Getting Things Done with Todoist – My GTD Setup

This is a follow up blog post to my previous post: Evernote and Todoist: REALLY Getting Things Done. It was prompted by an interest to setup a GTD workflow using Todoist.

I am a fairly new user of Todoist (web site) – a task management tool that is available across many platforms (one of the reasons I started using it). While I have implemented a Getting Things Done (GTD) framework using the Secret Weapon methodology for Evernote, I have not hitherto tried to do the same with Todoist. So – here’s how I would go about doing this. In general, my approach is to try and keep it simple enough where the framework itself is not a burden – but something that I can evolve as I go.

One of the things that I do, and recommend, is to also maintain a journal to complement / augment your productivity workflow. I use it as a mechanism to reflect on the day and to think about what I need to achieve. This leads to clarity of mind, and a capture of actions that would otherwise slip through the cracks. I use Day One Classic (on my iOS devices) and Life Journal (on my Windows PC) to help me with this.

Important Caveat: One important note about this post – it presumes the use of Todoist Premium. Some of the features called out in this post are available ONLY in the Premium version of Todoist – specifically the following:

  • Adding Notes to tasks
  • Adding e-mail & mobile reminders
  • Labels
  • Custom Filters
  • Task Search

In my opinion, only Labels is a critical aspect of the GTD framework I am outlining below. Right now I am trialing the Premium version (which you will be able to as well – if you complete the 6 things on the list after you sign up for Todoist). In a later post, I am going to try and figure out a way to get this to work without the Labels functionality and see if it still holds up.

imageProjects: I do a few things to keep things simple and organized. I start by defining a few projects. In GTD terms, they are not still projects (which need to be finite and time bound), but we can then get into the ability of Todoist to create nested projects – which will let us create actual sub-categories under these and also projects.

The categories I have are: Work, Personal, Recurring Activities, For Later and Lists of Stuff. I figure that I can track most of my stuff under these categories. Under Recurring Activities, as an example, I put my Daily Review and Weekly Review activities and make them recur – so they show up in my Today list at the right time.


Just as an example, I have created the following sub-categories under the Personal category. They don’t have to be sub categories, but I like to keep my thoughts & activities organized. I suggest creating broad enough sub-categories that can then contain specific projects. Try not to go nuts with sub categories. One level should generally suffice. After all – our intent here is to Get Things Done.

So – I then take the next step and create a project. As an example, I am looking into setting up my own domain name for the blog, and having it WordPress enabled. So – that project can be set up under the Personal > Blogging category as follows:


You start by setting up a top level task (Set up own domain) and then add sub-tasks under it. Again – don’t go nuts with sub task nesting – do what makes sense, and helps you get to the next activity that needs to be completed. Just in case, you are unaware of how to do sub tasks, there is a little 3 horizontal line icon that shows up when you hover over an entry – which you can then grab and move the task (or project) – either sequentially or hierarchically. Play around with the tool – its easy enough to figure out (I think).

So – now you have a project set up – and you have tasks that need to be done. Now we need to assign contexts.

imageContext: An important aspect of GTD, is to establish context for your tasks and activities. And the two most important contexts are When and Where. For this, you need to use Labels. You can set up as few – or as many – contexts as you please. But what I have found is that I generally use the superset I have listed here.

For When, I have set up 7 contexts: Now, Next, Soon, Later, Someday, Waiting, Weekend. I have assigned numbers to them so I can pick them off a list by just hitting a number. Now is things that need to be worked on immediately. Next is what will be done next and so on. Waiting is one that I found that I can use when I have done my piece and am waiting on someone else before I can proceed.

For Where, I have just 5 contexts: Home, Work, Internet, Phone, Town. Home and Work are locations that I need to get activities done at. Town is a catch all for when I am around town and need to get activities done (Groceries for example). Internet is a catchall for aspects related to web browsing, email, etc. And Phone is for making calls.

Just a quick update – if you want to add a Who context to the task, you can either go the route of Labels or if you are like me and have a lot of people you work with, just add a #Name to the task so you know who it is that you are working with on the task. This is especially useful with the 6-Waiting context.

Setting Timelines: Tasks should generally have a timeframe for completion – for this to be effective. Todoist does this well.image

On trying to set a date, you are provided with options to pick a date from a calendar drop down, or assign some common dates such as Today, Tomorrow, Next week and In 1 month (those are the icons at the top). Where I think it is REALLY powerful is in its ability to use human language processing of date information. So you can type “Today at 10am” and it establishes the date and time for the task for you. As an example, my Weekly Review task is set up as “Every Friday at 5pm”. If you set a time for a task, you can also set up a reminder in the task (that is the clock icon right under the task). You can also set up priorities for your tasks – although if you are setting up contexts, this should not really be necessary – but could prove useful to some people when setting up filters.

Putting it all together: So – now that you have a task and you have understood contexts and timing, just put it all together:image

You can add a context to your task by just typing @ (or clicking on the @ icon) which provides you with a dropdown of your contexts:image

Just as an example, in the shot above, I have added the context @work and will add the context @1-now to the task above. I can similarly go thru and add a reminder for the task as well as a priority if I so choose. You can also add notes to tasks.

Filters: Filters can be useful to look at specific short lists of things that can bring together multiple contexts as searches.image For example, I have set up a filter here that I can check when I am at Home for all the tasks that are either due today or that are overdue. The query for that would be “(today, overdue) & @home”. It could be a useful tool, I think. I do use such searches in Evernote (a topic for another post) and find them to be useful.

Todoist comes with some canned filters, but I believe that the ability to create custom filters is a Premium feature.

Getting Things Done: There are many (seriously – do a google search) resources around how this works, so I am not going to do a deep dive into this too much. Some key things I think you need to do are:

  1. Touch everything once: It is important that you touch everything that needs an action only once – so that you can be productive. So – it is important that you have a reliable and always accessible system in which you can file things. Todoist and Evernote are excellent tools to achieve this.
  2. Learn about Do, Delegate, Defer, Delete: So everything that you need to deal with will fall into one of these categories. Do if it will take you less than 2 minutes to accomplish. Delegate if someone else can do it (remember to attach a waiting context to it if you need to follow up). Defer if you intend to come back to it later (attach a time context to it). And my favorite, Delete if you do not need to take any action (if you are someone that does not like to delete, you may archive instead – but get it out of your inbox).
  3. Capture Everything: Everything that needs an action from you needs to be captured in your system (in this case, Todoist). Just add it to your Todoist inbox – don’t worry about anything else (contexts, timing, etc.) at this time.
  4. Conduct periodic sweeps: I generally do sweeps every 2-3 hours during the day. The intent of the sweep is to go through the inbox and attach contexts, timings, etc. to tasks. Also a good time to categorize activities and identify projects and break those down. This is also where you may want to look at the Next context and reprioritize some of those to immediate or Now.
  5. Focus on the immediate/Now: Your goal is to clear your Now list – so block off a piece of time (with no distractions – AT ALL) and start working through the tasks on your Now list. Experience the endorphin rush as you check off those tasks. Rinse and repeat.
  6. Conduct Daily Reviews: I set up my daily reviews for the first 10-15 minutes of my day. This lets me gather my thoughts and put together the activities I need to get accomplished that day. It is also a good opportunity to do a review of the task list to make sure there are no pending activities – and also to capture anything else that comes into your mind that needs action. Remember that this is a planning and capture activity – leave the detailing for your periodic sweeps.
  7. Conduct Weekly Reviews: My weekly reviews are the last thing I do in my work week – and I take 30 minutes for it. It helps me review the progress I made this week and helps me plan out aspects I need to get done next week. It is a good time to be appreciative and self congratulatory of the progress you have made – or contemplative of the lack of progress, and the contributing reasons thereof. Basically, you are focusing on strategy, learning and improvement as a core part of this exercise.

Alright – so that’s all I got for this one. I know that this may not be as comprehensive a treatment as some would like – but hopefully I have given you enough to get you started on your journey toward using Todoist for Getting Things Done. I hope you put it to use and conquer greater heights in your passions and pursuits.

I would love to hear about how you get things done, and how you have been using Todoist (or Evernote).

17 thoughts on “Getting Things Done with Todoist – My GTD Setup

  1. Pingback: Evernote and Todoist: REALLY Getting Things Done | Nebulous

  2. Glenn

    Can you elaborate a little further on how you use contexts in conjection with the due dates? For example if the due date is today do you really need a context of 1-Now (unless you are using that in a filter and I missed that)?

    The other thing I’m struggling with in regards to GTD and Todoist is the @waiting. When I’ve followed up on something and now it’s in another person’s proverbial court adding @waiting to a task that has a due date of today seems like it wouldn’t accomplish much (even if I don’t add @waiting I know I can’t go further with it and having a due date of today prevents it from falling off my list). Does this make sense? Any recommendation?

    Liked by 1 person

    1. Rohit Post author

      I think your point is valid. The reason I set up the 1-Now context is to remind myself that the task belongs in the stack of activities that I need to address first (or immediately). Using this with a filter generally lets me see at a glance what are the list of things I should be focused on – distraction free. (I add all new items by default to the Inbox and then do periodic sweeps).

      The reason I add @waiting is to remind me that the task is dependent on someone else. In todoist, you can add a person to the task (or assign it). The benefit of having a date along with that is to (a) have clarity by when the task is due or (b) have clarity about the date by which you need to follow up with the person. I hope that this clarifies things somewhat…


      1. Jesse Clem

        Love your post. I am also struggling a bit with dates things are due, vs when we start them, and recurring tasks with the context structure. Do you work the today section of ToDoIst or do you use context Daily, 1-Now, 2-Next etc to process through the work?

        Liked by 1 person

        1. Rohit Post author

          Thanks for your note, Jesse. Sorry about the delayed response – have been on vacation.

          I live in the Next 7 days view in Todoist. I use the context to help me prioritize tasks. Most of the things I need to get done then get put in their appropriate (target) dates. Staying in the next 7 days view lets me process the things in my Today list, but also gives me visibility to what is coming up. Sometimes, if time permits I am then able to pull forward tasks from the next day (based on priority / time sensitivity etc) and work on those.

          I hope this was useful. Wishing you a happy and productive new year!


      2. Chris

        Great post! I’ve been using Todoist for over a year and love it, but my life is changing and I need to raise it up a notch and get more out of this app. I am going to give your advice on labels and tags a try, but just want to get your take on something. I may have missed it, but I read and then scanned you post a second time and realized you don’t mention assigning priorities to tasks. Is that intentional? In other postings I have read from your other productivity bloggers they have also not mentioned the priority feature of Todoist tasks. Do you have any advice on using Todoist priorities? Or how they might be incorporated in your method of using this app?

        Thanks again for the fantastic read and invaluable advice/demonstrated expertise. You may have changed my life and will hopefully allow me to achieve some amazing accomplishments in the near future. Your article has fired me up!!

        Liked by 1 person

        1. Rohit Post author

          Thanks for your note and your very kind words, Chris. I am glad the post was useful! Sorry about the delayed response – have been on vacation.

          I don’t think priority has been well implemented in Todoist (others are welcome to disagree). My personal opinion is that if you are using contexts (1-Now, 2-Next, etc.) it is a better way to manage tasks, and makes priorities superfluous. This does require some discipline, but I think it pays off.

          I suggest you start by capturing all your tasks in your inbox (do the usual stuff about projects and identifying the immediate action), and then go thru them and assign them contexts. Assigning contexts will allow you to get clarity around timing (among other things). What you need to be mindful of is to ensure that you are not breaking everything down under the 1-Now context. Remember that you have a limited capacity in your day – and you truly want to accomplish those actions in the day. Be realistic about how much you put into the 1-Now context – you can always move up other tasks from 2-Next context if you are ahead of schedule and get all of your 1-Now actions completed.

          Once you have assigned contexts, go thru and assign dates (if something is time sensitive). Pick a reasonable number of 1-Now context items and assign them Today’s date. Now you are ready to process. Start by working in your Today or Next 7 Days view and process all those actions. Once you have finished your Today list, look at your 1-Now list and see if there are any other 1-Now actions that need to be addressed. If time/capacity permits, pull those in to Today (assign a date) and process those (again, be reasonable). If you were not able to process your Today list in its entirety (this happens sometimes), don’t be disheartened – move it to the next day and process it then.

          Eventually, you will get to a point where you are assigning meaningful contexts and dates to your actions wherein you can start living in the Next 7 Days view. You will still periodically check your context views – and clear your inbox, and process your next project actions, etc. – but this will become part of your daily workflow.

          To answer your question directly, I suppose priorities could be used to get to more granular prioritization (for example, even in your 1-Now list there may be items that you want to do first, second, etc.). If it helps, DO IT! There is no one right way to do this – the only right way is one that works for you and that you can consistently rely on and stick to.

          I hope this was useful. Wishing you a happy and productive new year!


    1. Rohit Post author

      Thanks for your comment. I typically put things in For Later when I don’t have a pre-defined timeline in mind to get them done. A good example of this is stuff I save to Pocket – wherein I have an IFTTT recipe that creates a Todoist task in For Later so that I have a tickler in there to go and schedule it to be read later. Lists of Stuff is just something wherein I keep a list of things I want to track. They are not tasks per se – just a list. A couple of examples of this would be Restaurants I Love, Restaurants to Try, Books to Read, Movies to Watch, etc. Hope this helps…


  3. ria

    I recently started exploring GTD and have been reading the book. I think it’ll be good if there were more opportunities for people who practice this workflow method to get together and share stories and experiences. I’ve been trying to find GTD courses in HK, but I have been unsuccessful. Any suggestions on where to get support for a newbie like myself?


    1. Rohit Post author

      I don’t know of any that I can recommend thru personal experience, but a quick search showed the following (
      ThrivinAsia Ltd
      A Certified Franchisee of the David Allen Company in Hong Kong

      Unit 1010, Miramar Tower
      132 Nathan Road,
      Tsim Sha Tsui
      Hong Kong

      Phone: +852 6601 8387

      I hope that is useful. Good luck – and let me know how it goes…



      1. ria

        Yes, I looked at the website before I ended up in your blog. Looks like they have no seminars running. I also checked GTD main, they don’t do a lot of seminars in Asia. Googling some online classes instead. At least I won’t be constrained by language and location. Thanks. Lovely blog, keep it up.

        Liked by 1 person

  4. Chi Yu

    Thanks for the great article, Rohit. Did you ever reassess whether Todoist is GTD-capable without the premium features, particularly labels? My Todoist auto-renewal failed because my CC info changed, prompting me to reassess its worth vs other free alternatives.


    1. Rohit Post author

      Hi Chi – thanks for your kind words. I do find that I am hampered a bit by the lack of labels capability. That said, you can just type in the label in the body of the to-do (e.g. Pick up milk @1-Now) and it does add the label to the task!! You can then do a Todoist wide search for @1-Now and get everything linked with that context. It is a bit of a work around (and you may have to deal with pesky reminders that labels are a premium feature) – but hey, it works!! Give it a shot and let me know what you think…


  5. Pingback: Todoist for Windows Review - Done Before Brekky!

  6. Arul

    Your post suggests that there is a way to create sub categories (sub projects in the left navigation tree) but todist doesn’t seem to allow it. Did this feature removed?


    1. Rohit Post author

      Not as far as I know… If you right click on the project, you can add a project below and then use the “handle” to drag it to the right a bit which indents it.



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