I’m a huge GTD (Getting Things Done) fan, and I use Todoist for my task management. I now track nearly all my tasks inside Todoist, including some proportion of my email-related tasks. I spend more time on Todoist than I do in my email account, keeping everything from my large project plans at work, through my financial obligations, and reminders for my everyday needs like prescription refills or shopping.
I became a premium user almost immediately because I was hooked on the label features (autocomplete is the best!) and I love emailing tasks to my projects. In fact, I created a mini-hack to get my +Gmail calendar to create recurring or future tasks for me.
Here are my step-by-step instructions for setting up recurring and future tasks within Gmail:
- Add the following email(s) to your accept-email list in Todoist: [email protected] (temporarily), [email protected] (permanently), and the email you’ll be using (not strictly necessary, but a good idea).
- Go to your email account, and add the email for the relevant project as a forwarding address from Gmail. (I used my intray project’s address.)
- A confirmation email should appear in your Todoist project. Click on its notes, you should see a link to confirm — click that to allow forwarding
- Set up a filter for all calendar messages to forward to the project email
- (OPTIONAL) Create a default Google Calendar reminder that sends out an email before/at the time of every event.
Now, your project will accept emails from Google Calendar! Just set up an email reminder for an event, and the reminder will be directed into a task in Todoist. These emails can be automatically filtered out from your Gmail inbox if you don’t want to actually read this in your email. Personally, I have a separate calendar for Ticklers and I want to be reminded of them, so it’s fine by me.)
- This only works for Todoist premium, since it makes use of the premium feature “email to project”.
- If your project emails are public, you could open yourself up to “spam” from everyone who uses Google calendar, so take care to keep them limited or private.
- For some reason, putting a Todoist due date in the calendar event name, such as <date today>, prevents the email from being delivered, so leave that information out.
More productivity tips from Shiri
- I really enjoy the Todoist Android app and highly recommend it for access to your tasks both online and off.
- Use Todoist labels as GTD-style contexts for your tasks: label your task with the resources or location needed for completion, e.g. “phone”, “home”, “office”. That way you only need to look at your tasks from the context you’re currently in, and can safely ignore tasks that you have no ability to work on right now.
- Check out David Allen’s “Getting Things Done” book for the best productivity advice I’ve ever heard