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How to Organize Tasks in Todoist Using Projects and Labels
Edited 3 weeks ago by ExtremeHow Editorial Team
TodoistTask ManagementProductivityPlanningProjectsLabelsOrganizationSoftwareTask PrioritizationMulti-platform
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Organizing tasks efficiently is a cornerstone of productivity, whether for personal goals or professional projects. Todoist is one of the most popular task management tools available today and offers a robust system of organization through projects and labels. This allows you to systematically divide your work into manageable units, ensuring that nothing falls through the cracks.
This article will introduce you to the process of setting up tasks in Todoist using projects and labels so you can maximize your efficiency and keep your life organized. By the end of this guide, you'll have a clear understanding of how to create a system that works for you, tailored to your specific needs.
Understanding the basics: What are projects?
In Todoist, a project is essentially a collection of related tasks. For example, if you're working on launching a new website, "Website Launch" could be a project. Each project acts as a container that holds the various tasks you need to complete. Projects can also be grouped into broader categories or sub-projects, allowing for more hierarchical organization.
A simple way to understand projects is this: think of them as folders on your computer, each containing files (tasks) related to a particular topic or goal.
Create a project: When you create a project in Todoist, you're setting up a workspace for a specific task. You can choose a project name that clearly states its purpose, which helps you quickly identify it later. You can also give your project a color so it stands out visually.
Example:
Let's say you're planning a vacation. You could create a project called "Plan a Vacation". Under this project, you could have tasks such as "Book a Flight", "Make a Hotel Reservation", "Create an Itinerary", and "Buy Travel Insurance". Grouping these tasks under a single project makes it easier to monitor progress and manage deadlines.
The power of labels: What are labels?
Labels in Todoist serve as tags that can be applied to different projects, providing a cross-sectional view of your tasks. While a single task lives only within one project, it can have multiple labels that reflect different contexts or characteristics.
Think of labels as sticky notes that you can attach to any task to define additional attributes, such as priority level, time of day to complete the task, or even location. This way, you can search or filter tasks based on these labels, even if they originate from different projects.
Creating and using labels: Creating and assigning labels is simple. When you click on a task, there is an option to add a label. You can type in a new label or choose from existing labels.
Example:
Let's consider labels such as "@urgent", "@office", "@home", or "@weekend". A task titled "Review report" could be tagged with "@office" and "@urgent", while another task such as "Buy groceries" could be tagged with "@home" and "@weekend". This allows you to filter tasks based on the context needed to complete them.
Organizing tasks within projects
Now that you have an understanding of projects and labels, let's discuss how to use them effectively to organize your tasks within Todoist. The primary purpose is to create projects for each important area of your life, while using labels to filter tasks through different perspectives and contexts.
Steps to create a project:
- Open the Todoist application on your device.
- Go to the panel that shows your current projects.
- Find and click the “Add Project” button.
- Enter a name for your new project that briefly describes it.
- Select a color that you feel relates to the theme or nature of the project.
- Save the project.
You should organize tasks within your projects in a way that reflects the priority and deadlines associated with each task. You can manually organize tasks in order of importance or due date, or use the priority markers provided by Todoist, where tasks can be marked from priority 1 (highest) to priority 4 (lowest).
Steps to use labels:
- Select the task you want to add the label to.
- Click on the “Add Label” option.
- Select an existing label or type the name of the new label you want to create.
- Repeat the process for additional labels if necessary.
- Save the task.
Strategic use of projects and labels
The combination of projects and labels in Todoist provides a dynamic way to manage tasks. While projects provide clarity and organization, labels can add another layer of strategic sorting. Here's how you can strategically use these features together:
Project based strategy:
Start by categorizing the broad areas of responsibility in your life into individual projects. Organize the tasks within each project according to their respective priorities and deadlines. Use sub-projects to break down larger projects into manageable parts.
For example, if you work in sales, your projects might include "customer acquisition", "product training" and "sales reporting". Under "customer acquisition", you might have more detailed tasks like reaching out to leads, preparing pitch decks and scheduling meetings.
Label-based strategy:
Use labels to add contextual information that helps you decide when to perform certain tasks. This means assigning labels based on context rather than content. Example labels might include "@morning", "@needs_computer", "@meeting", etc.
Example:
Let’s say your morning energy level is pretty high, you can look for tasks labeled “@morning”, regardless of which project they belong to, and tackle them first.
Alternatively, when you're planning to run errands, you can look for tasks labeled "@errands", ensuring smooth movement between locations.
Combine projects and labels for ultimate productivity
Todoist's real power comes from using projects and labels together to create a coherent workflow. This allows you to adapt fluidly to changes in priorities or context:
- Multi-level projects: Specify projects at different levels to separate work-related tasks from personal tasks. Each project can be a main project that can have sub-projects for more detailed goals or recurring events.
- Contextual labels: Use labels to create shortcuts to action modes. For example, use the “
@focus” label for tasks that require deep thinking, allowing you to dedicate blocks of time to deep work without disruptions. - Flexibility and fluidity: Have a system that can change dynamically according to your needs. Tasks can be quickly reclassified, and the scope of the project can be adjusted as life evolves.
Whenever you feel overwhelmed, you can review and refine your use of projects and labels, ensuring that your organizational efforts enhance your productivity rather than hinder it.
Conclusion
Todoist's projects and labels are powerful tools, providing a dual-layered approach to task management that can greatly enhance your organizational skills. Projects help you compartmentalize different aspects of your life, while labels let you view your tasks from different contexts and angles.
The key to success is personalization. Use projects and labels to suit the unique demands of your life, and always be willing to evolve your system. Adopt this strategy, and with dedication to a streamlined Todoist platform, you'll increase your efficiency, stay more organized, and stay calm in the face of a busy life.
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