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Editing To-Do Lists On the Go: Integrate Toodledo With Captio

Editing To-Do Lists On the Go: Integrate Toodledo With Captio

    One of the biggest problems with to-do lists is a system. How are you updating your lists and how do you keep track of them? For this problem I have found a solution, which I will share below.

    First: we all know the potential of to-do lists. We all (should) use them and we all probably know enough about GTD to use them effectively. If not, I will explain a couple of concepts quickly. After each concept there is a link you can follow to read more about it.

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    • Systems. You need a system to keep track of your to-dos. You simply can’t remember to remember what you should do and when. Therefore, there are multiple systems which can help you keep track! More on productivity systems.
    • Batching. If you want to get really productive, you should tackle your to-dos in batches. For instance, when you are out and about you should not only get your groceries, but go to the post-office as well. The same with email. Don’t respond all day to every email you get, but take care of them twice a day, all in a row. You will get in the flow and you will be able to do your tasks much faster. More on batching.
    • Prioritizing. Which is the most important task on your list? Now you need to make that your priority over the other tasks. The thing with a busy work-day is that you are distracted all day. By getting a phone-call or responding to an email you will feel busy, but you aren’t, because you didn’t have the time to actually get some work done. Read more: Mastering the Art of Prioritization

    Now that we tackled the basics of to-do systems, keep in mind how it works while I explain a system I personally use which works great for me. After that I am going to guide you step-to-step on how to set it up.

    Using Your Smartphone To Manage Your Tasks

    I currently use two simple iPhone apps to submit tasks and to keep track of them. The first is Captio – a note-taking app (and nothing more). You write down whatever you want and it will be sent to an email address. For Android users there is Jotter in the Android Market.

    The second app is Toodledo for iPhone. For Android users: there isn’t a native Android app, but the third party apps will work just as well.

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    The beautiful thing about Toodledo is that it gives you an email address where tasks can be mailed to. These emails get processed by Toodledo and will pop-up in your task list when you open up the app. What we are going to do is set up Captio with this email address, to enable yourself to send to-dos very quickly to your to-do lists.

    Of course, doing this by email is possible as well, but in the settings we put in the Toodledo email, so you don’t need to remember it.

    Now, with a couple of quick shortcuts you will have everything you need for optimum to-do list control!

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    How To Set Up The System

    Actually it is really easy. Log in at toodledo.com and navigate to this page. Copy the email address you find there and fill that in at the Captio settings. Now when you send a note from Captio it will go immediately to your to-do list.

    Now it’s gonna get fun. Why? Because you can set values within this note, which you can all find here. You can set priorities, due-dates, folders and contexts all with special syntax. A couple of examples I personally use:

    • Read Martin Luther King’s speech %read – The “read Martin Luther King speech” is the task. The %reading is the tag I gave it. Tags enable you to differentiate tasks from each other without a lot of hassle. Now when I open up Toodledo I can sort tasks by the tags and I can batch things. I use tags like %email, %checkout and %pay.
    • Pay phone bill %pay #today – Again, the tag. But now I added a due-date as well, which is today. By setting a due-date on that day you will get a reminder and it will be on the hotlist within the app, so you know you have to do something quick.
    • Call Tom for our meeting #tomorrow =4:00pm :1 hour – This is for a meeting tomorrow, at 4 pm. I need to remind Tom 1 hour ahead, because he will be late otherwise!

    If there is need for editing you can always open up the Toodledo app and edit it from within the app, the only thing Captio does is enable you to send out tasks as fast as the wind. It might seem a lot of work to set up at first, but after using it for 3 tasks you will understand the of effectiveness of this system. You only need two actions  (booting up Captio and sending the task) instead of over ten tasks from within any to-do application.

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    Now, by using this system you’ve created a bulletproof way for getting your to-do’s in place. Will this work for you? Have you created a better system yourself already? Share it in the comments!

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    Editing To-Do Lists On the Go: Integrate Toodledo With Captio

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    Last Updated on February 15, 2019

    7 Clever Goal Tracker Apps to Make the Most of Your Business in 2019

    7 Clever Goal Tracker Apps to Make the Most of Your Business in 2019

    There’s nothing more fulfilling than the sense of accomplishment you get by achieving your business goals.

    Gone are the days when you used pen and paper to take notes and manage your work day. As millennials are relying heavily on technology to manage almost everything from finances to their personal fitness, goal tracking apps are also becoming increasingly popular.[1]

    In this piece, we will shed some light on 7 such goal tracking apps that you can use to streamline your operations.

    I have handpicked these apps from a software rating web services site Best Online Reviews. Industry experts review software on these websites and help businesses to find the right solutions to meet their various, unique business requirements.

    1. Aha!

      Aha! is a California-based roadmap software provider and offers excellent goal tracking app that lets you define goals and objectives for projects. The app also lets you list out primary tasks and allows you to focus on them.

      Hosted securely on the cloud, the app offers enhanced communication tools for sharing updates through emails with select colleagues or the entire organization.

      Aha! is available on multiple platforms such as the web, Android, iOS, Windows, etc. and starts from $59 per month per user.

      Available for Web

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      2. Asana

        Asana is one of the more popular project management apps available for businesses. It lets you organize all your team’s work, such as setting up and tracking goals, creating tasks, sharing files and notes, etc.

        Asana also allows your team to organize all their tasks and focus on urgent priorities. Moreover, the app offers a delightful user experience that makes task management simple and easy.

        Asana is available on multiple platforms from PCs and Mac to iOS and Android. Multi-channel adaptability makes Asana the perfect choice to track your goals anytime, from anywhere.

        Available for iOS | Android | Web

        3. Basecamp

          Basecamp is an excellent tool to manage all your team’s projects and keep your activities organized. It opens a new thread for every task and that task is visible by the whole team.

          With Basecamp, you can schedule tasks, add to-dos, discuss tasks by adding comments, add files and attachments, and much more.

          The app is available on both mobile and desktop platforms and costs $99 per month. It is available on the web, Android, and iOS platforms and offers excellent multi-channel access.

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          Available for iOS | Android | Web

          4. Forecast

            An efficient tool for successful task management, Forecast is also a popular goal tracking app. Apart from effective milestone tracking, the app also offers convenient status reporting.

            Forecast uses project history to let you know the status of your current work. Moreover, it uses the power of artificial intelligence (AI) to provide high-quality assistance. It is a robust app for small teams to track goals and time.

            Forecast is available for free and comes with Android and iOS app support. The premium version of the app starts from $19 per month per user.

            Available for Web

            5. Wrike

              Wrike is a cloud-based collaboration and project management app that successfully manages projects from start to finish. It lets you create tasks, track work progress and retrieve reports with ease.

              The app also gives real-time work updates and helps team members to understand their work priorities. A custom report builder helps you to generate in-depth reporting.

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              Wrike’s premium version is available from $9.80 per month per user and is available on multiple platforms.

              Available for iOS | Android | Web

              6. Todo.vu

                Todo.vu is a unique platform that delivers enhanced customer relationship management (CRM), task management, time tracking, and billing functionality in a single app.

                According to Capterra, it’s an ideal app for freelancers and consultants, who are looking for tools to improve efficiency and transparency.

                Although the app is free to use with basic features, the premium plan starts from $5 per month per user. The app also comes with calendar sync and task reminder functionality to keep you on track, always.

                Available for Web

                7. Flock

                  Looking for a tool to simplify task management? Try out Flock.

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                  Flock comes with enhanced goal tracking and additional features like instant messaging.

                  Moreover, Flock offers tons of integrations with tools such as Google, MailChimp, Jira, Dropbox, etc. It is a powerful tool that’s packed with robust features such as reminders, notes, polls and to-dos.

                  Even though you can use the tool for free, the paid version of Flock is available from $4.50 per month per user.

                  Available for iOS | Android | Web

                  Conclusion

                  Businesses need high-quality project management tools to streamline collaboration and operations. Enhanced goal tracking apps make it easy for your team to improve productivity by keeping its tasks organized.

                  But it’s essential that you choose an app that meets your unique business requirements. You can choose from the above-mentioned apps to streamline operations and improve the productivity of your team.

                  Featured photo credit: Alvaro Reyes via unsplash.com

                  Reference

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