TODO: design a better todo

A Peek Into My Life

• pack for upcoming DC trip
• get haircut
• exchange book at Barnes & Noble
• finish reading The Universe in a Single Atom
• confirm w/ someone that policy seminar will count for minor capstone
• …
• come up with a better system for organizing all of these things I need to do

I’ve been having discussions lately with quite a few people gathering my thoughts and theirs on what can be done to make an improved todo list application.  One of the tough parts of making a good todo list is that it that everyone’s mind is organized differently and therefore everyone seems to have different ideas of how a todo list should be organized.  Are tasks organized via projects, categories, tags, sub-tasks?  Do tasks have due dates? Can a task be recurring? What about priorities? Is there a need to estimate how long a task will take?

Everyone has their own answers to these questions, and because of this there is probably a new todo app created every day.  If you hadn’t already guessed this post seeks to explore the idea of making one more.

A Crowded Field

I’m well aware that there are a number of popular todo lists that are already available.  I used the extremely simple TaDa List for a while, for a long time I was a fan of the full featured Voo2do even spending a bit of time doing some email tech support for it’s creator.  Seeking better Google integration among other things I recently gave Remember the Milk a try but found it didn’t really match the way I think of todo lists.  I’ve taken a look at various others but they didn’t hold my interest as long as these three.  I suppose in the interest of completeness I should also mention my own efforts to keep organized using Tomboy notes and a personal wiki.

There are tons of todo lists out there that are extremely simple, little more than bulleted lists, occasionally with due dates attached.  There are quite a few that attempt to go in the other direction, offering countless features that are only useful to a select few (such as google maps integration or integrated time tracking).  There are also many out there that save their best features for paying users.

 What Now?

My issue with all of the above is that using a todo list should add value with minimal effort.  A bulleted todo list can easily be replicated on paper, in any text editor, or in Google docs or a personal wiki.  I really think that there is little reason to sign up for and learn to use an additional service to keep track of a bulleted list.  What I want from my todo list are powerful views on data that is easy to enter.  I want to be able to ask my todo list “what can/should I be working on now?” Ultimately this is the fundamental question, the reason we enter priorities, due dates, or can arbitrarily order our lists via fancy drag and drop interfaces.

The entire point of having a todo list is so we can always have a grasp of what is happening in the near future.

The problem then, is if our todo list offers an incomplete view of the near future.  If our todo list only has those tasks that we take the time to painstakingly enter and assign priorities to.  If our todo list only has those items that can easily be categorized and assigned a due date.

Rule 1: A todo list should be extremely easy to add to

A lot of the leading players get this right, requiring the minimal amount of information, and allowing for additional info to be added later.  Also falling under this rule would be making information as easy as possible to add through nice features such as flexible formats for entering due dates.  Making the interface nice and intuitive and allowing for things like emailing of tasks all increase the probability that a user will actually take the time to enter a task.

Rule 2: Not every item has a due date, but usually we have an idea of an approximate period in which we want something done.

Let’s look at my todo list, when is the due date for “pack for DC trip”?  Well my flight leaves around 7am on March 3rd, so perhaps 6am?  No I want to be packed the night before probably, so sometime this weekend would be good (perhaps instead of writing this blog post?)  Even harder would be getting a haircut or finish reading the Dalai Lama’s book.  Work tasks often are due within a week or so, but without a specific due date. When I’m back in classes in a week I’ll have more tasks with very specific due dates.

Nearly all of the existing offerings have two options for due dates, a specific day or no due date at all.  But in reality no due date at all might mean “this week” or “whenever I get a chance.”  In my discussions with people I’ve heard two common rebuttals to my claim that this distinction is important.  ” If something should be done this week, just put in the last day of the week” is a fair compromise, although I feel it unnecessarily overloads the meaning of a due date.  Perhaps “whenever I get a chance” is best left without a due date, but I find it is useful to at least set a general goal of when I’d like to finish a book by, if for no other reason as to keep me on track.

Now it’d certainly be nice if someone would come along and improve their todo list to support the concept of fuzzy dates.  Sadly not enough people read this blog for me to believe this is going to magically happen, so I suppose I’m stuck doing it myself.  My design skills are rusty so that part will probably take me a while (any volunteers are of course welcome).  Comments on what makes a todo list worth using or pointers towards a great todo list that’ll make me doing this pointless are of course welcome.

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