How I Never Forget a Single Task (Todoist + Notion Workflow)
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- čas přidán 24. 07. 2024
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🧠 Science has shown that at most we can hold 2-4 tasks in our minds at any given time. In this video, I share the Todoist, Notion, and Google Calendar workflow I follow everyday that helps me remember everything I need to do and most importantly, get things done!
So how do I never forget a single task? Simple. CPR.
1️⃣ Capture: Write down thoughts and ideas the instant they formulate in your mind (I use Todoist, but any to-do app will do)
2️⃣ Process: Place those thoughts and ideas in their corresponding buckets
3️⃣ Review: Figure out which ones to act on, which ones to archive
Since reading David Allen's book Getting Things Done, I have adopted a version of his Getting Things Done (GTD) system that works wonders for me. While I am nowhere close to perfect, I have noticed the only tasks I do forget now are the ones I do not capture down immediately
So this method definitely works if you are curious on how to be more productive, how to concentrate more (at school or at work). Or you might simply wanted to learn how to use Todoist and Notion, and curious about the Todoist and Notion workflows I use in my GTD system!
TIMESTAMPS
00:00 Intro
00:53 Capture
01:29 Capture example
03:11 Process
05:27 Review
06:40 Summary
RESOURCES I MENTION IN THE VIDEO
Notion Weekly Agenda Video - • Plan a Productive Day ...
Take Notes on Notion Video - • How to Take Notes Prod...
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👨🏻💻 WHO AM I:
I'm Jeff, a full time Product Marketer. In my spare time I like to tinker with tools and create systems that help me get things done faster - or as one of my friends puts it: "Get better at being lazy" 😏
If you'd like to talk, I'd love to hear from you. Messaging me on Instagram (@j.sushie) directly will be the quickest way to get a response!
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Disclaimer: My opinions are my own and may not reflect that of my employer
#GTD #productivity #Todoist
What's the one task or event you ALWAYS tell yourself to remember but ALWAYS end up forgetting?
Mine is definitely NOT buying toilet paper...😏
TIMESTAMPS
00:00 Intro
00:53 Capture
01:29 Capture example
03:11 Process
05:27 Review
06:40 Summary
Remembering to work after watching your videos!
@@livialone3199 😂
Jp Tromp
Drawing some cash 😏... always need some small amount of cash but never have some near.
Have you tried amplenote? I Am using "tick tick" and "notion" and "google calender" It is as if amplenote has all of them combined
Would like your thoughts on it
@@JpAnzillotti will check it out!
for me is learn chinese haha
I never forget my task. I always know i have task to do, but I always procrastinate:)
Hahahaha that's a way to approach it too 😂
Remember: Never is too late to procrastinate.
I recommend you to write to do list on a paper not in smart phone i have stoped procastination
I guess everyone is stuck at here. 😂
@@abhitandale5298 how so?
Pretty much writing down everything helps tremendously! I love how organized and structured everything is as always! Awesome stuff Jeff! :)
Yes for sure! Thanks so much for the comment Soo 😁
Every time I try to cut back on CZcams, here comes Mr. Jeff with the content we need ✊🏾
Well I hope it was worth sticking around for ~7 more minutes 😁
@@JeffSu worth every single minute per usual
@@tylerdetermined 😁
enjoyed Jeff thank you - nice to see modern variations of David's book especially with online tools for online collaboration and automations. David is correct online can be a black hole at times, but then again my awareness of my resourced availabilty on a month basis accross all projects would be impossible without online tools. and working remotely and collaboratively accross multiple countries also, also impossible without online tools. Agree also how you have simplified the process using downstream online tools, very much how I do also. Your vid was the trigger for me to review David's work again 9 months ago so a big thank you for making it so accessible and opening my eyes to this and many other great productivity ideas
I rarely comment, but I have to say, this video IS GOLD! Exact, practical, and on the point. I've been really struggling to find a system like this, and this video was MADE for it!! I cannot express how much I appreciate your clear and rich contents. Amazing job!
Woohoooo! Glad to hear it my friend 😁
I've wated so many videos on how to do exactly this, but this is the only one I've been able to pay attention to, fully comprehend, and apply quickly!!!
I'm glad to hear it Cecie! Hope it works out for you 😁
I have recently learnt to use Notion and your video was extremely helpful. This particular flow allowed me to track my business activies and extra hustles that I'm carrying out. This basic has simplified the entire process and saves me a lot of unnecessary effort.
Glad to hear it Anurag!! I have another workflow video coming up soon, hope that one is also helpful for you 😁
Thank you, Jeff, for sharing your best practice workflow for organizing your to dos and ideas in a structured and supportive way. I like how you combine the tools skillfully and openly share that the free version of ToDoist serves your needs well enough. Thanks for illustrating your inbox-processing also with hand-drawn image - it's good to keep our human touch alive within this multitude of tech-tools.
Thanks Lee! Interested to hear what you think of this "older" video after watching my latest productivity one
Awsome vid. Short and quick to the point and exponentialy effective. I like the way of how you illustrated the way in wich you implamented your simplified steps and principals, gave case senarioes and showed us the results.
Thanks for the feedback Remmy! Yes I wanted to give more practical examples since I come across a lot of videos just talking about the concept haha
Love this video! This combo (Notion + Todoist + your calendar of choice) is such a lifesaver especially when paired with Newport's Deep Work method and/or Allen's GTD system. Great vid as always. 🙂
I love GTD but I haven't read Deep Work yet! Would you recommend it?
@@JeffSu Definitely!
I do prefer the Notion calendar view in databases as it allows me to complete Tasks Instantly with a checkbox and add more properties
Gcal and Google task marked on my gcal are my lifesavers for work!! This keeps my reference point at 1 source/tool/platform and my gcal tab is always open on my work laptop :) this video is a great reminder for what I need to do in the “processing “ parts. Thank you!
Wow nice! Thanks for sharing Yun Ting!
i love todoist and gtd. this was a great summary of GTD for newbies. well done
Thank you Mike!
This was super helpful and less overwhelming than the whole system. I think I prefer your approach. Currently trying to build out something for myself.
Thanks!
Nice Patricia! Let me know how it goes 😁
Hi Jeff! always glad to see your movies! thx for sharing this one! you are so fun to look at! I see u as a mentor from now on! Keep on the good work Jeff!!
Thanks Peter! And glad you find these videos to be movies!! 😂 Hollywood watch out! Can't say I'm qualified to be a mentor but look forward to sharing more of my learnings!
Now I’m drawn to your vids as my Productive Procrastination. Thank you for making our lives easier
Hahaha glad to hear I play a part in your procrastination 😁
Your videos are gold Jeff! Thanks so much for posting!
Woohoo thanks James!! Hope you found value from it 😁
What a brilliant video! As a notion+todoist+gcal user, this video is
really helpful to me. Thank you for your dedication to this video:)
That's great to hear Amy! Glad you found this helpful 😁
Jeff I just wanted to say thank you for the awesome content and the humour you throw in. Nice work! :)
You're welcome Kate! And thank you 😁😁
Jeff this was awesome! Liked your explanation on why you should write things down to free up brain power for other tasks. I very much agree with this!!
Glad you could relate to this Luke! Thank you!!
Great video! Knowledgeable about the app and how to use it in your everyday life. Explained a new concept that I’m sure most people including me had no idea about! Also, a nice short video! Keep it up, good job!
Glad to hear it Khari! Thank you so much for the kind words 😁😁
I'm a bit late to the game here, just discovered your channel. Absolutely amazing content! Love the graphics and bite sized actionable advice. So much easier to connect to it and put to use right away. In this video you indicate the tool doesn't matter, it is the process. Which I get and I like since there is flexibility. I've tried so many and wish I could just combine pieces of a few together. I just want The One tool to rule them all! Someone invent it pls.
Thank you so much Cbalian, and yes 100% it's about the process rather than the actual apps!! Haha whoever invents that app will be very very famous :)
I live and breath Todoist and I’ve been waiting for this video! I must be honest, while I agree your system works, I feel like having both Todoist and Notion is timeous. Personally I have it ALL in Todoist. You can setup workflows, projects, lists, labels and more. They’ve also recently added a “description” to each task in their Beta program so I can literally do everything you’ve done with Notion in Todoist as well. Love your work man keep it up!
Oh wow that sounds pretty great! Does it work only for the paid version? And do you use the desktop Todoist app as well so you can type faster...?
@@JeffSu It works on the free version as well, paid version just gives you MORE projects you can setup and has the reminders functionality, which I find is helpful for personal tasks. I use the desktop app 95% of the time. Mobile I use on the move as you mentioned in the vid, but at work my Todoist is literally on it's own screen on my desk. I'd love to show you my Todoist setup so you can see what I mean.
@@calvinthesilva I'd love to see it!
Are you able to share your tasks over email or anyone else over ToDoist?
Finally, some straight to the point content. Love your work!
Thank you Barath!! It's because I value my viewers' time!!
@@JeffSu well said!
Damn! Thanks a lot. I always thought to-do list or task/time management soft is for super-duper busy folks (not for me, of course), and thanks to your video i now really understand why I need it it in my life - to make it easier!
Wow, your tips and advice on productivity are amazing!!
Thanks James! Appreciate it 😁
Bravo Jeff, you are a good motivation + helping me to make a more strong system. you're awesome man.
Glad to hear it Mohammed!! Glad you found value from this video 😁
Btw, not only this video, all of yours. Keep it up man 👊🏽
Thanks a lot mate, I really like the idea of capturing ideas on the go using whatever todo app, and then offloading that to Notion once you have time, all the best mate, and stay strong!
Thank you! Some people like to add all the tasks to Notion directly but this is definitely the workflow that works best for me 😁
You are very talented at teaching! You give great explanations while also conveying enthusiasm and interest about your topics! Thank you! 😀
Thank you so much! 😁
Changed my life!!!! You’re the man Jeff Su!!!!
Wooohoooo thank you!!
JEFF!!! OH JEFF!!! Your DA MAN!!! BIG UPS! (In my Jamaican accent)! Thank you. Your page and your wit bring me great joy! Keep it up bud!
Thank you Robert! I can "hear" the Jamaican accent from here :D
Your deadlift form and technique is superb!
Hahahaha thank you Rayan, and let's not forget...it was 500kg :)
Hey Jeff, love your content. You make my life easier.
Glad to hear it Saurabh! Happy to have you here!
Jeff, you never disappoint! Great work! Keep going!! Sending you lots of love from India!!
Thank you so much Sanjay, hope you're staying safe in India!
Very easy and practical method for every beginner or an expert to use. Very effective strategy for productivity. Thank you Jeff :) Love from India.
Very glad to hear that my friend! Hope you're staying safe and well in India 😁
Learning with humor is the best thing! 👏
Hahahaha yes I agree! Thanks also for indirectly calling me humorous 😉
Jeff, your channel is incredible! Keep it up!
Thanks so much Aleksandr!!
Jeff, I just found your channel and I have to say that your videos and the content are damn amazing! Thanks Jeff
Glad to hear it Molham, thank you!!
Love the video. Your production quality is outstanding. I too am a Notion , and Todoist so this was very good to see. I wish Todoist had interoperability with Notion via an API.
Thank you biffy!
You can definitely use Zapier in between :) This is what I do
I love this method! Thank you Jeff for sharing!
No problem 😁
Your so underrated bro! You deserve more subscribers. THANK YOU!
Hahaha I'm already happy that you're here my friend! But thank you!
Great video, Jeff! I also use the same Todoist + Notion workflow but not as streamlined as yours. 😅 Todoist's natural language processing and Google Calendar integration are a big plus, and then transferring important ideas and tasks to Notion help me to organize them in their respective projects. 😄
Oh...I had no idea Todoist is integrated with Google Calendar! How doe that work??
Hi, @@JeffSu! 😄 Go to Integrations and sync your Google Calendar in there. I divide my tasks to projects so that I can filter them by calendar events. Here's the full instructions from Todoist: todoist.com/help/articles/use-google-calendar-with-todoist. 😊
You really explained the review process incredibly well! I always thought I had to sit down and spend time on doing so but seeing how you broke it down made me realise I already do these things
Awesome video Jeff!!
Thank you Sana! Did you find the top down shots of the notebook drawings helpful? This was the first time I used that method to explain a concept!
@@JeffSu absolutely, I’m a visual learner :)
Wow man. I love your way of making engaging videos. Keep up!
Thank you so much Abdul! It means a lot to me 😁
Clear and very profesional video! Many thanks for your great work and the amount of time you put into it for producing this quality of content :)
You're very welcome! I do it for viewers such as yourself!
Jeff, great video as always
In my case I use google task since the reminders appear in the sidebar of my Gmail and Calendar window and the tasks with date appear directly in the calendar.
Previously I used ticktick which is very complete and has a lot of functionality but I decided to simplify the process a bit.
For strictly labor issues I have an analogue todo list in a notebook as it is more comfortable for me.
Thanks for the good content, greetings from Argentina
Oh wow that sounds like a great workflow! Thanks for sharing Juan!!
Super late reply, but for anyone reading in the future, todoist does sync to google calendar natively
Love your videos! It really helps me with my productivity.
Thanks so much Gail! With so many productivity videos out there I'm glad you're finding mine especially helpful 😁
Needed this! Very helpful! Thank you!
Glad you found it useful!!
Great Ideas and an incredible system for productivity!! Greetings from Mexico and thank you so much! 💛
Hope you're staying safe and well in Mexico my friend, Happy New Year! 😁
Great video! Keeping track of things is my Kryptonite so this'll help me a lot!
Glad you think so Wayne! Thank you!
Just downloaded to do ist this is so helpful and simple thank you! As of right now all of my stuff gets captured into notes app and then they stay there forever 😬 excited to start to do ist and to start the processing part!
You're very welcome! Let me know how it goes 😁😁
Interesting video! I also use a Todoist + Notion combo. But I find that one I put things in Notion I quite easily forget about them. Having a simple todo list of tasks in Todoist is still the most helpful for me. I just end up using Notion for when I have to plan a project out in more detail and track the progress, but I've never found it work for me in terms of task management.
That's great to hear Jonathan! It's basically what I do as well 😂. I capture everything in Todoist and when I sit down to work I transfer all the projects onto Notion
Excellent video. Thank you for sharing this.
You're very welcome Craig! Hope it gave you some inspiration on how you would adapt this workflow for your own life!
Thanks mate it was really useful , i would recommend watching this video multiple times to extract the true essense ,meaning and purpose of each process before implementing them.
I'd recommend that too 😉
amazing hook and mentioning why you are notion
completely sold the idea
Thank you Ahmed! :)
Hey Jeff, This is a really interesting way to make quick notes, I always found it difficult to document those thoughts on the go.Will try this out!
Let me know how it goes Shreyas!
this is super helpful...the C in GTD system means capture any thoughts requiring next-step action, NOT only literal TASKs, and it finally makes sense why there is always an INBOX in GTD Apps, because it is an essentially an temporary cabinet for thingy waiting to be processed.
Exactly! Great observation Biao!!
@@JeffSu @Jeff Su thank you Jeff, for putting all these great videos-being binging watching 🤦. Can't resist the temptation to click one, because one leading to another, a strain of good content. just grateful, thank you!
@@biaowang2651 Well don't forget to take a break now and then Biao! And thank you so much for becoming a member 😁
Very insightful! I have a similar workflow with Todoist-Notion - and I also asked the team to use it, so it's technically 6 of us 😜
You're the best Jeff, Much love from Tunisia
THanks Amani! Wow I don't think I know anyone else from Tunisia! I hope you're staying safe!
Hey Jeff. I love you. You’re awesome. Thanks man :)) my adhd feels consoled ☺️
Hahaha that's great to hear Charlotte!
wow this is the exact video that I need I had problem forgetting many good ideas thanks man thank you very much
Hope it helps my friend 😁
Great video. I’ll definitely look into both apps
Let me know how it goes Franck!
Love your videos. Thanks for sharing Jeff
Glad you like them Darwin!! You're very welcome 😁
Woahh! This is so perfect!! 🙌
Would love a video about your IPHONE app/system that you have in place.
Great idea Afreen! Will definitely consider doing one of those!
Hi Jeff, Your ideas of videos matches perfect with what I have been looking for.. haha..
And if sometimes it doesn't resonate..I still couldn't stop myself tapping on it because of the thumbnail.. 😍😍 you nailed it again.. haha
Hahaha glad I'm able to "trick" you sometimes with the thumbnail alone 😉
@@JeffSu hahaha.. 😁.. but your videos are super cool bro.. i haven't seen such a great mixture of education and humor on any other channel. there might be few but definitely they dont match what you do.. 💪💪 keep rocking bro.. more power to you 🤘
Been waiting for this one 🤩
You and me both 😛
beautiful video, need more of these on my homepage
I think so too 😉
Amazing video! This led me to go read the GTD book.
Can you please do a video on how you organize your digital files (finder, google drive etc). If you have a system on what folders you have and how you name individual files, I'd love to know!!!
That's a much requested topic! Will definitely get to this one down the line Reina 😁
i love this video, thank you man!
I love that you love this video! You're welcome 😁
fantastic concept , really worth the watch
Glad to to hear it!!
This was soooo well explained!
Thank you so much 😁
This is great. Thanks Jeff. Subscribed.
Glad you found it useful Poornima! Thank you!!
I work as a real estate manager and would be lost without a taskmanager. I build my personal gtd system around todoist. I just love it. Thx for your inputs.
That's awesome Marc! So you only use Todoist and not Notion right?
@@JeffSu Hi Jeff, no it's all implemented in Todoist. The different real estates are projects with subtasks. The reference material goes right into the specific corporate real estate folders. Theres still room for improvements. It's just awesome to know what you have not to do, instead to worry about to forget something. Stay focused!
Very detailed video. Thanks alot !
Glad to hear it! Thank you 😁😁
Really needed this workflow. Always forget what I needed to do after watching movies
Hahaha same here. I get lost in the videos!
Nicely explained, Jeff! Get it out of mind, but not out of reach. 😉
Wow that's an amazing quote -> "Get it out of mind, but not out of reach" this is amazing!! Thank you Kyle!!
This is exactly what I was looking for!
Glad to hear it!!
Excellent synopsis - gonna try this out!
Let me know how it goes Shelly!
Todoist, in one day, has made my life easier! I can make vocal notes while driving, I woke up to an agenda and reminders (I’m 10-second Tom since a car wreck 4 years ago lol), and can see project slippage much more easily! I use OneNote and Notably (just for some templates) on PC, iPad, and iPhone, so I need to keep things organized!
Love your content!!! Subscribed 😊
Wohooooo thanks Hernán! 😁
Loving this ideas, that do make thing simply.
Simple solutions are usually the best solutions 😁
"as a human being..."
that's what a lizard would say 👀
Mark Zuckerberg taught me to say that....
Haha, also "just kidding, I never snore" - as if everyone watching was concerned
The thumbnail is amazing! great job on it! really adds that 'clickability' factor
Thank you! I think so too 😁
Todoist is so cool. Cool tip : if you are used to google agenda, just link it in todoist built in 'integration'. Then when you have a task with a time scheduled, you can precise its duration using [90m] . it will set the task for 90min in your google agenda. So cool.
example: tomorrow meet with John 15:30 [45m]
I also synchronise specific todoist project to seprate GAgenda integration, so i can filter them in Agenda (personal, work, meeting etc...)
Oh that's a great point! Thanks Max!
fantastic video, super engaging. the n you for this!!!
You're very welcome Jared 😁
Very helpful information, Thanksss !!
You're very welcome 😁
Capture
Process
REVIEW
Thank you so much i like the 2 minute rule
Glad to hear it Levi!
Very underrated video! Keep up the good content
Thank you Kyle! And will do!
I'm gonna have to start using Todoist/Notion together, especially now that the long-awaited API is out in the wild.
While Todoist is great for capturing tasks, I prefer to use Drafts for thoughts!
Thanks for the comment Toran! I actually don't know much about Notion APIs (I just watched Thomas Frank's video on that subject myself) so I'd love to hear any pointers/tips you might have if you end up messing around with the API!!
@@JeffSu I probably know even less about Notion's API than you do, lol.
I've been feeling lost recently. Thanks Jeff (and CZcams algorithm) for reminding me to reestablish my GTD system.
Glad to have you here Felix!
Another great tips. I've been using Notion for about a year and it looks messy 😂😂. Need more tips from you. Warm regards from Indonesia 🇮🇩
To be honest, I can't say my Notion setup is THAT tidy either, but for the pages I use daily (like my weekly agenda), I keep that as clean as possible 😁
Awesome stuff, Jeff! Thank you for the clarity and the energy brought forward! Keep it up :)
You're very welcome Thuy, thanks so much!
@@JeffSu Cool! Just a quick question, in the case of using Keep as an off-email capturing tool, do you eventually input tasks or subtasks into Notion in a work-specific scenario, or you just basically deal with it on Keep anyway...
Well, I have gcal+notion+ticktick. But dont know how to use them together. I've been trying to use notion "only" but the downside is... quick capture. To open the notion page need to click here and there spending few seconds.
Just found this video and the workflow does make sense. Surely will try it
Let me know how it goes Agus 😁
Wow this video is really REALLY GOOD!!!!!
Haha thank you David!! Hope you enjoy the others too!
This is exactly what I need for running my ecommerce business. Thanks for sharing, love your editing style on top of the content which was great to watch and brought a lot of value. I am horrible at organization and even setting up my notion is something that seems impossible. Do you have your notion template available to edit?
Yes I do! I share the template in my other Notion videos! 😁
@@JeffSu Thank you found them! Trying to get the hang of using the platform, your videos/templates have been extremely helpful.
love this one
That's what I love to hear!
You are so fun to watch. I am your new fan,
Thank you! I'm glad you're here as well 😁
I use Restyaboard, one of my favorite software for workflow visibility and to automate tasks.
Haven't tried that before, should check it out :)
Greetings from Germany
*Love* your Content ♥ Keep Working
Hope you're staying safe in Germany my friend! Will do!!
super useful, thanks❣
You're very welcome 😁
I'm premium todoist user, your youtube channel has a great vision about productivity so i recently just subscribe your channel.
That's awesome, thanks Donny! How do you like the premium subscription of Todoist?
@@JeffSu Todoist win for simplicity I think they should develop more since there are lot great competitor like notion.