My Tools: Microsoft To-Do

My productivity regime is an example of continuous learning. It doesn’t stay the same for very long and is regularly changed a bit here and there. Within my productivity practices task management has been an area in need of improvement for some time as the working context has changed.

There was a time when I could use my inbox as my list of outstanding activities, but that’s no longer the case as activities get assigned to me in various different ways and from different tools.

I have tried for a little while managing my tasks in each of the various tools, but that become cumbersome. I also tried various methods of copying activity descriptions to a central tool and then working there, the problem with this was that I still needed to keep the various sources synchronised as the status and priority changes.

The latest incarnation of my tasks management activities utilises Microsoft To-Do. I looked at To-Do when it was first launched because I’ve previously used Wunderlist, which Microsoft purchased. In those early days I couldn’t see what I was getting and it was all a bit rudimentary, I expected this to changed, but it didn’t change for what seemed like a very long time.

Recently though, To-Do has hit the accelerator on useful capabilities and my use of it has increased significantly.

The two main features that have made the difference being:

  • Flagged email – Emails that I flag in Outlook get automatically replicated into a folder in To-Do where I can work on them and flag them as completed. This is a two-way synchronisation – if it’s flagged complete in To-Do it’s flagged complete in Outlook and vice versa.
  • Assigned to Me – if a task is assigned to me in Planner it also appears in To-Do. Again this is a two-way synchronisation.

The activities that I place directly into To-Do are also synchronised into Outlook Tasks, but I don’t think that this has had a significant impact on my productivity because I’ve never managed my Tasks in Outlook Tasks and don’t think I’m going to start.

Assigned and Flagged in Microsoft To-Do

I have always flagged emails in Outlook as a way of sorting through the dross to find the things requiring my attention. The task of Flagging an email is done via an Outlook Quick Step which also moves the email into a separate folder and marks it as read. I have another Quick Step that moves emails that require no action to a different folder and marks them as read. These are both assigned a keyboard shortcut so that I can progress through my inbox without leaving the keyboard.

Now that tasks from emails, tasks from Planner and my own defined tasks are in To-Do I’ve found myself using To-Do as the mechanism for planning my day, adding and removing things from the My Day plan. My daily plan still takes place on a piece of paper, but that’s because my daily plan isn’t just about tasks. The tasks are increasingly managed in To-Do.

This still isn’t an absolutely ideal situation because I also get assigned activities via a Jira corporate project management capability, but it’s a lot better than it used to be. Perhaps I should raise a suggestion for the To-Do team to work with Atlassion on that.

Looking forward to what new capabilities the To-Do team have for us.

2 thoughts on “My Tools: Microsoft To-Do”

  1. I’ve used dozens of to-to list managers over the years, but I always come back to a text file (in simplenote at the moment). The text file offers me so much flexibility to arrange tasks in groups and to move them around, see an overview of the whole etc. However I also use todoist to keep track of recurring reminders. Sometimes I create multiple text files for ‘projects’ but I often end up merging these back into a single file eventually.

    Liked by 2 people

  2. I’ll just say ditto Graham. I’ve gone from Remember the Milk to Wunderlist but To-Do is excellent. I wish there was better To-Do to Planner integration (i.e. create in To-Do and drag into planner when tasks go from personal to team its easiest in planner)

    Liked by 1 person

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