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.

Changing the Due Date for a Project task on iPad in Light Mode

BY DATE

Schedule your tasks with a due date 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 30-Day 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

Task Management

By Dates

Manage your tasks by 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 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 for a Task in a Smart List on iPad in Light Mode

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.

Visually see each task’s priority by selecting which of importance, urgency, impact or effort you’d like to see.

Focus View - Smart List of Tasks Due Next Week on iPad in Light Mode

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.

Change the due date for an individual task, or selected several tasks and use 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.

Heads Up Display for a Task in a Smart List on iPad in 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 want. 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.

Changing which Priority to Display on Task Calendar 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.

Dashboards - Task Breakdown by Importance on iPad in Light Mode

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 for a Task in a Smart List on iPad in Light Mode

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.

Focus View - Smart List showing tasks with the Highest Impact on iPad in Light Mode
Dashboards - Showing Impact by Day on iPad in Light Mode

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
Focus View - Smart List of Tasks Due Next Week on iPad in Light Mode

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.

Focus View - Smart List by Context of Computer on iPad in Light Mode

Task Management
Using Task Organizers

Or, if you prefer, manage by one of several other optional Task Organizers

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 7 different kinds of Task Organizers including Task Types, Tags, Locations, Contexts, List Groups, Task Statuses, and Personas.

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

The screenshots below show examples of different types of Task Organizers 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.

Organizers - Task Types on iPad in Light Mode
Organizers - List Groups on iPad in Light Mode

LIST GROUPS

Create List Groups and assign tasks to them.

Examples include the Next List, the 2023 List, the 2024 List, Less Than 15 Minutes List, Less Than an Hour List, the Someday-Maybe 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!

Organizers - Locations on iPad in Light Mode
Organizers - Contexts on iPad in Light Mode

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.

Organizers - Task Status on iPad in Light Mode
Organizers - Tags on iPad in Light Mode

TAGS

You can optionally use Tags to help you manage your tasks. You can create any tags you’d like to suit your needs. Assign them to tasks. Use a Focus View to work on all the tasks with a certain tag.

PERSONA

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.

Organizers - Personas on iPad in Light Mode

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