Getting Things Done In Microsoft To Do

Рет қаралды 59,823

Күн бұрын

Struggling to get organised at work? 🧐 By the end of this video, you will know how to use Microsoft ToDo with a combination of Getting Things Done and PARA methodologies to supercharge your productivity 💪
In this Microsoft To Do tutorial, we take a look at how to use the Microsoft To Do desktop app (on a Mac, but the same applies on PC) to help with your GTD setup (made famous by Getting Things Done by David Allen) including Getting Things Done contexts and subtasks in Microsoft To Do ✅
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Пікірлер: 74

@MeeTime 3 жыл бұрын

Thanks for watching. Remember to comment below and let me know what task management software you were using before Microsoft To Do 😀 ☎️ Want to work together? Book a free strategy call to find out more: aka.meetimeapps.com/call 🧑‍💻 Not sure? Sign up for an upcoming webinar here: www.meetimeservices.com/webinar 👨‍🏫 Do it yourself? Get our free Teams training deck here: www.meetimeservices.com/free-teams-training-deck 🍻 If you liked this video or it helped you out at all, then please consider buying me a beer to help support the channel to keep making free content: www.buymeacoffee.com/meetime (it is entirely optional and only a one-off payment, no subscription required)

@jolineforshaw4841 2 жыл бұрын

I have been using Facilthings which is great, but I don't want to pay for this.

@selectgood_timesidfrommemo3192 2 жыл бұрын

David Allen '" If it takes less than 2 minutes to do something, just do there and then, stop putting things off". This procrastination tip really helped me.

@MeeTime 2 жыл бұрын

Absolutely. The bit I didn't internalise until re-reading much later is to only do this from your "inbox list." rather than taking the time to process it. I wasted much time doing everything that took 2 minutes that came to mind, rather than just logging it in "inbox" then doing the 2 minute rule in my processing time.

@NeuroPete Ай бұрын

Thanks very much for this. I retired 14 months ago. At work, I used MS Outlook for task management. It wasn't great, but I survived. At home, I have been using Google Keep for years. Since I retired, though, it hasn't been cutting it, as I have more personal projects - mostly the ones I put off from when I was working. Years ago, I read David Allen's GTD book and tried to implement a system in Evernote, but it was cumbersome. Now I use Evernote where it shines: storing information in a way you can find it later. In the last day or so (before I saw this vid), I switched to Microsoft To Do. It is free and cross-platform (I have MacOS, Windows, iOS, and Android devices). I find the organization features very useful, and I love the ways that you can hide all but the tasks you currently want to work on. I don't plan to implement GTD or PARA fully in MS To Do, but some of the ideas in this vid will strengthen my system. Again, thanks. Peter from Vancouver Canada.

@MeeTime 26 күн бұрын

Thanks for taking the time to write a comment, Peter 👍

@GarethMitchellNZ123 Жыл бұрын

Great video - you have caught the essence of GTD without going overboard. I love ToDo but your hashtag approach has reduced my lists significantly. I hadnt really used them enough but now I think they will be the Anchor Hitch of my day

@MeeTime Жыл бұрын

Great, glad to help. Thanks for taking the time to leave a nice comment 👍 (P.S. if this was useful, consider supporting the channel through "Super Thanks" under the video above or via www.buymeacoffee.com/meetime 👍)

@7budfox Жыл бұрын

Sunsama was a very good task manager to me but it was too expensive . So I switched back to MS to do and I've watched with interest this video. I think I will apply the hashtags method for identifying tasks of 10 or 15 minutes. Thank you dude

@MeeTime Жыл бұрын

Thanks for sharing!

Жыл бұрын

The video was beautiful. thanks . How do you use kanban in todo?

@MeeTime Жыл бұрын

Glad you liked it. I make a few lists in a group (to act as the kanban buckets) and then drag my task through that workflow, only ticking complete in the last bucket. Not as visual as Planner/Trello but does the same job

@jessicawait1760 2 жыл бұрын

Thanks for this. I was trying to figure out how to organize tasks in different lists by required amount of energy, and I learned from you that I can use hashtags! This ADHDer is excited to give it a try!

@MeeTime Жыл бұрын

Glad it was helpful!

@aravind87 2 жыл бұрын

I was using everything but not fixed to one app. Now started to like Microsoft to do

@MeeTime 2 жыл бұрын

👍

@thejulesfather Жыл бұрын

Very helpful video mate. 5 stars!!!

@MeeTime Жыл бұрын

Glad you liked it! (P.S. if this was useful, consider supporting the channel through "Super Thanks" under the video above or via www.buymeacoffee.com/meetime 👍)

@seb1000 3 жыл бұрын

Great video, some great tips in here, had no idea about hashtags or even the ability to group lists. So do you periodically check the Tickler list and move some into its main home?

@MeeTime 3 жыл бұрын

Hi Seb - great question. RE: Tickler, I usually used the "planned" smart folder to review what is overdue, due today and this week and add the ones I want to do into "My Day" which will pick up anything in Tickler as everything there should have a future date attached to it - it is something that I want and need to do but I cannot start yet (good for recurring tasks). Unlike "someday/maybe" which is just for things I have thought of but I am not sure if I want to do them or it is not a concrete action - these I review periodically but they do not have any reminders as I am not sure they are to be done, just a thought. Hope this helps? Are you using GTD in ToDo?

@zngcete Жыл бұрын

Thanks for the great video. I like the hashtags tip. Please explain how you use the "Areas" and Projects lists. I assume all or at least most of your projects would be related to your Areas.

@MeeTime Жыл бұрын

Check this out for more inspiration for free: fortelabs.com/blog/para/ ...or consider joining us in the MeeTime community (meetime.thinkific.com/bundles/meetime-membership) and following the Personal Productivity course (meetime.thinkific.com/courses/personal-productivity-how-to-work-less-and-get-more-done-with-microsoft-365)

@cabbie83 2 жыл бұрын

I used Wunderlist before, and loved it a little more than To Do.

@MeeTime 2 жыл бұрын

RIP Wunderlist 🪦

@thetoddlohenry Жыл бұрын

At around 5:15 you say that the hashtag does not work with the PC app but I tested it and it does. Perhaps they fixed that? Anyway, thanks for pointing out the hashtag! I can see where that would be very valuable moving forward...

@MeeTime Жыл бұрын

It meant to come across that the PC app is better than the Mac one because clicking a hashtag (or any search) doesn't show completed tasks if you have this turned off in settings (and/or by default) where the Mac app annoyingly shows all completed tasks in a search each time and you have to go and switch it off after each search. Apologies for the confusion. (P.S. if this was useful, consider supporting the channel through "Super Thanks" under the video above or via www.buymeacoffee.com/meetime 👍)

@fifty5712 2 жыл бұрын

Nice tip! This will help I think.😁

@MeeTime 2 жыл бұрын

Thanks G S 👍

@philschroder445 3 жыл бұрын

RIP Wunderlist. So simple, so powerful.

@MeeTime 2 жыл бұрын

I was never a Wunderlister but I know it had a great following

@Bouncy_penguin 3 жыл бұрын

Thank you. This answered a question I had with to do.

@MeeTime 3 жыл бұрын

No worries. Glad to be of help 👍

@MrVostok11 2 жыл бұрын

I use 2do on my Android. So far it has had more possibilities of organization and alarms.

@MeeTime 2 жыл бұрын

👍

@muradsawalha5529 Жыл бұрын

Thank you

@MeeTime Жыл бұрын

You're welcome (P.S. if this was useful, consider supporting the channel through "Super Thanks" under the video above or via www.buymeacoffee.com/meetime 👍)

@marcusnordlund 2 жыл бұрын

Great video, but how do you do with projects that has like ten steps, some that require you do be at home, others for example at the library, the list in projects and its next action can require diffrent resources so to speak.

@MeeTime 2 жыл бұрын

Good question Marcus - I would use hashtags for context, you add as many hashtags as you want to any ToDo task or to any subtask and searching on that hashtag or combination of hashtags will filter down the subtasks too, if that makes sense

@marcusnordlund 2 жыл бұрын

@@MeeTime Yeah I ended up doing that. Thanks for your reply!

@MeeTime 2 жыл бұрын

@@marcusnordlund Thanks Marcus - you can now give "thanks" on any video you found useful (next to the share button) - When I'm busy I'll go through comments with "Thanks" first (but always try to get to the others eventually 👍)

@noircc 2 жыл бұрын

Is it possible to sync New Tasks from Outlook into the inbox list, or do you need to manually drag them there?

@MeeTime 2 жыл бұрын

Hi Sebastian - I am not sure 100% what you mean. If you click new task in Outlook, I think it is created in the folder you are in, e.g. Inbox. This video might help if you are creating tasks from Outlook (but not sure, let me know): kzfaq.info/get/bejne/m7B9rL2L16m1o2Q.html

@PotentChr0nic 3 жыл бұрын

Why create an inbox list? Why not use the default "Tasks" list as the inbox?

@MeeTime 2 жыл бұрын

Great question - just to be pedantic and for my processing brain to not mix tasks that are ready to be done but do not fall into any of my other categories (what I use the "Tasks" list for) versus tasks that I am getting out of my head or email inbox that need to be processed to see what the next action is - that I use the "Inbox" list for.

@PotentChr0nic 2 жыл бұрын

@@MeeTime ah ok, makes sense. I do the same thing too except I use Tasks as the inbox and a list called Misc. for anything that doesn't fit into the other lists. Yours is more faithful to David Allen's terminology though :)

@MeeTime 2 жыл бұрын

@@PotentChr0nic 👍

@samueltremblay275 6 ай бұрын

I think adding new items in Tasks is better using this application because by default tasks are added in this folder which is more aligned with the quick capture philosophy. In android application, you cannot specify the folder you want by default so you have to process tasks in the Tasks folder to put them in the inbox folder which defeat the purpose of Inboxe folder.

@LeeHulbertWilliams Жыл бұрын

Is there any way to input tasks using a universal keyboard shortcut? The Things app has this and it saves switching into the app first.

@MeeTime Жыл бұрын

Not that I know of. I have ToDo always open on either a separate physical screen or a virtual desktop so it is only a swipe away max or Ctrl(Cmd)+tab as I'm usually switching to it quite regularly

@piggy8435 6 ай бұрын

Why do you have a separate Tickler list instead of just adding the task as normal to your Next Actions list and then adding a reminder on the task? For example, if you get an email requesting for you to give a talk in 6 months, why not add a Next Action "Prepare slide deck for talk" with a 5 month reminder? Or what do you do instead?

@MeeTime 5 ай бұрын

Good question, Piggy. Because next actions is everything that I could do right now if I wanted. Ticker are things that I cannot do until a future date. Don't want to get these mixed up so it does not take a cognitive drain, however small, when in "doing" mode.

@andywatt9532 3 жыл бұрын

How do you handle tasks that have been created in MS planner - these don’t seem to be able to be moved

@MeeTime 3 жыл бұрын

Hi Andy - correct you cannot move these. TBH I think that tasks are the one thing worth duplicating. So assuming the tasks assigned to you by someone else in Planner are not well written or don't fit into your workflow I would just duplicate them. Although this sounds counter intuitive, it still saves time as you are splitting thinking and doing - you want granular well written actions that future you will thank you for when you come time to do the work.

@brandymoran9646 Жыл бұрын

How do you get the icons added?

@MeeTime Жыл бұрын

On Windows app, there is an emoji button to the left of the list title when you edit it. On Mac or web, just add an emoji in the title

@MeeTime 6 ай бұрын

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@alicia7890 8 ай бұрын

Oh no😅 so I did this, dragging emails to "to do" to be able to file and clear my inbox... but now when i click on "open in outlook", it says the message might have been moved or deleted. Does it not connect with data files in Outlook?😬 i have numerous data files to organize different long term projects. Does everything need to go in the online archive? I'm worried about losing the structure of the files since I often have to go and search certain projects by keyword😱

@MeeTime 8 ай бұрын

Oh no, Alicia. Yep, as both Outlook and To Do are online, any archiving also needs to be online rather than a data file.

@morelwilliams7133 2 жыл бұрын

Has anyone done a comparison between GTD and The One Thing?

@MeeTime 2 жыл бұрын

Hi Morel, I actually use a combination of both (as well as the 12 week year). (Over) Simplifying (as they all overlap): GTD for keeping track of everything 1 Thing for doing what's most important and blocking time 12 week year for managing habits and input metrics to hit the 1 thing

@ChristianGarlic Жыл бұрын

How do you remember, and where are you keeping all of your #hashtags ?

@MeeTime Жыл бұрын

Great question. I have a recurring weekly task of "weekly review" and a sub-task of that is to tag each task in inbox that is worth categorising, and has a reminder of what hastags are currently being used.

@johanwestin4352 3 жыл бұрын

#WO Blog post on P.A.R.A.? I'm not entirely convinced that I need that.

@MeeTime 3 жыл бұрын

Good point 😆 Here it is, I'll add to the description now: fortelabs.co/blog/para/

@adiyodha3725 3 жыл бұрын

microsoft todo's interface is way better on macOS rather than on windows ironically..

@MeeTime 2 жыл бұрын

Random that there are different things you can do on each platform and things like copying a task need to be done on the web app.

@andreyru9221 3 жыл бұрын

To do is pretty useless. It is not boosting productivity. As a list to remember your tasks - fine. It is not helping to plan tasks execution as has no any automation to block time in the calendar. It also has very poor prioritization, just two options important/ordinary. And you need to spend a lot of time to maintain the task list up to date. Limited functionality for planner tasks.

@aj7907 3 жыл бұрын

So which app do you suggest on PC?

@andreyru9221 3 жыл бұрын

@@aj7907 Never tried, but by the description Skedpal seems to be a good solution.

@richardbarrett5256 3 жыл бұрын

You can add due dates and repeat tasks, say monthly, at then you can add the planned tasks to tick off during some focus time

@kevinjohnson3521 3 жыл бұрын

You can use Zapier to help!

@andreyru9221 3 жыл бұрын

@@kevinjohnson3521 not really, my company is using Microsoft products only. There is Power automate, but its too complex for an ordinary MS Office user to set up for a task like that.