Todoist for Practice Management

Todoist for Practice Management

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I have been using Todoist (premium) for nearly a year. I am impressed with it. It helps to organise my work and personal life. Further, it is highly adaptable and unlike this site, its philosophy is less is more. It does not overwhelm with information overload.  

As you may know, we moved to Taxcalc recently. We are impressed with TaxCal for tax returns, accounts production, and outstanding customer service. One area, it is not fully there yet is on deadline management (practice management). 

Todoist would work by sharing Projects (folders) with the team. For example, they would be following shared (with the team) folders:

1. Accounts Production ( all clients with recurring annual deadlines). 

2. Self Assessments (recurring deadlines)

3. VAT (recurring deadlines)

4. Marketing - Weekly, quarterly and annual tasks (recurring)

5. One off Work - eg order printer ink, buy stamps, draft engagement letter for client x, chase client for failed Direct debits etc.

Have you used Todoist? What has your experience been like? If you use Taxcalc what software do you use for deadline management?

 

Replies (11)

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Glenn Martin
By Glenn Martin
31st May 2016 10:07

FT do you really need a system to record and remind you to buy stamps and printer ink. Do you not just by some when the ink warning like comes on or when you are low on stamps.

Did you have to put much time into setting this new PM system up?

Thanks (1)
Replying to Glennzy:
paddle steamer
By DJKL
31st May 2016 10:44

Glennzy wrote:

FT do you really need a system to record and remind you to buy stamps and printer ink. Do you not just by some when the ink warning like comes on or when you are low on stamps.

Did you have to put much time into setting this new PM system up?

Re ink/toner the magic system is to buy two at the outset and buy a new one every time you replace one in the machine.

On the plus side you never run out of toner during SA season when reams of paper are consumed in the blink of an eye, on the minus side when the machine does give up the ghost and expires, you are left with toner that is more valuable than a new machine so end up frantically searching for a replacement machine that uses the exact same toner carts.

My tactic to overcome this latter shortcoming is to have more than one of the same machine , currently two virtually identical Brother printers in evidence at home having explained to other half that she can print in any colour she likes, as long as it is black. This approach also has the advantage of cannibalism if the need arises in the future.

Re stamps- what are they again?

Thanks (2)
FT
By FirstTab
31st May 2016 13:48

Hello Glennzy and DJKL,

I finally finished reading Getting Things Done by David Allen. Brilliant concept but the book repeats a lot stuff.

Have a look at this video that shows clearly a key principle of GTD. Write down everything. Get it out of your head.

https://www.youtube.com/watch?v=Xduzwk04l2E

Todoist is ideal for GTD. I started to organise my work and personal life GTD way. It is excellent.

Reading the book is vital to fully understand GTD. I tried reading summaries. That did not work.

Thanks (0)
Replying to FirstTab:
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By Cheshire
31st May 2016 20:10

The problem I have is that I dont even have time to do a 'to do' list, never mind read a book on getting things done. Someone mentioned something similar to me recently though so I thought I would give it a try at ungodly o'clock in the morning when I was up and about with the lists in my head. The site said access was free and gave you all these examples of what you could do via the software, but in reality you could actually only log on and set up your profile for free. Well the marketing blurb didnt lie- access was free. Its a bit like the dating websites - you can sign up and log in for nothing but sod off for anything else, unless you hand over cash and your other assets.

Now Im not a tight wad, well I am a bit, but I do like to try before I buy. No not men - software. I wouldve at least liked a gander round the site without having to shell out lots of wonga.

So in my roundabout way Im asking you a Q - what can you do for free in this Todoist? If I like what I see, I may be prepared to open the moth filled purse.

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Replying to Cheshire:
FT
By FirstTab
31st May 2016 20:41

Hello Cheshire

The free version of Wunderlist is very good. I have used Wunderlist, in the past. I wanted something where design does not distract me. For this Todoist fits me.

Have a go at Wunderlist and use it as your trusted source of tasks management and organise your work and personal life. It will help you a great deal.

Thanks (1)
Replying to FirstTab:
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By Cheshire
01st Jun 2016 00:09

Thank you First Tab - I will give Wunderlist a go. I must remember to be more patient with new things I dont know my way around, so I can give it a fair crack of the whip.

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Replying to FirstTab:
Chris Caspell CTA TEP
By ccaspell
31st May 2016 22:33

I read Getting Things Done about 7 years ago and it changed my life. Yes the book repeats itself but that's for a reason as it repeats the bits you really need to remember. I try to read it again every couple of years as it is so easy to fall off the wagon. If you manage to to 30% of what the books says you will find yourself in a much better place, but do keep at it as it is easy to say 'I don't have time to make a list/keep it up to date' which means you end up dealing with the latest and the loudest...been there; done that.

Have you read the new edition of the book or the original? The new one (published last year I think) reads much better. When David Allen wrote it originally it was pretty much thrown down on the paper. The latest edition is much better constructed.

Once you are happy with the basic principals of GTD try the follow on book "Making it all work" - a book that applies the GTD principal to everyday situations and eventually it will all start to make sense.

I miss my weekly review every now and then and regret it. If you do nothing else make sure you review regularly. It will keep you in control.

Nowadays I keep nothing in my head. If anyone asks me to do something I write it down. If I need anything (such as printer ink) I write it down. Then, when I am out and about I look at my 'errands' list which is effectively my shopping list. It is SO much easier than trying to keep things in your head. As Allen says, the brain is brilliant for working things out but terrible for storing things.

I am a Mac user so I use Omnifocus (both on the Mac and on iOS). It is generally considered the best of the best but it is not cheap. There are plenty of todo lists apps and you just need to find one that suits you and your life style. Don't keep on changing the App (again I have done that over and over again) just find one and stick to it.

Finally, remember the last word in the process - Collect, process, organise, review, DO! Don't spend all your time making the list and categorising...you need to do stuff too. The GTD method is just a technique - if you don't get around to doing stuff it is a waste of time.

Good luck!

Thanks (3)
Replying to ccaspell:
FT
By FirstTab
31st May 2016 23:23

Hello ccaspell, I bought the first edition of GTD and it was on my shelf for years. I then went to look for a Kindle edition and found the 2nd edition. I tried the audio version, the author should have got a someone else to read it. David Allen was not the right person.

I read the second edition in two days. I wish I had read it years ago. It would have helped me a great deal.

As you say, consistent application of GTD is essential. I do action the list, concentrating on the task at hand. GTD is a great way to gain control of one's life.

On software, I am not a Apple user so went for Todoist. It is very good. I have chopped and changed software, blaming it rather than my failure to review my lists. Todoist is very much me. I love its less is more approach. It does not shout you.

I have it on my todoist (recurring) to read the book again every year.

Thanks (1)
By petersaxton
01st Jun 2016 18:17

I get by with Excel for my recurring tasks and Outlook for one offs. I'd like to use Digita Practice Management Trackers but I'd have to spend some time thinking it through.

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Replying to petersaxton:
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By pauljohnston
02nd Jun 2016 12:52

@PeterSaxton - we have spent a lot of time getting Ditial PM set up. Although its not perfect once set up it has saved considerable time.

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Replying to pauljohnston:
By petersaxton
02nd Jun 2016 13:41

Yes, I can imagine. I am alone so it would take me nearly as long as you but without the massive time savings.

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