July 13, 2023

A Quick Guide to Project Management with Todoist

consulting@sinokap.com

https://it-support-china.com/

Todoist is an excellent project management tool that simplifies team collaboration, helping us multitask efficiently and stay well-organized. There’s no need to download any software—simply search for Todoist in your browser and log in to the web version, or install the browser extension for quick access. You can also download the mobile app to sync tasks across devices. When a task is due, Todoist sends an email reminder, offering a user-friendly experience. Additionally, you can forward emails from any email client to Todoist, converting them into tasks or comments, further enhancing workflow efficiency.

Add a project in Todoist

To create a project, select the “+” icon next to Projects in the navigation menu.

You can add your project’s name, pick a color, and choose to see it as a list or board.

The list form is to display tasks directly, and you can also use the arrow next to the parent task to show or hide your subtasks.

The board form is to directly display tasks side by side. You can add boards, add tasks below, or drag them at will.

Add a task in Todoist

Select Add task while in your new project. Write your task’s name. Then choose Add task.

Set due date & priority levels in todoist

When you’re typing your task’s name, write out your task’s due date, too. Todoist can auto-detect due dates, nearly any way you write them!

– One-time due dates

For example, confirm the internal IT notification at 16:00 next Friday.

– Recurring due dates

For example, a weekly meeting is held every Monday at 10 o’clock. The system will automatically recognize that the task will be repeated every Monday.

To use priority levels, select a task. From your task view, use the flag icon to choose red priority 1, orange priority 2, blue priority 3, or white priority 4.

Your highest priority tasks will appear near the top of your Today and Upcoming views. That way, you know what to work on first.

Split big tasks into sub-tasks

Small tasks are far easier to complete than big ones, so break large goals into manageable to-dos.

Create a sub-task by selecting any task and choosing Add sub-task. Type your sub-task’s name and due date, as usual.

Comments can also be added here because sometimes WeChat or emails have a large amount of information, which is very easy to miss, so we can add comments here to add an additional explanation to a single task to facilitate subsequent communication.

Assign shared tasks and work together

If it is a team account, Todoist can also be convenient for everyone to work together. You can assign tasks to members in the group.

Click the small portrait icon on the right and select the corresponding member. The other party’s Todoist will receive a corresponding prompt.

Of course, you can also directly share the entire project with members so that they can track progress together.

Review and complete tasks in todoist

On the left side, you can directly see the items to be done today, and you can also preview all the tasks due in the near future in order.

– Today view shows you all the tasks due today in all of your projects.

– Upcoming view lets you see every task due in the future.

– Click each item below to view the included tasks.

Check things off your list by ticking the circle next to the task you have completed.

Practical Application Scenarios in the IT Service

After learning the Todoist introductory tutorial, how can we use this tool efficiently in our work? Below Sinokap takes the IT service industry as an example to demonstrate how it can be used.