Let’s solve your to-dos
Download Todoist: To-Do List & Tasks for macOS 10.11 or later and enjoy it on your Mac. Ranked as “the best to-do list right now” by The Verge, Todoist is used by 20 million people to organize, plan and collaborate on projects, both big and small. Todoist has native apps for multiple platforms, and its structure is consistent and based on a layout that applies to iOS, Android, and the web. I’ll mostly use the iOS app for examples in this article. The core of the Todoist experience is the sidebar, where you can find: Inbox (tasks with no due date or project). Thankfully, there is software out there like Todoist, which spins out the to-do features often built into calendar and note apps, and gives them the dedicated app treatment.
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With life’s busy schedules and numerous distractions, staying on top of tasks can pose a challenge — that’s why every single productivity guide recommends you to keep track of everything in your mind with a to do list to achieve your goals.
While, historically, to do lists were handled by pen and paper, with the rise of mobile technology and modern software, it’s far more efficient to use a specialized to do list app to stay on top of your tasks.
That said, the beauty of pen and paper lies in the ability to format, write, and manage however you see fit, whereas apps force you into their predefined frameworks. And exactly because to do lists can be so personal, it’s worth exploring the differences between them before picking one for good.
![Todoist mac app Todoist mac app](/uploads/1/3/4/2/134202274/720125035.png)
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Why Should I Use A To Do List?
From tasks at work to chores at home, to catching up with friends and family, and everything in between, it’s easy to get overwhelmed with things to do. The trouble is finding the time to do them, prioritizing them accordingly, then actually remembering to carry them out. That’s where even simple to do lists can be a powerful productivity tool, freeing up your time and mental space to focus on what you do best.
However, there are now so many different to do list on Mac options in the marketplace that getting around to selecting one is a chore in itself. That’s why this guide just saves you some time by picking some of the best ones for you to consider.
What are some tips for using to do lists?
There’s an art to using to do lists effectively, no matter the technology. You don’t need to be a project manager or have high attention to details to make a Mac task manager work for you. Simply follow a few of the most important tips:
- Understand what should be on the to do list versus what should be a daily habit or calendar item. Brushing your teeth probably shouldn’t be on the to do list, as it would ideally be baked into your daily routine. Whereas your friend’s birthday should probably be put in your calendar. However, you might write “purchase gift for friend’s birthday” as a to do item.
- Try to keep a manageable level of to do items at any time. Having a list of 300 probably won’t do much for your productivity, as it becomes difficult to quickly ascertain the correct priority and order. Make sure your to do list stays below 15 items to not get overwhelmed.
- Focus on completing one item at a time. Multi-tasking is never as productive of a method of executing a task as you might think. So when it’s time to action your to do list, focus your energy on the task at hand.
With these tips in hand, you’re ready to get out and find the technology that works best for you.
What should a good to do list app for Mac do?
When it comes to selecting a to do list on Mac, there are a few aspects to consider. Some of the apps aim for total simplicity, whereas others come packed with useful features for more advanced users. Here are a few things to look for in your next to do list app:
- Simplicity is most important. Adding new tasks and organizing them should be done in just a few clicks or taps.
- The ability to categorize your to do list in such a way that it’s easy to find similar tasks. This might be done by grouping, tags, due dates, and more.
- A notification system for reminding you of upcoming or late tasks. These hold you accountable and are something pen and paper can’t beat.
- Syncing of your data across devices and operating systems can be useful for those who like to work on the go
- At a more personal level, your to do list should look and feel easy to use, as friction points in the user experience might prevent you from making the most of it
Now that you know what a good to do list should be, let’s take a deeper dive into some of the best to do list apps for Mac on the market.
Comparing the best to do list apps for Mac
Honestly, there are too many to do list apps out in the world to count. To make your decision easier, many of those have been evaluated and narrowed down to just five — each with its own pros and cons that could sway your decision depending on your preferences.
As a Mac user, you’ve probably heard of Apple Reminders, which comes pre-installed in iPhones, iPads, and, of course, Macs. One of the main pros of using Apple Reminders is the fact that it’s ready to go — no additional tinkering required. It also has the benefit of looking and feeling like the rest of your Apple software, including Siri support, so it’s a familiar experience. Reminders works well with other Apple users by allowing you to share tasks in iCloud, but, unfortunately, you can’t assign tasks to people outside of that ecosystem, or to multiple people.
Key Features:
- Smart location-based reminders which prompt depending on where you are
- Task list sharing through iCloud
- Simple, Apple-based interface that includes a quick calendar view
If you’re looking for the best task manager for Mac with more features, then you can’t pass Omnifocus. Made exclusively for Apple devices, Omnifocus takes everything one step further by allowing lists to be grouped into different projects, depending on the type of activity you’re doing, making it useful for work. Everything syncs, but only between Apple devices, of course. All in all, Omnifocus is definitely a strong candidate for any power user.
Key features:
- Full-featured software designed exclusively for Apple
- Multiple project types for any given workflow
- Six handy views right out-of-the-box, including calendar, due date, projects, tags, and more
Another to do list on Mac that comes with a strong set of features is Wunderlist. Unlike Apple Reminders and Omnifocus, it can be used across all devices and operating systems, including Windows. While the app features a clean interface, it does have some complexity to it, so overall Wunderlist targets users who would like to collaborate on tasks together.
Mac remove shortcut icons of deleted apps. Key features:
- Task reminders with notifications
- Multiple assignees and collaborators on projects and tasks
- Add hashtags to any descriptions to help search and organize task lists
If you care about speed and efficiency, you need 2Do — a perfect to do list app for people on the go. The quick-add feature makes creating new tasks a breeze, and you can even break your agenda up into a checklist format for subtasks.
![App App](/uploads/1/3/4/2/134202274/270298991.png)
A better version of Reminders
Get a top-notch app for busy folks. 2Do will help you organize any number of tasks into smart lists and break big jobs into subtasks.
While 2Do isn’t as full-featured as some of the alternatives, its upside is simplicity — essential for those who just need to get things done.
Key features:
- Quick-add feature for maximum efficiency
- Extra context for tasks via the tagging system
- Smart lists let you view critical information at a glance, including due date, tags, and reminders — nothing more than what you need
One more of the best to do list apps is GoodTask. The beauty of GoodTask is its native ability to integrate with Apple Reminders and Apple Calendar, while adding some extra functionality on top to help you become more productive. The downsides are few and far between: for example, it doesn't have the extended functionality of something like Omnifocus.
Key features:
- Automatic sync with your iCloud or Outlook calendar
- Reminders (and repeat reminders) to help you stay on top of tasks
- Smart sorting to organize your list by alphabet, due date, time created, or manually
With one of the best to do list on Mac options in hand, you’re ready to go out and become more productive than ever. Just remember to consider the difference between a task and a habit, keep your task list below 15, and pick an app that suits your preferences.
While you’re at it, give Be Focused a try. Be Focused is another task manager for Mac with a welcome twist — alongside the standard features, such as multi-device support and task list organization, Be Focused lets you set timers for each task. Now you can get to work knowing that you’re on track by the minute. Want to look further ahead? You can even breakdown your annual, quarterly, and monthly tasks into groups for a wider view of your life’s goals.
Best of all, 2Do, GoodTask, and Be Focused are available to you on a free 7-day trial via Setapp, a subscription service for Mac that grants you access to more than 150 indispensable apps across all categories imaginable. Now that’s a definite boost for your productivity!
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How would you manage an app used by over two million people around the world? We're not talking about just any app, but one of the most appreciated Task and Project Manager – Todoist. We've covered the way the app was born and how the team works in an interview with its creator, Amir and now we are taking the discussion to a new level.
Enric Enrich, the lead developer of Todoist for OS X (Mac App Store Link) followed up on our interview request. The most interesting detail about Enric is that he works both for the iOS team and the OS X version of the App and he is just 20 years old.
Introduce yourself to the Softpedia readers
I'm Enric Enrich, iOS Developer at Doist. I'm 20 years old and I'm from Spain. I started programming when I was a young teenager on my free time after school. After finish school I studied graphic design. And after finish the degree of graphic design I started studying a post-grade of expert on mobile development at the university Alfonso X El Sabio. I started creating my first public iOS app called Veern after finish the post-grade, on April. I joined Doist the 9 of June of 2014. My hobbies are basketball and music.
Enric is a 20-year-old star developer
What inspires you when you set on to create the next big feature of Todoist?
Principally, that this new feature will improve the productivity of millions of people that use Todoist. And that a new feature, is a new challenge for me.
You said you are a team that’s scattered around the world. How is that working for you? What apps and workflows do you use in order to feel closer to your team and work faster and better?
Yes, we are team scattered around the world. If I'm not wrong, we have people in 4 different continents. The country list includes: Denmark, Portugal, Russia, Germany, Chile, Canada, Brazil, Philippines, Poland, Greece, Spain, Peru, United States, China, Slovakia, Taiwan, Italy, Japan, Korea, France. How to run recoll app from mac os terminal. We are around 30 people on the team right now.
It's really good being able to work from where you feel more comfortable, I think that it improves our productivity a lot. We use our own software to work, Todoist and Wedoist. Sometimes we also use Skype to do video calls.
The interface of your app is not OS specific. You mainly keep the same interface on other Operating Systems and in the browser. Is that something that’s keeping you from adding awesome features on the Mac?
Exactly, that's why the app is based on the web app. And no, that's not keeping us from adding awesome features to the Mac app. The opposite. This way we can focus on adding new features and improve the app.
How was work on the new stuff in OS X Yosemite? How did you make the most of it with Notifications Center, Continuity, transparencies and other new features?
It was something completely new and an amazing experience. The new features that OS X Yosemite brings are amazing, and being able to implement them on your favorite app is even more amazing. We finally added native interactive notifications and reminders to the Mac app, it was a very requested feature. Also, we added a Today Widget for the Today View, and a Share Extension to make it even more easy to add tasks to Todoist.
Apart of the OS X Yosemite specific features, we added new features like the Quick Add to add tasks to Todoist from everywhere without opening the app every time. With the feedback of our users we improved a lot the Quick Add and we are very happy of how it works. Also, we added a new feature that basically, you select any text, right click, and 'Add to Todoist'. That fast!
Probably one of the most challenging features to implement was the Today Widget. Actually my friend Jaime (iOS Developer at Doist) helped me to add this new feature to the Mac app because he was already working on the Today Widget for iOS.
But also we had to think of how the completion of tasks should work. If we wanted to complete a task right after you click the complete button, or wait until the Today View is closed. Finally, after talking with Ana (Designer at Doist) we decided to do it when the Today View is closed because if you click to complete the wrong task then you'll have to un-complete it, and it doesn't improve the productivity.
If you didn’t use some of the above: what kept you not to, or what are you going to use in the future?
We don't use transparencies, because like I said, the Mac app is based on our web app. About Continuity, it's something that maybe we can implement in the future, but not in the short future I think.
Let our readers know how a typical day in the life of a Mac Developer unfolds for you.
Hmm, that's a difficult question because everyday is different! But normally I start with taking a look to the tasks that I have for today and start setting priorities. Then I usually take a look to the Support page to see what's going on, and to see if there are new bugs or feature requests.
After that, I start working on the tasks that I have for today. I do little breaks of 5 - 10 minutes every 40 - 60 minutes to let my brain rest a little bit. That's very important! When I was in school I learned that after 40 - 60 minutes of being doing something you need to disconnect a few minutes, because if you don't do it then your productivity will not be at 100%.
Between 2:30PM and 3:30PM I have lunch. After that, I go back to finish all the tasks that I have for today. And once I finish all the tasks that I have for today I start organizing what I will do tomorrow and take another look to the Support page. After that, I go to the gym to do some exercise! Do exercise is very important too!
Tell us your story with Todoist. How did you join the team? What keeps you motivated?
I saw that they where searching an iOS developer and I applied for the position. After a while, they contacted me to do an interview with Amir (founder of Doist) and one - two weeks after that I started working with all this amazing team on Monday 9 of June of this year. Almost six months ago. How fast the time passes!
I have a lot of motivations inside Doist! One of the main motivations is the people that I work with, they all are amazing. We are really great friends, and we help each other when we need it. We are a family.
Also, back in September I visited some of them in the office that we have in Porto, and it was one of the best experiences that I've ever had in my life.
Are you working on side/personal projects?
Yes, I work on two side projects. One it's a personal project called Veern (iTunes Link), but it's been a while since I've updated it! And the other one is called Short, that I do it with a friend called Alex Münch, designer from Germany. Short isn't still available on the App Store, but we have a public beta. We plan to release it between December and January hopefully!
You must be an avid Todoist user. How has that improved your life as a developer and as a person?
Yes! Todoist is the only to-do app that fits with me. I tried a lot of apps before start using Todoist, but finally stayed with Todoist. It's amazing how simple and powerful Todoist is. It doesn't have elements that distracts you to what is important, your tasks and improve your productivity. And the premium features are amazing, it's worth pay 23€ every year for those features!
With Todoist I can organize my developer and my personal life in a way that I always know what to do and never miss anything. Also, I can share projects with other people so we can collaborate and make it even more easy to organize something!
Just want to clarify: you, as a developer, have to pay for it?
I started using Premium before starting working at Doist, so I payed. And yes, next year I'll pay again for Todoist Premium. And now maybe you'll think, why? Well, it's something that I've learned when I started programming. Basically, if you don't pay for what you develop, who will pay for it? The same is, if you don't use what you develop, who will use it?
What are some of the tips or little known tricks in Todoist for Mac that will help other users? Did you ever find yourself hiding precious nuggets or features inside the app just to see if users will find them and use them?
Great questions! To improve the usage of Todoist for Mac, I always use the new Quick Add, the 'Select text to add to Todoist' and add all the new tasks to the inbox. And at the end of the day, or when I have some free time, I open Todoist and move every task that it's on the inbox to the projects that I want them to be.
I also use a lot the interactive notifications to reply comments or complete tasks without opening the app.
About the second question, I have to say that yes, the Mac app now has a little feature that's hidden since the version 6.0.0 (now we are on the version 6.0.3), but we will make this feature public soon! Actually there's a 3rd party developer that uses this hidden feature to integrate Todoist with his app.
This 'hidden' feature was implemented on iOS this summer too. It's called 'URL Schemes'. We didn't have URL Schemes before the version 6.0.0, so I decided to implement it too on the Mac app. It's very powerful have URL Schemes on an app because it makes easier for other developers to integrate apps. We will continue improving the URL Schemes of the Mac app in future versions.
For example, Lars from Mailplane (the 3rd party developer) already integrated Mailplane to add emails directly to Todoist with one of the URL Schemes that we offer.
About integrate apps with Todoist, we actually have an amazing public API for the developers to integrate and create apps based on Todoist! But if there's a developer that wants to integrate an app with our Mac app, the easiest way is to contact our support team or me via Twitter.
Reading Enric's answers you've probably asked yourself what the app looks and works like. Take a look at the photo gallery and the videos provided and don't forget to take Todoist for a spin. It is the only productivity app that works on 13 different platforms, browsers and operating systems.
Is Todoist Free
We will soon publish another interview with the lead developer for the iOS Team at Todoist so you can get some more insight on the mobile version of this app, that was recently updated for iOS 8.