How to move from a written to-do list to a digital to-do list

Digital to-do lists are a convenient and effective way to manage your tasks and responsibilities. They allow you to keep track of your tasks, set priorities, and mark items as complete, all from the convenience of your phone or computer.

The 6 steps to moving from a paper to-do list to a digital to-do list

Step 1: Choose a to-do list app

There are many different to-do list apps available, so take some time to research and find one that meets your needs. Consider factors such as price, features, and user reviews. Some popular options include Todoist, Any.do and Things3.

Step 2: Set up your account

Once you’ve chosen a to-do list app, create an account and set up your profile. This typically involves entering your name and email address and creating a password. Some apps may also ask you to specify your time zone or other preferences.

Although your to-do list may seem reasonably low in importance, it’s worthwhile creating a secure password (or using 2FA) for your account. Intruders could extract much about your daily life and information on your job from your to-do list. Have a read of our blog on how 1Password will make you more productive.

Step 3: Add tasks

Once you’ve set up your account, it’s time to start adding tasks to your to-do list. To add a task, users would usually click the “add task” button and enter the task name and any additional details, such as due dates or notes. Many to-do list apps allow you to create different categories, tags or projects to help organize your tasks.

It’s worthwhile trying a new program with 20–30 new tasks over several days. After completing these tasks, you will know if the user-experience of this particular app suits you.

Step 4: Set priorities

To help you focus on the most critical tasks first, many to-do list apps allow you to set priorities for your tasks. You can usually do this by assigning tasks a certain color or symbol or by dragging and dropping them into the desired order. As always, a due date helps sort your tasks or consider using the Eisenhower Matrix ( see our blog here on the Eisenhower Matrix).

Step 5: Use features

To-do list apps often offer a variety of features to help you manage your tasks more effectively. For example, you may be able to set reminders, assign tasks to team members, or integrate your to-do list with other apps or tools. Take some time to explore the features of your chosen app and see which ones will be most helpful for you.

To keep your to-do list accurate and up-to-date, make sure to regularly review and update it. This could involve marking tasks as complete, adding new tasks, or adjusting your priorities. Many to-do list apps also offer features such as recurring tasks or repeating tasks, which can help you stay on top of regular tasks without having to manually add them each time.

When wouldn’t you use a digital to-do list?

There are some warning signs that an app may not be the best in the market. To-do lists are all about increasing your productivity so here are some red flags to watch out for.

Multi-device compatibility

The beauty of digital lists are that they’re available wherever you are, on whichever device you are on. If the app you are trying isn’t available on all your devices, including your browser, stop using it.

Ease-of-use

You don’t fully understand how it works after completing 20–30 tasks, the app may be more of a project management tool and not good for day-to-day to-do lists. An example of this is ClickUp which is a fantastic project management tool but far too complex for simple to-dos.

Part of a more complex system

We suggest you don’t use a to-do list if it is part of a larger bit of software. Evernote, a fantastic note-taking software, has a task list with basic due-date functionality but no tags. To get to the task list, you need to open the software, open the menu, find the task list and click on it. Your to-do list should be in front of you on the first screen, not the third, or you will avoid it.

Paying extra to save time

To-do lists, unlike scraps of paper, cost a bit of money so there is a small increase in cost. A to-do list subscription should cost the same as a notebook every year so if you do use a notebook, the cost is about even.

However, it’s worth considering, what the cost is of forgetting your list when you’re working remotely and not achieving that critical task. Is it more than $2 per month? If not, then most digital to-do lists will save you money at some point.

Are paper-based to-do lists bad?

Paper-based to-do lists are not inherently wrong, and they can still be effective for some people. However, there are also some potential drawbacks to using paper-based to-do lists, such as:

Limited accessibility

Paper-based to-do lists are not easily accessible outside of the physical location where they are stored. This can make it difficult to access and update your to-do list when you are away from your desk or home.

Limited organization

It can be difficult to organize and prioritize tasks on a paper-based to-do list, especially if you have a lot of tasks to manage.

Limited collaboration

It can be difficult to share and collaborate on a paper-based to-do list with others, as it requires physically passing the list back and forth.

Vulnerability to loss or damage

Paper-based to-do lists are vulnerable to being lost or damaged, which can be frustrating and set you back in your task management.

The first steps towards a digital to-do list

Step 1: find a to-do list that you like the look of.

Step 2: input your next 20–30 tasks and try out tags, categories and due dates. Enter them on various devices; are they easy to enter? If so, move on to the next step; if not, try another software.

Step 3: try a whole day of tasks using your digital to-do list. Was it easy to use? Satisfying to use?

If you’re not happy after a day, ask yourself: am I unhappy because the task list didn’t perform as I’d like? Or is it because I’m still on a learning curve and am avoiding change?

You’ll find, in the long run, a digital to-do list makes you more productive and reduces the risks that come with paper-based lists. Once you’re in the habit of using one, you’ll never go back.

Originally published at https://hyperproductive.me on January 4, 2023.