I’ve lost track of how many task managers I’ve tested over the past two years. I can’t say “all of them,” because task managers are as common as match-three games in the App Store and online, but I can say “all of the major ones, plus a dozen more.” Some I used longer than others. None ever really worked for me, until I found ToodleDo (web based: free with premium options; iOS/Android/Blackberry: about $3).
Choosing a task manager is like choosing a pair of shoes. You have to try on several to find one that fits. What works for me may not work for another. It depends upon what kind of tasks you’re managing, if you’re collaborating with others, how you prefer to enter tasks, what platforms you use, what kind of tags and sorting you need, and how you like to be notified.
This was what I needed the software do: track writing assignments, including those with multiple parts (subtasks such as interviews and research); manage school projects (no longer needed since I finished grad school); track a section of the magazine I edit; try to slide in non-assigned (“spec”) work so that I don’t keep putting it off; and synchronize all of it among four devices: iPad, iPhone, laptop, desktop. It does all these things very well.
ToodleDo is free to try right here. The mobile apps cost extra, and upgrades are available to add features. I paid $15 to get subtasks for a year, but after working with them I found I could live without them and just piece out the different sections of an assignment task-by-task.
The strength of the app is in its ease of entry, scheduling/priority options, and management features. You can add a task quickly just by typing in “Quick Add Task” field on the web, or the “Add Task” field on the app. It will add the task without any other data, or you can open up a simple submenu to set priority level and due date/time, assign to a folder, choose a repeat option, add subtasks, and set a notification alarm.
Once created, tasks can be searched and sorted in myriad ways, grouped into folders (Home, Work, School, Projects, etc), assigned to a hotlist, re-prioritized, and more. You can organize a list of tasks just about any way you’d like.
I like the ease with which you can attach documents, links, and blocks of text for each task. If you look at the web version, you’ll find some nice extra features on the tabs at the top: Notes, Outlines (simple outlining software), and Lists (field entry for making different kinds of customizable lists).
It’s simple, flexible system: a list with sorting and scheduling features. It works very well with the GTD system and other productivity techniques. It may be less or more than you need. Some people need massive collaborative software and project tracking, others are fine with a simple TaskPaper app. Some want slick mobile graphics, clever layouts, and all kinds of graphical flourishes. I wanted a sorted, data-heavy, scheduling list, and that’s what ToodleDo gives me.