Use of single list with filtered views of that list or multiple lists in Todoist

StephenAdams

Registered
Hi everyone,

I currently use Todoist as my tool for GTD and in my setup, I have multiple lists, some for projects and some for areas of focus. I then use labels and filters to create a view of the Next Actions by context. I was wondering if I do need all these projects in Todoist, I could have everything in the default list and use labels to give a filtered view of that inbox list. Then for my projects (multi-step tasks), I could use sub-tasks in Todoist to create a task that represents the project, with all the steps as sub-tasks.

Is this how some people set up their GTD system, using one main list, but have filtered views of that list? Interested to know.

Thanks

Stephen
 
People typically set up Todoist two ways, per the GTD Setup Guide:

1. Use Projects for all lists (projects, anywhere, agendas, etc.)
or
2. Use Projects for projects (Go to Tahiti, Buy a car, etc.) and create contexts as Labels (anywhere, agendas, etc.)

I coach people on both. Totally personal preference.
 
Most of my recent experience is with Things, but I have used Todoist and OmniFocus as well. I have experimented with different approaches to GTD lists for all three. My personal experience is that tags and filters are always less satisfactory than built-in list functionality. For example, Things has a Today view which by default displays a single list of items due today as well as items starred by the user. That list can be filtered using tags. It “only” takes 4 steps to filter on an iPhone or iPad, and I absolutely hate it. I also hate that I either see everything all together or only a smallish subset. Seeing all contexts, organized by context is my preferred working view for most of the day. I have set up Things so that is my default view. I can do that in Todoist with a filter, but for various reasons related to ergonomics, that’s not my tool of choice. I can also do that in OF, but I prefer Things to OF3. I’m signed up for the OF4 beta, so I will take a look at the new version. Another potential problem with one long list with subtasks is the navigation problem: getting a subtask to the right task can be clumsy. As my GTD practice has evolved, I have become more sensitive to issues of simplicity and speed, but my preferences are still just that. You might try your ideas on a subset of your data to see what works best for you.
 
Most of my recent experience is with Things, but I have used Todoist and OmniFocus as well. I have experimented with different approaches to GTD lists for all three. My personal experience is that tags and filters are always less satisfactory than built-in list functionality. For example, Things has a Today view which by default displays a single list of items due today as well as items starred by the user. That list can be filtered using tags. It “only” takes 4 steps to filter on an iPhone or iPad, and I absolutely hate it. I also hate that I either see everything all together or only a smallish subset. Seeing all contexts, organized by context is my preferred working view for most of the day. I have set up Things so that is my default view. I can do that in Todoist with a filter, but for various reasons related to ergonomics, that’s not my tool of choice. I can also do that in OF, but I prefer Things to OF3. I’m signed up for the OF4 beta, so I will take a look at the new version. Another potential problem with one long list with subtasks is the navigation problem: getting a subtask to the right task can be clumsy. As my GTD practice has evolved, I have become more sensitive to issues of simplicity and speed, but my preferences are still just that. You might try your ideas on a subset of your data to see what works best for you.
Thanks, that's a great idea to try this approach on a sub-set I'll give it a go.
 
For example, Things has a Today view which by default displays a single list of items due today as well as items starred by the user.
@mcogilvie There's one thing I don't understand in Things. When you mark an action as "done" it retains the "starred/today" status. Shouldn't it automatically lose this status and disappear from the "Today" list?

Another thing that I am thinking about is getting rid off Next Action context lists. #heresy @kelstarrising

I am a Project oriented guy so I begun to think about implementing Project context lists instead of Next Action context lists. I mean you've got a list of Projects with Next Actions (and optionally next Next Actions) and you attach a context labels to Projects, not Next Actions within Projects.
 
@mcogilvie There's one thing I don't understand in Things. When you mark an action as "done" it retains the "starred/today" status. Shouldn't it automatically lose this status and disappear from the "Today" list?
You may have changed the Logbook behavior in Things settings. The choices are Immediately, Daily or Manually. I always have kept that setting on Immediately.
Another thing that I am thinking about is getting rid off Next Action context lists. #heresy @kelstarrising
I'm shocked, shocked, to find that gambling is going on in here." Captain Louis Renault
I am a Project oriented guy so I begun to think about implementing Project context lists instead of Next Action context lists. I mean you've got a list of Projects with Next Actions (and optionally next Next Actions) and you attach a context labels to Projects, not Next Actions within Projects.
Because I have actually come to despise the extra effort of tagging, I’ve tried some things like that, but haven’t been able to make it work well. Right now I have Areas in Things as Contexts and small sequential lists of actions as ”projects” in a context. It’s workable, but lacks the sharp delineation of a vanilla setup. Can you explain more about what you are thinking?
 
Right now I have Areas in Things as Contexts and small sequential lists of actions as ”projects” in a context.
@mcogilvie It's a very interesting idea. I've never thought about changing the meaning of Areas!
Can you explain more about what you are thinking?
Let's say I've got:
Project: "Explanation for @mcogilvie posted"
- Next Action: "Log into GTD Connect Forum."
Project: "Things for Mac bought"
- Next Action: "Open App Store on Mac."

In GTD I am supposed to add context labels to Next Actions:
Project: "Explanation for @mcogilvie posted"
- Next Action: "Log into GTD Connect Forum." @computer
Project: "Things for Mac bought"
- Next Action: "Open App Store on Mac." @computer

So after searching for @computer I would obtain @computer Next Action list:
- "Log into GTD Connect Forum."
- "Open App Store on Mac."

What I am thinking about is adding context labels to Projects instead of Next Actions:
Project: "Explanation for @mcogilvie posted" @computer
- Next Action: "Log into GTD Connect Forum."
Project: "Things for Mac bought" @computer
- Next Action: "Open App Store on Mac."

After searching for @computer I would obtain @computer Project list:
"Explanation for @mcogilvie posted"
"Things for Mac bought"

Seeing the outcome (not the Next Action) motivates me more to get to work.

There's one drawback of this approach: If I have a Project with two (or more) Next Actions which should be assigned to different contexts I have to add more than one context label to this Project.
 
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