Risk•ol•ogist (noun): A practitioner of smart risks who thrives in an uncertain world. Join us.

The Best To-Do List App for the Smart Risk-Taker

2 Flares Twitter 2 Facebook 0 2 Flares ×

Fellow Riskologist,

For the last few weeks, we’ve focused on finding and addressing fear so you can move forward with big projects in your life. Before you clear away underlying fears, getting started on a big project can feel like pushing a boulder up a hill while breathing through a straw.

But once they’re dealt with, you start see the way forward. You see the things you must to-do to succeed, and that’s where the next problem strikes: overwhelm.

If you’ve read Riskology.co for a while, you know how I feel about overwhelm: It’s a gift.

But left unchecked, it’s still a problem. And the solution is a system to organize all your to-do items—something to manage the overwhelm and keep you on track.

That’s why I felt our little series needed one last installment: How to manage your massive to-do list.

I’m not much of a productivity nut. In fact, I get a little annoyed around people who can’t seem to do anything but talk about how to do boring work even faster. But I love what I do and, I must admit, the idea of doing a better job at it is appealing. I’m always optimizing how I work to get to all the fun stuff I wouldn’t be able to otherwise.

There are dozens of productivity tools out there to help you manage your endless to-do list, but few have ever worked for me.

Over the years, I’ve learned whatever tool it is I’m using to manage my life, it absolutely must meet these requirements:

  • It must be simple. If it takes more than a few seconds to input and update the system on a daily/weekly basis, it’s a waste of time I could be spending actually doing stuff.
  • It must be flexible. Reality changes all the time, so it’s critical that any tool I’m using makes it easy to change the plan—reorganize tasks, change deadlines, etc.—when necessary.
  • It must be able to rank tasks. Any Riskologist who’s taken on a big project knows a mile long checklist is terribly overwhelming and useless. A good project management tool allows you to easily see which tasks are most important right now and work on just those.
  • It must support deadlines. Face it: If you don’t give yourself a deadline, you’re probably never going to finish. Giving yourself hard and fast dates to complete the milestones of your project is critical.

Introducing Trello: The Smart Riskologist’s To-Do List System

trello

First thing’s first: Trello is free, and I have no relationship with the company nor am I compensated in any way for recommending it. I just think it’s great.

I’ve tested many different project management apps over the years and abandoned most of them because they didn’t work the way I wanted them to. I’d spend hours setting everything up and then get frustrated with the workflow and give up just days later when it wouldn’t accommodate the way I wanted to work.

That finally changed when I tested Trello last year as my business partner Jonathan and I started building BrewPony. It was perfect. We were able to run the entire project through the app. Any time something needed to be done, we’d just create a “Card” in Trello, and assign it to one or both of us.

The reason Trello works so well is because, at its core, it’s very simple: a series of to-do lists. But if you want, just a few clicks will allow you to use it many ways.

You can test out Trello over here.

How I Use Trello

I’ve used Trello in different ways for different projects (which is a testament to its flexibility), but the standard workflow I use for most projects looks something like this:

First, I set up a new “Board.” This is where everything for any specific project lives. Then, I set up four specific “Lists” inside that board:

  • To-Do
  • Doing
  • Blocked
  • Done

trello-overview-2

Those lists are pretty self-explanatory. When a project is beginning, I’ll load every task I can think of into a Card  what holds an individual to-do item) on the To-Do list.

Once I start a task, I’ll move it to the Doing List if it’s something that’ll take a little time to complete. Once it’s complete, I move it to the Done List. For short tasks that I can finish quickly, I don’t bother using the Doing List. I just move it straight from To-Do to Done.

If I run into a roadblock while working on a task, I’ll move the card to Blocked if I get frustrated and want to move on. This way, I never get bogged down or lose track of what I’ve done. If I need to leave things unfinished at the end of a day, I can come back to Trello any time and see exactly what I’ve already started and where I’m blocked. Then, I get to work on those things first.

How I Organize Trello Cards

The Trello Card is extremely simple, but also versatile. At it’s most basic, you can just type a task into one and call it a day. Or, you can open the card and use it’s more robust features to do a lot of organization.

Trello Labels

The first thing I’ll do when I create a new card is assign a “Label” to it. Trello allows you to assign up to 6 different color coded Labels to a card. Here’s how I typically handle this:

  • Red = Urgent
  • Yellow = Important But Not Urgent
  • Green = I’ll Get to it “Someday”

trello-labels-2

Whenever I log into Trello and I’m in a hurry, I’ll immediately filter the cards so that I only see the urgent ones (Trello has an incredible filtering system that allows you to see only what you want at any give time). That way I don’t have to wade through a lot of stuff that’s important but I don’t have time for at the moment.

Then, once a week, I’ll spend a few minutes reviewing tasks with all Labels. If something in the Important But Not Urgent Label needs attention—or if I have more time available to work on it—I’ll move it to Urgent so I can start making it a priority. I’ll do the same moving Someday cards to Important.

And just as important is taking a second to archive any cards I’ve created but realized I’m just never going to get to. This keeps the list clean and focused. I can always pull them out of the archive later if I decide I want to work on it.

How I Use Trello Due Dates

Deadlines are a critical part of actually getting anything done in life, but I admit I haven’t been the best about setting them for myself. Trello has helped me with this a lot, and the way I use them is simple and flexible.

First, only cards marked Urgent or Important get due dates. Sometimes, a due date is very clear and can easily be assigned. Other times, it’s nebulous. When this is the case, it’s easy to just ignore it or avoid giving it a deadline, but this is when it’s most important to have a deadline lest you end up with an urgent and important task that never gets done.

In these cases, I just make up a deadline that sounds good. There’s no science to it. I just pick one out of thin air.

trello-due-date-2

This works because of the way I filter cards when looking at Trello. I can show myself only the cards that are “urgent and due within the next week.”

That’s my hot list that I know I need to kick it into gear on. If a task with a made up deadline  works its way into this filter that I know I don’t need to get to, I’ll simply change its deadline. Not the best, but it at least keeps me—for the most part—focused on tasks that are important and need to be done.

Due dates get the same scrutiny and adjustments during my weekly review.

How I Use Trello Checklists

The Trello Card is very versatile. It can be as simple or complex as you want it. Inside of each Card, you can also set up a Checklist. This basically allows you to create another to-do list inside of a to-do item. Very meta, I know.

I find it useful for keeping my board organized. Rather than creating a whole slew of Cards for one specific task, I’ll create one overall “to-do” Card and then set up a Checklist of tasks to complete inside of the Card that I can check off as I make progress. Trello keeps track of each Card as you make progress so you can quickly see which Checklists need to be worked on at any given time.

trello-checklist-2

This is mostly a personal preference. If you’re the type of person who likes to have every task out in the open, you might opt to create a Card for every single task and not build a hierarchy using Checklists. Or, if you wanted to go all out, you might take your biggest to-dos and create a new Board just to manage that one piece of your project. The options are endless.

If at any time you realize a Checklist item needs its own card, Trello thought of that, too. With the click of a button you can convert one to the other.

How I use Trello Comments

The comments section of Trello is the most useful part of the system for me. This is especially true if you’re sharing a board with another person like a business partner or a few team members.

Each Card has its own comments thread, and you can add a note and tag other members in it (so that they’re notified) at any time. You can also attach files directly to a Card so that important assets like pdfs, images, etc. are right there for you to look at when you open a Card.

I like to use the comments system for each Card when working with other people because it’s better than email. When you work this way, conversations stay organized and on topic because there is a specific comment thread for each Card. This eliminates the frustrating headache of searching your email archive for “that one email with the thing mixed with the seven other things.”

trello-notes-2

For some reason, most people feel comfortable mixing tasks together in one email (very frustrating and difficult to track), but commenting inside Trello keeps conversations nice and organized.

I’ll also use the comments section to leave notes to myself. This is particularly useful for Cards on my Blocked list. I can leave a note explaining exactly what’s blocking me and what I’ve tried so far. When I come back to it, I have a history there so I can pick up right where I left off.

The Real Magic Behind Trello

All of Trello’s features are great but, at the end of the day, there’s one specific thing about Trello that keeps me attached to it and makes it a great project management app—the ability to move Cards from place to place.

This very simple feature—clicking and dragging a Card from one list to another—went mostly unrecognized by me at first, but when I think about why I enjoy using Trello so much it’s because I get some type of satisfaction each time I drag a card from the To-Do list to Doing or Done. It’s like a little mind trick that makes you feel like you’re getting even more done.

That bit of satisfaction is important! Staying motivated to work on your goal is what’s going to make or break everything, and Trello actively helps me stay motivated.

Now, I’d caution any smart Riskologist to never rely on a project management system as a source of motivation, but it’s good to know that Trello will never get in the way of my progress. It works just the way I want it to, when I want it to—never a source of friction.

Your To-Do List Should Actually Help You Get Things Done

At the end of the day, it doesn’t really matter what system you use or how you organize yourself so long as you have something that works. It should help you get things done and never feel like a burden.

Trello works for me, and I’m happy to recommend it with no compensation because I think a lot of Riskologists here probably have similar projects that would be a great fit for it.

Trello is completely free, and you can try it out here.

If you have a system that works for you, tell us about it in the comments because I’m sure my way won’t work for everyone. We’re all a little different!

2 Flares Twitter 2 Facebook 0 2 Flares ×

Thanks for reading the whole thing. Here's a gift.

Start the free Smart Riskologist Test

Wow, you made it all the way to the bottom. You must have enjoyed reading this article.

I'm grateful for your attention, so here's something I think you'll find useful.

I've created a test to help you find your strengths and weaknesses as a risk-taker based on psychological research and the habits of highly successful risk-takers. It comes with personalized recommendations for how to improve your life, work, and personal projects.

Enter your email below to join our newsletter and you can start the test immediately.

What smart people are saying about this...

  1. Dave Doolin says:

    My system is very similar & kanban-based. I also use Pivotal Tracker for personal and collaborative projects, a Trac instance with custom fields for estimation, and we use Jira at work to track feature inception to resolution across 6-8 swimlanes.

    At the moment, I’m focusing on extreme granularity using post-it notes on the fridge, with tasks divided between morning, train and evening and written into a private static website generator (middlemanapp).

    I find that have good project management is a necessary ingredient for my motivation. Not sufficient, but necessary.

  2. I’ve been looking for the best task management app for a while now. I’ll check out Trello for sure. I also like to use Wunderlist, but it is pretty simple (i.e. not many customization options).

    • Simple is usually better, Mike. I only use a few of the features that Trello offers, but the rest stay out of my way, so I don’t feel overwhelmed.

    • Brooks says:

      Yep, I used Wunderlist too (I love it, created by my German friends ha).
      But then it happened. It started lagging, it got delayed, it would freeze.
      Couldn’t have it – had to switch.

      So I search to find Astrid Tasks.
      I used them for a week and love it to get a message letting me know that they’ve been bought by Yahoo.

      So this is awesome for them (yay Astrid!) but I have no idea what it holds for me.

      With that said, I’m excited to check out Trello — thanks Tyler!

  3. Brooks says:

    So Thanks Again Tyler!

    And yes, simple is key.
    It’s funny to me.

    **The number one rule for a software should be that it shouldn’t try to do everything for you, but take one thing that’s difficult and make those things easier.

    We had a software set up for tracking the process of selling foreclosures. It was supposed to make life easier for us, but after a few weeks of trying to learn the system, we scrapped it.
    It would have been easier to use a notebook and a pen to keep track. Ridiculous.

    Which also reminds me of my friend telling me about an app for me to track my mileage for tax purposes. “Wait, you mean I have to actually enter in the information each time?” No Thanks.”

    Thanks Again for the post Tyler — excited to check it out.

    • Ha. It’s never good when you realize a piece of software is slower and harder to use than a pen and paper.

      • Brooks says:

        Haha, pretty sad huh?

        Hey, spent and hour today and converted my wunderlist and astrid tasks over to Trello – super excited.

        Good find and thanks for the detailed post!

  4. James H. says:

    One hundred percent agreement here in regards to the value of Trello. I’ve used it for ages now.

    • Brooks says:

      James, where were you for me those ages ago? I was thinking Trello was a brand new creation! Either way, glad I found :)

  5. Tim Anderson says:

    Trello works in the same way as I run my Lean innovation Project board. sticky notes and a pen.

    I’m going to definitely check it out.

  6. James R. says:

    Tyler:

    I’ve been lurking for a long time (We emailed briefly about climbing because I have a background in it) and reading the occasional email from you. I’ve used gmail as a task reminder, mostly bills but appointments and a few project things. Mostly I set up things on note books and then forget to follow through or can’t find the pages or forget to take them. I really liked the Trello lay out you presented and signed in on my Droid that night. You know, the smart phone goes everywhere with me. I’m using it. It is feature rich. I’d like it a little deeper for some things. I made a grocery list but wish I could capture the list items similar to control cmmnd click and drag – in and out for the items I need on any given trip. Perhaps in the future. Thanks for the lead.

  7. Jason says:

    I downloaded Trello to both my Android phone and my Surface RT. Very slick, but one major deal breaker: there doesn’t seem to be a way to see all items due today across all projects and cards. How do you deal with this? Just scan each project for items due?

    • You’re right, Jason. There is no way to see items due today across all projects in one place. Each project is it’s own thing. However, it’s very easy to see items due for each project; from the sidebar on the board, just choose “Filter Cards” and then select “Due in the next day.”

      • Jason says:

        Hey Tyler:

        So I tried really hard to make Trello work for me. It works great, looks nice, and is easy to use. As stupid as this sounds, the reason I quit is because I couldn’t see the tasks with upcoming due dates in the next week across all projects.

        For the last week I’ve been using a product called todoist which has this feature but can’t identify an item as to do, wait, doing or done. Why can’t the perfect project management program for individuals exist!

  8. Jason says:

    Ok. Not perfect, but I should at least have a general idea of what projects are hot if not the specific items. A weekly overall review probably isn’t a bad idea.

    • LLH says:

      If it’s only missing one feature you want, maybe you should try emailing the developers. If others are asking for it, getting that feedback may lead them to add it in!

  9. Dan says:

    If you’d like a tool for managing your time and projects, you can use this web-application inspired by David Allen’s GTD:

    Gtdagenda .com

    You can use it to manage your goals, projects and tasks, set next actions and contexts, use checklists, and a calendar.
    Syncs with Evernote and Google Calendar, and also comes with mobile version, and Android and iPhone apps.

  10. Andreas says:

    Hi Tyler,

    a friend pointed me to Trello again today.

    I used it last year but could not stick with it.

    When do you deside to open a new board.

    I have several projects and also have private projects like renovating my house. Would be renovating my house be a seperate board or should I just create a general private board. What are your lessons learned?

    Thanks

    Andreas

    • Andreas,

      I usually try to keep one board for one main section of my life. So, I have a general “business” board. Everything business related goes on that board. Once a card on that board turns into a bigger project, I’ll pull it out of the general business board and give it it’s own board.

      I’ll use the new board to temporarily manage the project and, when it’s done, I’ll close it down.

Founded with love by Tyler Tervooren

2 Flares Twitter 2 Facebook 0 2 Flares ×