We all have a list of things to do, how do you keep a track of what needs to be done? Maybe with a task list?
There are a number of options available, but which one will help you the most?
Questions to ask
First question – Where do you want your task list to be?
Sounds obvious – where you are, but how what does that mean?
You can go from classic option – pad and pen, which you then need to carry with you, to technology.
In terms of the tech – are you Windows or Mac?
Do you want it on your phone, tablet or computer?
Second question – If you’re going the tech route, does it need to synchronise?
We’ve all got a number of devices, some we carry, others we don’t.
Does your list(s) need to be update across all of them?
Let’s be honest, the answer can be no.
But it’s mostly likely to be yes – why have a list that ends up being different, out of date on different devices.
Let’s take a look at some options, starting with the popular companies:
Docs
You can use the classic (electronic version) paper with Google Docs to just write a list.
As Docs is a web-version it is available on a variety of devices and will stay synchronised across them.
While it’s not designed for tasks, it can do the job.
You are able to write a list, use bullets or numbers to organise it.
Synchronise Google Docs
Available on your computer (via a web browser) and mobile devices on a downloadable app.
Keep
Not a specific task list, as it’s for digital notes but can be used as a task list.
- Create a new note and click on the ‘tick box’ option to add a list item.
- Press return to add more options.
- As you complete items click on the green box to mark them off.
Synchronise Google Keep
Available on your computer (via a web browser) and mobile devices on a downloadable app.
Google Tasks
Google’s specific task list, on a web browser appears as a side panel to GMail and Calendar.
Create, organise and complete tasks along side your email and calendar.
Synchronise Google Tasks
Available on your computer (via a web browser) and mobile devices on a downloaded app.
Microsoft
MS Word
If MS Word is your preferred option, use it the same as Google Docs to create and save plain checklists.
A free Microsoft account gives you access to both Word Online and OneDrive – offering the same facilities as Google does.
No additional options to using the full Word Desktop, with the file saved into OneDrive will also allow the document to be synchronised across devices.
Synchronise MS Word
Word Online is available through a web browser and as an app for mobile devices.
Word 365 is desktop only – but available for Mac and PC.
Storing files in OneDrive it’s accessible by either of these versions. OneDrive does have a specific downloadable app, and it’s not necessary to access files.
OneNote
The digital notes program from Microsoft.
It can be used for a standard list of things (the same as MS Word), however it also offers a tag that marks paragraphs as a task.
Once marked as a task, it can checked as complete.
You can also search for tags as well as any text.
Synchronise OneNote
The same as the other options from Microsoft, OneNote is available as a Desktop application (currently OneNote 2016), as an Windows app (OneNote for Win 10 – might be retiring), via a web browser or a downloadable app for your devices.
If the notebook is saved into OneDrive then it can be synchronised across platforms.
However, the desktop OneNote does have the option to store locally, in which case it’s only available on that specific computer.
Outlook Tasks
Possibly most people’s first thought for a task list – the one built into MS Outlook.
Certainly for anyone who uses Outlook at work, it’s their go to option.
The list has tasks (created items) and to-do (flagged emails).
Prioritise, enter start and end dates – organise items how you need.
Once finished mark them complete, they are crossed out and hidden from the standard view.
Synchronise Outlook Tasks
You can access Outlook and it’s information via Outlook.com on any web browser.
Use the Outlook app on any mobile device.
MS To Do
Microsoft’s specific task list.
It’s available separately from MS Outlook.
However, with Outlook.com it has replaced the built-in Task List.
If you’re using Outlook on the desktop, then it will synchronise your tasks as a new list, in the Task section.
- Create Lists
- Add a task
- Add steps, due date or a reminder to a task
- Mark task complete
Synchronise MS To Do
Available through a web browser, on your Desktop in Outlook or an app.
Download to your mobile device (phone or tablet) as an app.
Login with your account to synchronise across all options.
Alternative Task List
Any.do
Simple online application to create tasks and folders.
Has a voice entry feature to create a task.
Available on: web browser, desktop, mobile device
Todoist
You can create, organize and prioritize tasks, create subtasks and dependencies as well as create projects and subprojects.
Available on: mobile device, desktop and web browser
Toodledo
This application focuses heavily on task management and lets you organize your to-dos in the most simple and easiest way. Under each task, you can add multiple sub-tasks, notes, and priority levels, along with other basic information.
Available on: mobile device and web browser
Alternatives that don’t synchronise
As I mentioned maybe you don’t need your list to synchronise over a range of devices.
Have you thought about using the standard notes option on your smart phone?
Apple – Notes
Android – Notes
In my research for this article I found that there are a lot of task list programs available.
Some with specific uses – from personal list management to teams and project management.
Many offer a free level, which for personal use is enough, but also have paid levels for additional premium options (e.g. sharing between teams).
What do you really need in a task list? Find a program that you can use and does what you need.
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