Todoist

1. What is Todoist?

Positioning: A cross-platform task management and productivity platform, focused on helping individuals and teams organize tasks, manage projects, and achieve their goals efficiently.

Functional Panorama: Covers task creation and organization, project management, scheduling, collaboration features, multiple views, and integrations with various third-party applications. It also includes productivity tracking via Karma points.

2. Todoist’s Use Cases

• Personal Productivity Management: Individuals can use Todoist to manage daily to-dos, set reminders for appointments, organize shopping lists, and track personal goals.
• Small Team Project Coordination: Teams can share projects, assign tasks to members, set deadlines, and monitor progress within a collaborative workspace to ensure project milestones are met.
• Academic and Study Planning: Students can organize assignments, set study schedules, track research progress, and collaborate on group projects.
• Habit Building and Tracking: Users can create recurring tasks for daily or weekly habits to build consistent routines.
• Client and Stakeholder Communication: Professionals can use shared projects to delegate tasks to clients or external partners, ensuring transparent communication and timely delivery.

3. Todoist’s Key Features

• Supports natural language input for quick task creation, automatically parsing dates, times, and projects.
• Offers highly customizable filters and labels for advanced task organization and retrieval.
• Introduces AI Assistant for breaking down tasks, suggesting subtasks, and summarizing discussions, rolled out widely in early 2024.
• Revamped Home view for a more personalized and streamlined daily overview, launched in November 2023.
• Provides Board View for visual project management and Calendar Feed for integrating tasks with external calendars.
• Users frequently request enhanced native two-way calendar synchronization for a more seamless scheduling experience.

4. How to Use Todoist?

Official Workflow:

1. Sign up or log in to your Todoist account.
2. Add a new task by typing in the “Add task” field.
3. Organize tasks into projects, add sub-tasks, sections, or assign labels and priorities.
4. Set due dates and reminders to stay on track.
5. For collaborative work, share projects with team members and assign specific tasks to them.
6. Use the List, Board, or Calendar view to visualize and manage your tasks effectively.

Pro Tips:

1. Master natural language input for ultra-fast task entry, including dates, priorities, and projects.
2. Create custom filters for complex workflows, such as “Tasks due today with high priority in the ‘Work’ project.”
3. Integrate Todoist with your primary calendar for better time blocking and visibility of your schedule.
4. Utilize Todoist templates for recurring projects or common task lists to save setup time.

5. Todoist’s Pricing & Access

• Free Tier: Supports up to 5 active projects, 5 collaborators per project, 5MB file uploads, 3 filters, and 1 week of activity history.
• Pro Tier: Priced at $5/month when billed annually. Unlocks up to 300 active projects, 25 collaborators per project, 100MB file uploads, 150 filters, reminders, calendar sync, custom themes, and full activity history.
• Business Tier: Priced at $8/user/month when billed annually. Includes all Pro features plus team inbox, admin and billing capabilities, shared team projects, and priority support for enterprise needs.
• Student discounts are occasionally available through specific educational programs.
• Todoist often offers trial periods for Pro and Business tiers, allowing users to experience advanced features before committing.

6. Todoist’s Comprehensive Advantages

• Simplicity & Powerful Natural Language Processing: Todoist’s intuitive interface and superior natural language parsing make task entry significantly faster and easier compared to many competitors like Asana or Trello.
• Cross-Platform Accessibility & Sync: Offers seamless synchronization across a vast array of platforms, ensuring tasks are always up-to-date, a key advantage over less integrated solutions.
• High User Satisfaction: Achieves consistently high user satisfaction ratings, with 4.5 out of 5 stars on G2 and Capterra, for its reliability and focus on core task management functionality.
• Flexible Project Views: The inclusion of List, Board, and Calendar views provides versatile ways to manage projects, catering to different user preferences, which some simpler task managers lack.