What are y'all doing for a to-do list these days?

March 21, 2021 5:11 PM

I'd like an easy to use way to keep track of my multiple-category to-do list. Doesn't have to be very fancy: If you tell me to use a google doc, I'll try that! But somewhere I can just track my current to-do's in a couple categories and cross them off when they're done. I have maybe 4 categories of "to-do's most of the time. Categories are like: Personal tasks, Union tasks, Stuff for my parents. Pretty straghtforward. I just need the tasks to sit there until they are done. Some level of due-date or prioritization might help but isn't necessarily needed.

For the last couple years I have been using a physical notebook, but I've started losing track of it and for whatever reason just using it less. I use AnyList for our family shared grocery list and for my "to-read" and "movies to watch" lists, but I think my to-do list should be maybe even simpler than that in interface somehow? I can't imagine using Anylist this way. Good if I can use from my computer and my phone.

posted by latkes to Technology (20 answers total)

I personally use the free version of Todoist. It’s mostly for shopping and other lists, as well as some recurring todos.

Some people use Notion as a todo manager - which can be as robust or as simple as you need.
posted by backwards guitar at 5:23 PM on March 21, 2021

I love Google Keep for simple lists. I use color coding for different types of lists. Orange for shopping, yellow for media to consume, light blue for dog stuff, purple for creative ideas, gray for jokes that aren't good enough yet to actually say, plain white for regular tasks, red for very important shit...
posted by phunniemee at 5:25 PM on March 21, 2021

I recently re-discovered that Google Calendar lets you do this -- multiple lists + items with deadlines.

The main downside (i.e. legitimate reason to fall back to Google Keep) is that it's kind of hidden to access it: you select only the 'tasks' calendar, change to 'schedule' view, and then add tasks from the '+' menu. I'm also not sure how you add a task without a deadline on mobile.
posted by batter_my_heart at 5:33 PM on March 21, 2021

I used to keep multiple to-do lists, but the fact they never got shorter was discouraging. So I went with just one list, a "someday" list into which I dump things I might like to do at some point in the future. Now I enter all my mandatory to-dos as an event or events in Google Calendar. It doesn't matter if I have to guess what date to assign it to because it can always be dragged-and-dropped to a different day as my circumstances change. It also helps me plan my time knowing what I have to do each day.
posted by davcoo at 5:48 PM on March 21, 2021

I use Microsoft To Do (because I previously used Wunderlist but then it got bought and morphed into To Do) and I can speak to all but one of your criteria from firsthand experience:

- You can have multiple lists and categories
- Tasks can sit there as long as you want (I actually use To Do exclusively for grocery lists so this was a must for me)
- You can set due dates
- Prioritization I'm not so sure about, since I only use it for groceries, but it does appear to have this kind of functionality as well

Honestly I know Microsoft products can get a bad rap, but To Do works extremely well for my grocery-list use case, which is not so far off from yours.
posted by andrewesque at 5:57 PM on March 21, 2021

I just use my iPhone's reminders, with a couple lists for family vs. personal etc. It's handy to use Siri.
posted by RobotVoodooPower at 6:10 PM on March 21, 2021

I like Kanbanflow since I enjoy using the pomodoro method, and this is a way of linking up tasks with a timer.
posted by coffeecat at 6:31 PM on March 21, 2021

Just as a counterpoint: for non-shared lists, I have 3"x5" cards, one per day. Check it off if it's done, mark as partial if not finished; I carry over previous day's unfinished business each morning, and (as a nod to GTD) dump stuff that I will never get to.

(Shared stuff is on a Google calendar, and also The Most High And Holy Kitchen Paper Calendar.)
posted by wenestvedt at 6:32 PM on March 21, 2021

FWIW I use Trello, free level. I have an "Immediate" page that has 4 columns: "ASAP", "Errands", "In Progress" and "Hold for Next Use". I have a "Recurring" page that has 4 columns: "Weekly", "Irregular", "Monthly" and "Yearly". Every week I sit down and in about 15 minutes or so I move things around as appropriate. Each time I finish something I drag it to a different column or "Move" it to the Recurring page.

By the way the titles for recurring cards are named like "(21) Print Visa Statement".

Trello really has some very nice color and background image options for each "card". And the "back" of each card can be bigger than the front... that is, I list Web links, itemized lists using their markdown, attach images like from a business card or ideas for a home project.

It's available from Web or (for me) Android mobile devices. I kind of stumbled on this and haven't had a reason to change away from it. Previously I used a "Things to Do" Google Doc that never got any shorter (somehow 5 pages was the magic number).
posted by forthright at 6:38 PM on March 21, 2021

Google Keep is stupid simple and simple and clean-looking.
posted by HeyAllie at 8:01 PM on March 21, 2021

TickTick hits all of your feature requests and more. The free version should suffice. I've been using it for over a year and been quite happy with how well it works. One of the things I love most is the ability to set dates on tasks. If I move something to tomorrow, I don't have to look at it until then, when it will show up automatically.
posted by jaden at 8:02 PM on March 21, 2021

I use Out of Milk in an app. It lets you set up multiple “to-do” lists, and has a satisfying checking off system when you’re done with the task. You can name all the lists, so my main one has this week’s name, and I set up a new list every week (usually with unfinished items from previous week). There is a reminder option, but I never used it. I also use it for shopping list – again, it lets you set up multiple grocery list (mine are “current”, “garden” and “other stuff"). The App version from about 3 years ago lets you move items from one list to another - so, for example, if your “Stuff or my parents” has to be done this week, you can move (but not copy) the task into the “March 22nd – March 28th” list). You can download the list into a txt file and there is an option of sharing with others, which I also never used.
Remember to put “make a to-do list” on top of every to-do list you make, so you have something to check off immediately! 😉
posted by Dotty at 8:07 PM on March 21, 2021

I also like Trello and have used it for years. I like that you can paste in a picture super easily to each card which helps differentiate them, and that I can add things very easily from my phone (also with a pic if useful)
posted by tardigrade at 2:17 AM on March 22, 2021

Workflowy (crap name, great product) is perfect for this
posted by el_presidente at 5:18 AM on March 22, 2021

I use an app called Things that runs on Macs, iPhones, and iPads but comes with a free syncing service that combines them all.

It has a lot of complicated functionality like nested lists and due dates and recurring dates and start dates and tagging.... but it is simple enough that you can ignore all those fancy bits and get started. If you use the sync service you also get a secret email address and anything you send or forward to that address becomes a to-do.

If I was starting over and had a new Mac I might try and just use Reminders.

Some higher level bits that I have found useful no matter what system for to do:

- group recurring projects or tasks in a “recurring” folder or heading. These are things that, if all goes well, will never be completed. As such you never get to really cross them off so having a separate place helps morale.

- try to identify Projects vs Tasks (or action items), a Project has many steps so you don’t get to cross it off for a long time. Tasks are smaller, more atomic, things that are more like boom done, did that last Tuesday

-I keep a someday list as well but I also try to keep a Not Doing list where I put things that I tend to ruminate about or research even though I know I will never do or should not do right now.
posted by sol at 5:38 AM on March 22, 2021

Google has a product called TasksBoard that I absolutely love. On the desktop version you can see your separate lists laid out on a board and drag things to different positions on your lists, or from one list to another. The mobile version is a bit more limited but perfectly functional, and there's a widget I use to display my "Today" list, onto which I add things that need to happen immediately, or drag tasks from other lists when it's time to focus on them. I looked at many of the options mentioned above and an thrilled with this solution.
posted by TrixieRamble at 6:58 AM on March 22, 2021

Like sol I use Things on my iPhone and Mac but if I were starting again now I’d maybe just try using Apple’s Reminders (which didn’t exist / was less good, when I first started using Things).

I don’t use all of Things’ functionality and I like that the features I don’t use aren’t visible - it’s nicely made to combine looking and working simply, with much more power and flexibility if you need it.

Two features I use that I’d want in any replacement, beyond the basic lists and categories:

* Deadlines. Occasionally a task must be done by a certain date and I want that to be very obvious.

* Repeating tasks. I didn’t use these at all at first but have gradually added them. So handy for chores that I know I should do every so often but would otherwise neglect for too long.
posted by fabius at 7:12 AM on March 22, 2021

I use Asana for this, though it's a bit of overkill.

Here are some things I like in the free version:

• Asana calls lists 'projects' and to-do items 'tasks'
• You can invite other people to look at some of the projects while keeping some private
• You can put a task on multiple projects
• Inside a task you can upload images and attachments. Add links, etc
• You can sort the tasks by due-date or organize them on a calendar (or not use dates at all)
• You can add custom Tags to the tasks, but honestly I don't use that feature

posted by jander03 at 9:37 AM on March 22, 2021

Trello here, free plan. My lists in my ToDo board are: Inbox, Done, one list for each day of the week (so I can schedule things on specific days), Next Week, and Waiting. (I use start and due dates for cards when appropriate.)

Every Monday morning, I pull everything from Next Week into a day and lay out my week. I use labels for different types of to dos. Things I need to deal with but don't want to really deal with yet at any given moment go in my Inbox.

This has been INSANELY successful for me for years, and has helped me keep up with huge projects, small hourly crap that I do, creative projects, chores, etc. Despite being the world's most disorganized thinker, people I work with think I'm the most organized. Mwahaha.
posted by nosila at 10:14 AM on March 22, 2021

I like Workflowy, particularly because it syncs well between my phone and computers.
posted by Serene Empress Dork at 4:19 PM on March 22, 2021