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Recently I was asked how I manage so many projects (started two successful companies, graduated college full-time with a 3.49 GPA, and still have a girlfriend). What I’ve designed is taken from a few different people and put together. I’ll link to each resource that I used while piecing this wonderful system together.
A high-level overview of my system is that I reverse-engineer what I want to accomplish each year into daily tasks that are easy to execute.
Let’s Dive Into the Details
Airtable Asana Atlaz Basecamp Clarizen Flow Hive Hygger JIRA Monday.com Notion Pivotal Tracker Plutio Podio Producteev Redbooth Scoro Sprintly Smartsheet TaskWorld Teamwork Todoist Trello Workzone Wunderlist Wrike. Todoist to Airtable Integration. September 29, 2020. Brainstorm on a Sunday Morning. Brainstorm on a Sunday Morning. September 27, 2020. LinkedIn Stories to Kick Off Feedback. LinkedIn Stories to Kick Off Feedback. September 26, 2020. Messing around with LinkedIn Stories. In a matter of minutes and without a single line of code, Zapier allows you to automatically send info between Todoist and Airtable. Get started with workflows like: Create Todoist tasks for new Airtable records. Or check out the rest of our guided workflows. Save time with Zapier; it's free to try.
The below structure was adopted (read: totally stolen) from the incredible Nat Eliason’s blog post on setting goals using Airtable.
Like I mentioned above, I like to reverse-engineer what I want to accomplish for every aspect of my life that I personally find important. By doing so, I’m able to easily see my life as one large picture and how one thing may relate to another.
First, I start with my Annual Goals, broken down by category (Business, Personal, Health, Class, etc). For each category, I like to have 2-3 massive outcomes planned. Keep in mind that these are not tasks but massive goals that I’ll need to turn into projects or tasks throughout the year.
To make this concrete, let’s use an annual goal of Aura (my SaaS company) hitting $1.5m in ARR.
Second, I sit down each quarter and review my Annual goals to determine what would need to be accomplished to achieve them. These new ideas become my Quarterly Goals.
What should I accomplish this quarter to be on track to hit my annual goal of doing $1.5m in ARR? Based on current bottlenecks I would say hiring a second full-time engineer would have the highest positive impact.
Third, I’ll sit down each month and do the same for my Monthly Goals as I did with my Quarterly Goals above.
Now that I have a good idea of what I need to accomplish for the quarter, I can break that down into just what I can do this month; conduct 20+ cultural interviews and at least 10 technical interviews.
Lastly, I set down each Sunday afternoon to break down my Monthly Goals into Daily Tasks that can be accomplished this week. I try to have 2-3 critical tasks for each day across all of my goals.
To easily hit my monthly goal, I’ll most likely need to do the following:
Monday – Create job requirements
Tuesday – Post job listing on 5 remote working job boards
Thursday – Filter through initial candidates and schedule 30-minute cultural interviews for the following week
Friday – Ask my network for any potential candidates that would be a great fit and looking for a new role.
What we’ve essentially done is take a very large goal of doing $1.5m in annual revenue and broken it down into actionable tasks that can be done starting Monday.
In other words:Annual Goals -> Quarterly Goals -> Monthly Goals -> Daily Tasks to complete.
The point here is that each of the tasks assigned to this week relates to my Monthly Goals and so on.
It may seem like a lot at once but I’m only looking at my Weekly breakdown throughout each week. When put into practice It’s oddly calming to know that if you just accomplish this week’s tasks everything else will settle into place with ease.
Creating a Routine
It’s essential to create a routine of reverse-engineering your goals. Otherwise, how do you know that you’re on track? Just as important, basing your weekly tasks off your Monthly/Quarterly/Annual goals keeps you on track. It’s easy to get “shiny object syndrome” being an entrepreneur. We all know how important focus is in the long-term. Why not make that easier on ourselves?
For my routine, I’ve developed what I call Maintenance Day, which is a set group of tasks that when completed each Sunday ensure the following week is a massive success. Essentially, I’m “maintaining” my life to stay on track.
Finding the Nerdy Glue
Let’s get this out of the way… It’s actually super hard for me to not automate something these days. Being very busy means that I never want to waste a second of my time if I don’t have to.
Part of my nerdy obsession is connecting my Airtable base with Todoist. Why? Because I work from Todoist in my day-to-day life. That’s right, even the Daily tasks in my Airtable are pushed over to Todoist. The reason for this is that I obviously have more tasks than just the 2-3 critical few that need to be accomplished. Why jump between tools when I’m getting deep work accomplished?
To streamline my daily execution, I have a Zapier “Zap” created that triggers every time I “complete’ a task in Todoist. It then searches my Airtable and checks off any found tasks. In doing so, the Airtable becomes “self-updating/correcting”.
You can copy my Zapier Zap here.
To clarify, I use Airtable mainly for planning and Todoist for the actual execution of things. Because Todoist is incredibly fast at adding new tasks throughout the day, I work from there 90% of the time.
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A final change I could make is to have Zapier create new Todoist tasks when a new Weekly Task is added to the Airtable to further streamline my process. Either way, What Nat has put together is fantastic alone. This is simply my nerdy adjustment and how I take such a framework and execute on it daily using Todoist.
Score
License pricing
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85/100
3/10
$3 per month
15
99/100
2/10
$9.99 per user/month
16
98/100
4.2/10
$99 per month
15
98/100
2/10
$12 per user/month
12
95/100
2/10
$10 per user/month
15
Todoist top competitors and alternatives in 2021
Shlomi Lavi / updated: Nov 02, 2020
We publish unbiased reviews, our opinions are our own and are not influenced by payments from advertisers. Learn more in our advertiser disclosure.
ITQlick Score: | 85/100 |
---|---|
ITQlick Rating: | (4.6/5) |
Pricing: | 3/10 - low cost |
Category: | Project Management ->Todoist ->Todoist alternatives |
Ranking: | Ranked 75 out of 782 Project Management systems |
Company: | Doist |
Pricing: | starts at $3 per month |
Typical customers: | Small, medium and large size businesses |
Platforms: | Desktop, Mobile, Cloud |
Links: | Todoist review, Todoist pricing |
Todoist is a fantastic tool with many features, but it’s important to make sure you’re choosing the right Project Management software for your company and its unique needs. Todoist has some strong competitors and alternatives, and there’s a chance that one of them might be a better fit for your company.
Who are Todoist main alternatives?
Here are the top 4 alternatives to Todoist that are worth checking out: Trello for SMBs, Basecamp for large size business, Hive for growing companies, and Airtable for startups and SMBs.
1. Trello - Best for SMBs
Trello is an alternative Project Management software, Trello installed on-premises or used cloud based, Todoist can be used on-premises and on the cloud.Trello, with a pricing score of 2 is considered less expensive to implement than Todoist with a score of 3.
Trello is rated 4.2 stars by ITQlick experts, both software products offer a good range of features (Trello offers 16 main features).
Compare head to head: Trello Vs Todoist
2. Basecamp - Best for Large Business
Basecamp is an alternative Project Management software, Basecamp installed on-premises or used cloud based, Todoist can be used on-premises and on the cloud.Basecamp, with a pricing score of 4.2 is considered more expensive to implement than Todoist with a score of 3.
Todoist Air Tables
Basecamp is rated 4.3 stars by ITQlick experts, both software products offer a good range of features (Basecamp offers 15 main features).
Compare head to head: Basecamp Vs Todoist
3. Hive - Best for Growing Companies
Hive is an alternative Project Management software, Hive installed on-premises or used cloud based, Todoist can be used on-premises and on the cloud.Hive, with a pricing score of 2 is considered less expensive to implement than Todoist with a score of 3.
Hive is rated 4.5 stars by ITQlick experts, both software products offer a good range of features (Hive offers 12 main features).
Compare head to head: Hive Vs Todoist
4. Airtable - Best for NO Budget or Start up Companies
Airtable is an alternative Project Management software, Airtable installed on-premises or used cloud based, Todoist can be used on-premises and on the cloud.Airtable, with a pricing score of 2 is considered less expensive to implement than Todoist with a score of 3.
Airtable is rated 4.7 stars by ITQlick experts, both software products offer a good range of features (Airtable offers 15 main features).
Compare head to head: Airtable Vs Todoist
5. Asana
Asana is an alternative Project Management software, Asana installed on-premises or used cloud based, Todoist can be used on-premises and on the cloud.Asana, with a pricing score of 6 is considered more expensive to implement than Todoist with a score of 3.
Todoist Air Tablet
Asana is rated 4.4 stars by ITQlick experts, both software products offer a good range of features (Asana offers 20 main features).
Compare head to head: Asana Vs Todoist
6. Smartsheet
Smartsheet is an alternative Project Management software, Smartsheet installed on-premises or used cloud based, Todoist can be used on-premises and on the cloud.Smartsheet, with a pricing score of 2 is considered less expensive to implement than Todoist with a score of 3.
Smartsheet is rated 4.4 stars by ITQlick experts, both software products offer a good range of features (Smartsheet offers 21 main features).
Compare head to head: Smartsheet Vs Todoist
7. WorkZone Project Management
WorkZone Project Management is an alternative Project Management software, WorkZone Project Management installed on-premises or used cloud based, Todoist can be used on-premises and on the cloud.WorkZone Project Management, with a pricing score of 4.2 is considered more expensive to implement than Todoist with a score of 3.
WorkZone Project Management is rated 4.6 stars by ITQlick experts, both software products offer a good range of features (WorkZone offers 15 main features).
Compare head to head: WorkZone Project Management Vs Todoist
8. ClickUp
ClickUp is an alternative Project Management software, ClickUp installed on-premises or used cloud based, Todoist can be used on-premises and on the cloud.ClickUp, with a pricing score of 2.2 is considered less expensive to implement than Todoist with a score of 3.
ClickUp is rated 4.7 stars by ITQlick experts, both software products offer a good range of features (ClickUp offers 16 main features).
Compare head to head: ClickUp Vs Todoist
9. Workfront
Workfront is an alternative Project Management software, Workfront installed on-premises or used cloud based, Todoist can be used on-premises and on the cloud.Workfront, with a pricing score of 10 is considered more expensive to implement than Todoist with a score of 3.
Workfront is rated 4.3 stars by ITQlick experts, both software products offer a good range of features (Workfront offers 25 main features).
Compare head to head: Workfront Vs Todoist
10. Pivotal Tracker
Pivotal Tracker is an alternative Project Management software, Pivotal Tracker installed on-premises or used cloud based, Todoist can be used on-premises and on the cloud.Pivotal Tracker, with a pricing score of 2.8 is considered less expensive to implement than Todoist with a score of 3.
Pivotal Tracker is rated 4.4 stars by ITQlick experts, both software products offer a good range of features (Pivotal offers 18 main features).
Compare head to head: Pivotal Tracker Vs Todoist
11. KanbanFlow
KanbanFlow is an alternative Project Management software, KanbanFlow used on the cloud, Todoist can be used on-premises and on the cloud.KanbanFlow, with a pricing score of 4.2 is considered more expensive to implement than Todoist with a score of 3.
KanbanFlow is rated 4.5 stars by ITQlick experts, both software products offer a good range of features (KanbanFlow offers 15 main features).
Compare head to head: KanbanFlow Vs Todoist
12. TeamGantt
TeamGantt is an alternative Project Management software, TeamGantt installed on-premises or used cloud based, Todoist can be used on-premises and on the cloud.TeamGantt, with a pricing score of 3.4 is considered more expensive to implement than Todoist with a score of 3.
TeamGantt is rated 4.6 stars by ITQlick experts, both software products offer a good range of features (TeamGantt offers 15 main features).
Compare head to head: TeamGantt Vs Todoist
13. Quire
Quire is an alternative Project Management software, Quire installed on-premises, Todoist can be used on-premises and on the cloud.Quire, with a pricing score of 5.4 is considered more expensive to implement than Todoist with a score of 3.
Quire is rated 4.2 stars by ITQlick experts, both software products offer a good range of features (Quire offers 7 main features).
Compare head to head: Quire Vs Todoist
Todoist Air Table Tennis
Author
Shlomi Lavi
Shlomi holds a Bachelor of Science (B.Sc.) in Information System Engineering from Ben Gurion University in Israel. Shlomi brings 15 years of global IT and IS management experience as a consultant, and implementation expert for small, medium and large size (global) companies.