Home > Daily Operations, General Setup > Task Management with Toodledo.com

Task Management with Toodledo.com

For about half a year, I am now using Toodledo as my favorite tool for task management. Toodledo is absolutely self-explaining and easy to use. It took me only minutes to set up the attributes of my tasks and a few more minutes to import all my tasks from my previous task management tool.

My configuration looks like this: I created folders for the main areas of my life (e.g., main job, bigger projects, personal development, and private stuff) and added a few search views like “company”, “tomorrow”, or “next 7 days”. Normally, I start the day with “all tasks”, “star” my most important tasks that I want to finish during the day and focus on special folders or only the starred tasks according to the timeframe that I am currently in. I constantly hide deferred, future, and negative priority tasks.

I use the following fields/functions to detail my tasks:

  • Length: I estimate the time necessary to perform the task as basis to plan the day.
  • Timer: I record the needed time just for my own statistics to validate and to improve my estimations.
  • Priority: According to my definition within “Setting up task management”, I use “0 Low” for operational tasks, “1 Medium” for tactical tasks, and “2 High” for strategic tasks. “3 Top” is only used very seldom for the top urgent and most important tasks.
  • Start Date: The day I want to work on this task.
  • Due Date: The deadline until I have to finish the task.
  • Repeat: I use this for routine tasks that have to be done on a regular basis.
  • Tag: I use the names of the people I have to coordinate the task with or to whom I delegated the task to as tags. This makes it easy to filter the names.
  • Status: I use “next action” as default and switch this to “postponed” for deferred items that I do not want to delete right away.
  • Goal: I try to assign my tasks to my goals to be able to focus on the really important tasks. This is more or less a reminder to check, if the task is necessary or not.

For new tasks, I defined default values for start date (today), due date (next week – I want to be fast on my task), and status (next action). I do not use subtasks.

I absolutely love that Toodledo calculates the importance of tasks based on priority and due date. This makes it so easy to decide about what to do next. I have Toodledo open, whenever I am at my computer and I add new tasks as soon as they appear. See “Inbox processing” for more information about this.

Whenever I am not online, I mail new tasks to Toodledo via my cellphone. I use this feature quite often.

Overall, Toodledo really increased my productivity and provides me additional time to focus on my tasks instead to focus on the management of the tasks.

If you have you own experience in using Toodledo or other online todo tools, please do not hesitate to post your thoughts!

PS: In the meantime, I wrote a “HowTo get started with Toodledo ” which might be useful as well.

  1. Dan
    Feb 8, 2011 at 4:34 pm

    For implementing GTD you can use this web-based application:


    You can use it to manage your goals, projects and tasks, set next actions and contexts, use checklists, schedules and a calendar.
    Syncs with Evernote, and also comes with mobile-web, Android and iPhone apps.

  1. Apr 11, 2011 at 5:30 am
  2. Apr 16, 2011 at 10:11 pm

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