The best way to manage your task list


23 March 2015, by

Check ListI’m not about to give you the perfect task list. If I could, I would, but different people have different requirements for how their task list works, where it is, and how it reminds them of upcoming actions/events. At Softwire each employee chooses how to manage the tasks they need to do. In this blog post, we take a look at 6 different options that are used within our company. It’s up to you to decide if they’re the right option for you or not!

Matthew’s task list – Outlook tasks

How does it work?

By flagging emails in outlook, they are automatically added to your outlook task list. This means that emails can be dealt with quickly (deal with it now or flag it for later). Tasks can have due dates assigned to them, which makes seeing which tasks need to be done today/ this week/ next week very simple. You don’t have to just have tasks from email though, it’s also possible to create tasks manually. Once a task is created, it can be renamed (even if it was created from an email), and multiple emails can be attached to it.

Do you have to pay for it?

No

Does it support recurring tasks?

Yes

Does it support sub tasks?

No

Can I access it from anywhere?

Not easily

Dan’s task list – Toodledo

How does it work?

This option allows syncing outlook tasks with an iPhone. You can also use their website to quickly add tasks and set due dates and priorities. Toodledoo’s task list is shown sorted by due date, and notes can be easily added to tasks.

Do you have to pay for it?

Some features require a subscription. There is a free version.

The iOS app it comes with is not free.

Does it support recurring tasks?

Yes

Does it support sub tasks?

Yes (premium only)

Can I access it from anywhere?

Yes (via website and phone app)

Mark’s task list – Todoist

How does it work?

Todoist supports multiple lists, which contain tasks that can have priorities, due dates and time estimates. There are multiple filtering options (due date, priorities, combinations of filters), and tasks can also be given hash tags which can be searched on. Todoist has phone apps for iOS, android and windows phone, as well as an API that works with IFTTT. Lists can also be shared with other people.

Do you have to pay for it?

Some features require a subscription. There is a free version.

Does it support recurring tasks?

Yes

Does is support sub tasks?

Yes

Can I access it from anywhere?

Yes (via website and mobile apps)

Chris’ task list – Workflowy

Note: This is not a task list. However it’s a flexible way of presenting information, that can be organised into a task list (as well as an information store).

How does it work?

  • Tracking by tasks: Tasks are created in lists, which have hash tags representing what they are added. This allows for simple filtering of tasks to see what needs to be done. This method does not track when things need to be done by.
  • Tracking by days: Tasks are created in a flat list, which have has tags representing when they should be done added. This allows for simple filtering of tasks to see what should be done each day. Hash tags further in the future can be used for tasks that do not need to be done imminently (monthly/ quaterly tags).

Do you have to pay for it?

There is a free version but it has limited storage space.

Does it support recurring tasks?

Not really (you have to manually re-create them).

Does it support sub tasks?

Yes

Can I access it from anywhere?

Yes (via website)

Harry’s task list – Checkvist

How does it work?

Checkvist provides lists for different projects, and allows for assigning due dates to tasks (including an ASAP due date). Tags can also be added to tasks for easy filtering. Checkvist also offers a due date view, which shows which tasks need to be done Today, Tomorrow and ASAP. The site also has lots of keyboard short cuts for navigating between lists and making changes quickly.

Do you have to pay for it?

Some features require a subscription. There is a free version.

Does it support recurring tasks?

Yes

Does it support sub tasks?

Yes

Can I access it from anywhere?

Yes (via website, or mobile version of site)

Gareth’s task list – Trello

How does it work?

By having a list for each day and a card for each task, it is easy to see what tasks need to be completed on each day. An extra card for Done can be used to separate what has been done on a day from what is still to do. Unfinished cards can easily be moved to other days and at the end of the week, it is easy to see at a glance what you have spent your time on. There is also the option to add notes to cards if needed.

Do you have to pay for it?

No

Does it support recurring tasks?

No

Does it support sub tasks?

No

Can I access it from anywhere?

Yes (via website)

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Categories: Culture, Softwire

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