![]() If I don’t wind up getting to a task on the day I intended, I just drag and drop it to the next day’s list. As I finish things, I mark them as complete (⌘+Enter on my Macbook) so that they disappear from the list. For example, I might have the name and phone number of the fence company coming out to give the quote. For example, Tuesday might include “9am: Fence quote” and “Refactor subdomain validation method.” Each task might also contain its own list with notes about the task. I keep today at the top of the list and it contains the tasks, appointments, and deadlines that I have going on today. The Short Term tasks are further divided by day of the week. I generally won’t move something from GMail over to Workflowy except in cases where I respond to an email and need to remind myself to follow-up in case I don’t receive a timely response. My GMail inbox also serves as its own todo list where unread emails are things that still require some action on my part. Short Term tasks are things that I need to do within the next week or so, Medium Term tasks are tasks that I need to do within the next few weeks, and Long Term tasks are tasks that I need to do within the next few months. ![]() I divide the Task list into three lists based on how soon each task needs to be accomplished. If you prefer to keep your project tasks grouped under your projects, you can tag each task using something like #task and then use Workflowy’s search feature to view just those items. I’ve found that keeping all tasks, appointments, and deadlines grouped near each other works much better because you can quickly reference what’s on your plate without searching through a dozen different lists. When I first started using Workflowy I kept project tasks as list items under projects, miscellaneous (non-project) tasks under a separate Misc Tasks list, and didn’t include appointments or deadlines at all. My Tasks list contains everything that I have to do including project tasks, miscellaneous tasks, as well as appointments and deadlines. Items in gray are placeholders for example content that would go within the various lists. You’ll find a description of each list in the next section. How I Organize Workflowyīelow is a screenshot of a template that mirrors how I use organize my Workflowy lists. ![]() If you do have a lot of tasks that have to be completed by certain times (you have these 6 meetings today, X is due every Tuesday at 4pm, Y is due every third Friday by noon, etc) having a todo list application that lets you sort by deadline would probably better suit you. There’s also a quick search feature that you can use to locate notes if you forget where you stashed them.įor task tracking, Workflowy works well when you don’t have a lot of hard or recurring deadlines. You can have hundreds of notes on dozens of different topics but keep them all tucked away until you need them. Workflowy is hands-down the best note-taking app I’ve ever used because of how smoothly it lets you create and organize lists. I’ve used a number of note-taking and task tracking tools over the years including pen and paper, Outlook, Notepad, Remember The Milk, Tooledo, and Evernote. If you’ve never used Workflowy, I highly recommend watching it before continuing because it will give you a quick overview of Workflowy’s core features which I’ll be referring to in this post. Workflowy Introductionīelow is Workflowy’s official two minute introduction video. If you already use it, maybe you will pick up a few ideas for your own workflow. In this post I’ll share in detail how I use Workflowy in the hope that you might try it and benefit from it as much as I have. I am such a big fan of Workflowy that it is the only web app that I’ve paid for that I didn’t have to simply because I want to support their company and see them thrive (their free plan allows you to create 500 items per month, their pro plan costs $4.99/month or $49/year). I’ve been using this amazing web and iOS app called Workflowy for more than a year and a half and it has completely changed the way I work.
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