Task Management

The Best App for Task Management

Task Management

IdeasToDone is the best app for task management that you’ll find.

There are more ways to organize and manage your tasks that any other task management app.

Have a look below for all the different ways you can manage your tasks.

IdeasToDone is the best app for task management that you'll find. This screenshot shows a Smart List of Tasks with No Importance. Four of those tasks are selected. After the Multi-Edit is chosen, the Edit Task window appears and High Importance is chosen for tasks.

BY DATE

Schedule your tasks using a planned date and due date (both optional), a start time (optional), and duration.

BY PRIORITY

Assign your tasks an importance, urgency, impact and effort level.

GTD

Supports the Getting Things Done® method.

TASK ORGANIZERS

You can also assign tasks to tags, list groups, personas and locations

Have it your way!

As you can see, IdeasToDone has a lot of flexibility to manage tasks the way you like. Nothing is really required. Some tasks you can set up with a due date, for some tasks, you may prefer to use priorities, and for other tasks, you might also add a location or a tag…whatever you like!

Check out all the options you’ll have available with IdeasToDone below.

You’ll see that IdeasToDone is the best app for task management you’ve seen. We invite you to take IdeasToDone for a 1-month Free Trial!

Task Management Made Easy

It’s actually quite simple to manage tasks in IdeasToDone!

One of our main goals is to minimize your time & effort of managing your tasks in IdeasToDone. We want you to experience that IdeasToDone is a pleasure to use. Not clunky. Not a pain in the…

So, we’ve taken care to make sure it’s as fun for us as it is for you. We try to make sure that each thing you do in IdeasToDone is as efficient as possible.

For example:

Automate where it makes sense.
Defaults at the app level and for each Inbox and Project.
One or two clicks to get common things done
Use Multi-Edit and Multi-Complete to manage several tasks with a single action.

AUTOMATE

Schedule your tasks with a due date and duration

DEFAULTS

Overall defaults, as well as defaults at the Inbox and Project levels

EFFICIENT

Many actions can be done with one or two taps/clicks.

MULTI-EDITS

Manage several selected tasks in a single action

Powerful. Flexible. A Pleasure To Use.
That’s what makes IdeasToDone
the best app for task management
for your Macs, iPads, and iPhones.

Task Management

By Dates

Manage your tasks by Planned Date and Due Date

Most to-do list apps provide support for managing your tasks by using dates.
However, IdeasToDone takes this support even further.

As you’ll see below, IdeasToDone provides extensive support for
managing your tasks with regard to dates.

We think IdeasToDone is the best app for task management
you’ll find on the App Stores for iOS, iPadOS, and Mac.

SET DATES

Set the planned date, due date, start time, and, optionally, the duration you want — either for an individual task or several you select with Multi-Edit.

HEADS UP DISPLAY

See when each task is due at a glance!

TASK CALENDAR

Review your tasks using Day, Week, Month and List Views. Use Drag and Drop to reschedule your tasks or change the start & end time.

If you did not set a start time, you can see those tasks in the Day Section at the top of the Week, Day, and List Views.

Calendar showing Weekly View on iPad in Light Mode with priority color-coded tasks.

Smart Lists are designed to help you efficiently review, manage, and work through your tasks. This image shows a Smart List of tasks that are Due Next Week, so you can plan ahead.

SMART LISTS BY DATE

In Focus View, there are 6 different Smart Lists by Due Date — Overdue, Due Today, Due Tomorrow, Due This Week, Due Next Week and Unscheduled.

There are also 6 similar Smart Lists by Planned Date.

You can change the due date for several selected tasks using Multi-Edit to change the due date for all of them.

DASHBOARDS BY DATE

The Open Tasks By Due Date Dashboard will give you a quick idea of the task load you have coming up over the next couple of weeks.

There are other Dashboards for Overdue Tasks, Due Today, and others for your completed tasks.

Dashboards - Open Tasks by Due Date on iPad in Light Mode

Task Management

By Importance & Urgency

Prioritize by relative importance and urgency

The Eisenhower Matrix, also referred to as Urgent-Important Matrix,
helps you decide on and prioritize tasks by urgency and importance.

With IdeasToDone, you can set the Importance level of a task
from highest to lowest with 5 easy to select levels.
The urgency level can also be set in a similar way.

This is one key area that makes IdeasToDone the best app for task management you’ll find.

Check out the task management support IdeasToDone provides
for importance-urgency throughout our app.

TASK SETTINGS

Importance. Urgency. Or Both.
5 Levels from highest to lowest.

Easily set the priority levels you want for a single task, or with Multi-Edit, you can set it for several tasks at the same time.

Inboxes - Task Editor - Priorities Tab - Light Mode

HEADS UP DISPLAY

See importance and urgency level at a glance!

TASK CALENDAR

Each task is color-coded by based on the priority category you select in the Display Options. You can select Importance or Urgency, as well as Impact or Effort.

You can see visually what level your tasks are set to — Red being the highest, Orange next highest, and so on.

Calendar with Month View and option to set Priority Color-coding option on iPad in Light Mode

SMART LISTS

In Focus View, there are 22 Smart Lists for Importance and Urgency. Each can be accessed with a simple tap or click.

This one shows tasks with the highest Importance, and then by Urgency from highest to lowest Urgency.

DASHBOARDS

There are 8 different Dashboards regarding Importance and Urgency. Each can be accessed via a simple tap or click.

This one shows a Task Breakdown by Importance.

There are over 25 beautiful Dashboards in IdeasToDone. This one is a pie chart showing the Importance level percentage from Highest to Low. It's as simple as a tap/click or two.

Task Management

By Impact & Effort

Prioritize to get the biggest bang for your time!

An impact-effort matrix is a decision-making tool to prioritize projects and manage time more efficiently.

The impact-effort matrix can be applied to any group of ideas, strategies, projects, or tasks.

It’s a great way to assess and prioritize your workload — based on the effort required and the potential impact on your life.

This is another area where IdeasToDone might be the best app for task management for you. Most to-do list apps and task management apps are missing this critical feature.

See how the impact-effort method is supported in IdeasToDone below.

TASK SETTINGS

Impact. Effort. Or both.
5 levels, from highest to lowest.

Easily set the Impact and Effort levels you want for a single task, or with Multi-Edit, you can set it for several tasks at the same time.

HEADS UP DISPLAY

See Impact and Effort levels at a glance!

SMART LISTS

In Focus View, there are 22 Smart Lists for Impact and Effort. Each can be accessed with a simple tap or click.

This one shows tasks with the highest Impact and least Effort.

DASHBOARDS

There are 8 different Dashboards regarding Impact and Effort. Each can be accessed via a simple tap or click.

This one shows Impact By Day.

Task Management For
Getting Things Done (GTD)®

Supports Capture, Clarify, Organize, Review and Engage

IdeasToDone provides excellent support for the Getting Things Done (GTD) method.

If you currently use GTD or are considering using it,
you’ll find IdeasToDone the best app for task management for GTD.

CAPTURING TASKS

Get your tasks into Inboxes quickly!

You can create as many Inboxes as you’d like for each area of your life.

The important thing is to get anything that you have that is incomplete or needs to be done into an Inbox.

Inboxes showing Personal Tasks on iPad in Light Mode

Inboxes - Work Inbox with 3 Tasks selected and Move Tasks choices shown on iPad in Light Mode

CLARIFY AND PROCESS

Get your Inboxes to zero.
Efficiently move tasks to Projects and Other Inboxes.

ORGANIZE YOUR TASKS

Organize your tasks into Projects or Inboxes.

Assign Task Organizers such as List Groups, Task Types, Task Status, Context, Location, Tags, and Personas to your tasks.

Schedule tasks that have firm committments or deadlines by assigning a Due Date. Use the Task Calendar to reschedule tasks using drag & drop.

Assign priorities to those tasks as needed.

Setting Priorities and Organizers for a Task on iPad in Light Mode

Smart Lists are designed to help you efficiently review, manage, and work through your tasks. This image shows a Smart List of tasks with a Time Bucket of June. You can review these tasks and start working on them, schedule them with a due date and time, or move them into another Time Bucket like Next Week or July.

REVIEW AND REFLECT

There are several ways you can use IdeasToDone to review and reflect on your productivity, upcoming workload, and how you have things prioritized and organized.

You can use Smart Lists in Focus View, Dashboards and Calendar Views.

You can also look through your Projects and Inboxes.

ENGAGE

Now you’re ready to work through your tasks using Smart Lists in Focus View, the Task Calendar or directly within an Inbox or Project.

Smart Lists are designed to help you efficiently review, manage, and work through your tasks. This image shows a Smart List of Overdue Tasks. You can start working on them or reschedule them individually or select several and use Multi-Edit.

Task Management
Using Task Organizers

You can also manage by one of nine Task Organizers categories

In addition to due dates and priorities, IdeasToDone has several other Task Organizers you can choose to use for managing some or all of your tasks.

There are nine (9) different kinds of Task Organizers, including Task Types, Tags, Locations, Contexts, List Groups, Task Statuses, Time Buckets, Scope, and Personas.

Each of these Task Organizers is like a blank canvas – they are optional, and you can set up what you need to suit your needs and purposes.

Task Organizers are very powerful in helping you batch tasks together for efficient review, task management, and getting your stuff done. They are one of the reasons why IdeasToDone is the best app for task management you’ll find.

The sections below highlight each of the nine (9) Task Organizer categories. For each Task Organizer, we will show examples of the different Task Organizer names you can set up.

TASK TYPES

Task Types are categories of tasks you might want to review in a Smart List and work on at the same time when the time is right. Examples include:

Tasks, Emails, Calls, Bills, Errands, Activities, Exercise.

Goals. Targets. Objectives. Plans. Policies.

Ideas, Famous Quotes, Places, Things and more.

You can set up a default task type overall as well as per Inbox or Project. You can also assign or change Task Types for a single task or several selected tasks with Multi-Edit.

There are 9 different types of Task Organizers. This shows the Organizer for Task Types and examples of different Task Types that may make sense for you. These Organizers can be set for each task and viewed in a Smart List.

LIST GROUPS

Create List Groups and assign tasks to them.

Examples include the Next List, the Bucket List, the Someday-Maybe List, the Do Before Trip List, The A List, the B List, etc.

You can look at all your tasks for a List Group in a Smart List in Focus View.

LOCATIONS

Locations can be assigned to tasks, and then you can review them in a Focus View when you are ready to go to that location. You always have the list of tasks at the ready — right on your iPhone!

Locations can be cities, an area of your home, a specific store or building — you name it!

There are 9 different types of Task Organizers. This shows the Organizer for Locations and examples of different Locations that may make sense for you. These Organizers can be set for each task and viewed in a Smart List. For example, you can set a Location of Home Office. Then you can get a Smart List of all tasks you've tagged with that Location.

CONTEXTS

A context defines what you must have to carry out certain actions such as a place, a tool or a person.

Add contexts. Assign them to individual tasks or several at a time using Multi-Edit.

Computer, Phone, Plane, Reading, Someday and whatever else works for you.

You can easily get a Focus View List by Context. Then you’ll have the list ready when it’s appropriate to work on them.

TASK STATUS

You can assign a Task Status to incomplete tasks if you’d like. Examples include Left Voicemail, Sent Email sent DM, In Progress, Follow Up, Etc.

You can then follow up on them using a Focus View for the Task Status you’d like to work on.

There are 9 different types of Task Organizers. This shows the Organizer for Tasks Status and examples of different Task Statuses that may make sense for you. These Organizers can be set for any task where it makes sense for you and viewed in a Smart List. For example, you can set a Task Status for those people you've called and left a voicemail. Then you can get a Smart List of all tasks you've tagged with that Task Status.

There are 9 different types of Task Organizers. This shows the Organizer for Tags and examples of different Tags that may make sense for you. These Organizers can be set for each task and viewed in a Smart List. For example, you can set a Tag of High Energy for certain tasks. Then you can get a Smart List of all tasks you've tagged with High Energy when you're all excited and energized and start working through them.

PERSONAS

Personas represent who is responsible for a given task. A persona can be the different hats you wear such as salesman, owner, partner, doctor, wife, father, etc.

A persona can also be someone to whom you delegate or assign tasks. You can email or text a task to a persona.

You can look at a Focus View to see all the tasks for a specific persona.

You can also filter the Task Calendar by Persona.

You can also set up a default Persona for each Inbox or Project, as well as assign a Persona using Multi-Edit to minimize your management time.

There are 9 different types of Task Organizers. This shows the Organizer for Personas and examples of different Personas that may make sense for you. These Organizers can be set for each task and viewed in a Smart List. For example, you can assign a Persona to a family member or co-worker. Then you can get a Smart List of all tasks you've tagged with that Persona or assigned to that Persona.

TIME BUCKETS

For some tasks, you’ll assign a due date and start time. However, for other tasks, you may not have a firm time initially. That’s where Time Buckets can be very helpful.

Time Buckets are used to group tasks in approximate time periods you’d like to start focusing on them.

Examples include This Week, Next Week, Next Month, years (2023, 2024, etc.), months of the year (January, February, etc.), and quarters of the year (Q1, Q2, Q3, Q4).

You can create any Time Buckets you’d like to suit your needs. Assign them to tasks. Use a Smart List in Focus View to work on all the tasks with a certain Time Bucket.

As time gets closer to working on tasks for a Time Bucket, you can review them in a Smart List, and begin scheduling them for a specific date and time, move them to a different Time Bucket, or start working on them.

SCOPES

Scopes are groups of tasks based on the approximate range of the time you estimate it will take to complete them.

Examples include 5-10 Minutes, 15-30 Minutes, 30-60 Minutes, 1-2 Hours, 4-8 Hours, 1-2 Days, etc..

You can create any Scopes you’d like to suit your needs. Assign them to tasks. Use a Smart List in Focus View to work on all the tasks with a certain Scope.

For example, you can create a Scope called 5-10 Minutes and assign those tasks to that Scope. Then, anytime you have a few minutes on your hands, you can review the Smart List for the 5-10 Minutes Scope and start working on those shorter tasks.