unlike traditional lists, this function allows you to create columns for each step of a process and easily move tasks from phase to phase.

For blogging, I have columns for the entire writing process: Queue, Brainstorm, Outline, Draft, Graphics, Editing, and Scheduling. This setup makes it easy to block tasks based on which phase they’re in.

Project Templates

As a vacation planner, I have a process to follow for every client to ensure their trip goes smoothly. I created a template for each type of client (based on destination) and I can modify it for every new reservation.

I love how easy it is to copy and color-code projects. It allows me to keep all of my client tasks in separate projects, while still pulling them up by due date.

Calendar

Asana offers an integrated calendar that gives you a snapshot of your deadlines. For blog posts and client tasks this is an immensely useful tool. While I rely primarily on Google Calendar, this is a great backup for reviewing my work projects.

Both of these apps are cloud-based, so you can view them from multiple devices. I use the desktop versions most of the time, but I have the apps on my phone as well.

Have you used Todoist or Asana? Is there another to-do list app you prefer? Share in the comments!

As much as I have tried, I’ve never found a planner I could stick with. Some didn’t offer enough detail, and some overwhelmed with too much. I could never find the right “fit”. So, inspired by yet another Pinterest binge, I realized that it was time to make my own. Now I’d like to share my planner with you.

I had a couple of requirements before I started to develop my planner. I started off focusing on a daily sheet for the following reasons:

It keeps me focused on a specific to-do list
I can vary the sheet for work days and weekends
I have room for all my scribbles and notes
Every day feels like a fresh start

One of my biggest productivity problems is the never-ending to-do list (are you with me on this one?). Using the daily sheet, I limit my task list to only 3-5 slots per type (i.e. work, business, personal) plus separate items for chores and errands. I also automatically prioritize (yay color-coding!) and schedule my tasks on the adjacent calendar.

My planner seems complex at first, but it works for me because I can categorize all of my tasks and activities at a glance. It is also important for me to include information on meal planning, fitness, budget, and daily inspiration (typically Walt Disney or Henry Ford quotes). Even when I’ve had a rough day previously I can turn over a fresh page and start off new.

Here’s a breakdown of my planner:

Date/Weekday – Each sheet has different task slots and chores, including “fun” categories for weekends
Daily Activities – The “Pray/Read/Journal/Plan” section is for motivating activities I try to do every day
Inspiration – I love inspiring quotes, and I try to find a new one each day
Book – A reminder of which book I’m reading that day
Challenge/Reward – I set a specific challenge each day tied to a reward (ex. completing 3 tasks = an episode of Gilmore Girls)
Schedule – The shaded areas represent my non-work hours, and I block schedule tasks and activities throughout the day
Tasks – I try to accomplish these in priority order (red-orange-yellow) and check them off when they’ve been completed
- Work – I’m a full-time engineer so this is where I track my assignments
- Business – I use this for blogging and organization (AIAA) tasks
- Personal – This one’s for everything else in my life
10 Minute Tasks – I like to write down a few mini tasks I can get done even if I don’t feel like I have time to check anything off my list (ex. shredding papers, clearing the dresser)
Contacts – A list of people I need to contact (email/call/etc) for work and home
Errands – A list of places to go and things to buy
Chores – We have different chores assigned to each day, with room for items that need extra attention
Nutrition – Here I track my meal plan for the day, preps I need to take care of for the next night’s dinner, and check box reminders for vitamins, health monitoring, and my food log. I also have 10 bullets at the bottom to track water intake.
Fitness – I’m usually working with a 30-day challenge, and I like to write down options for physical activity I can do throughout the day. The total records the amount of time I spend exercising in a day. I also keep a reminder box for nightly stretches.
Budget – I use this to try to stay accountable for any spending decisions throughout the day
Notes – For any reminder or thought that doesn’t fit the sheet, I keep this open.

Here is the link to my daily planner. It includes all 7 days of the week in one file, so you can print a week at a time and get prepared each Sunday. Let me know if you like it!

Free Printable Daily Planner

For the Love of Lists

Engineering life one step at a time

My Favorite To-Do List Apps: Todoist and Asana