The mechanic that wishes to perfect his work must first sharpen his tools.” -Confucius
Whether you’re finalizing a massive team project, planning a more-work-than-expected event,
or keeping track of when your bills are due, you’ve got goals.
The problem is, goals aren’t enough. You need a system
to truly get things done.
That’s where TickTick fits in. TickTick is a powerful to-do & task management app with seamless
cloud synchronization across all your devices. Whether you need to schedule your agenda, make
memos, share shopping lists with family members, or collaborate with your colleagues, TickTick
is always here to help you get stuff done and keep life on track.
In this guide, you’ll learn how to:
- Get things out of your head: Add and complete tasks every day
- Stay on schedule by setting due dates and recurring due dates for your tasks
- Keep track of your tasks using the Inbox, Today, and Next 7 Days views
- Use lists to organize bigger goals
- Focus on the right things by setting task priority levels
- Work together by sharing your tasks and lists
- Add websites as tasks using browser extensions
- Add emails as tasks using forwarding
- Review your progress using the Productivity view
- Customize your TickTick with colorful themes
1. Get things out of your head: Add and complete tasks every day
Start by getting all the tasks you’ve been worrying about off your mind and into TickTick,
so you can focus on just what’s in front of you right now. To add a new task,
simply press n on any platform, type out the task name, and press enter to save it.
As the day goes on, review what you have to do using the Today view in the top left.
Mark tasks as complete by clicking the checkbox to the left of the task.
2. Stay on schedule by setting due dates and recurring due dates for your tasks
To give a task a due date, simply type the date into the task field using natural language.
For example, today, tomorrow, mar 20, or next monday. You can also add a specific time like
mar 20, 9am. TickTick will automatically detect the due date and add it to the task when
you save it.
To more easily visualize your schedule, you can also pick a due date from a calendar. Just
click the task, then click the custom from the date field on the right.
Setting recurring due dates
Some tasks don’t happen just once — taking out the trash, writing a weekly status update,
drafting quarterly reports, etc. Keep track of repeating tasks with recurring due dates.
To set a recurring due date, type the date into the task field using natural language just
like you would for regular due dates. For example, everyday, every friday, every 2 days,
When you complete a recurring task, it will automatically reset to the next occurrence so
you’ll never miss it.
Changing due dates
Plans change (more often than we’d like) and due dates need to be updated.
If you’re in a rush and want to postpone a task by a day or push it to next week, right click
on a task and use the Tomorrow or Next Week shortcuts at the top of the menu.
3. Keep track of your tasks using the Inbox, Today and Next 7 Days views
As you add and schedule more and more tasks, it gets harder to keep things organized and know
what to work on first.
That’s why TickTick organizes your tasks into three useful views in the top left: Inbox,
Today, and Next 7 Days.
Inbox: The default home for new tasks
The Inbox is the catch-all for any new task you add to TickTick that you’re not sure where to
organize. It’s better to get the task out of your head quickly by adding it to the Inbox, then
come back to either complete it right away or reorganize it into a new list for later.
Today: See every task that’s due today across all lists
Not sure what to work on next? Just open your Today view to see every task that has been
scheduled for the day across all your lists. Keep completing tasks one by one, or postpone
them if necessary, until you’ve complete all tasks.
Next 7 Days: See every task due in the next week
Get a bird’s eye view of all the tasks due in the next week using the Next 7 Days view. You’ll
see a day by day breakdown for the week and you can drag and drop tasks between days.
4. Use lists to organize bigger goals
A single task isn’t always enough. If you’re working on a team presentation at work or planning
a multi-stop trip, you’ll need a list to keep track of all the details.
To create a list in TickTick, scroll to the bottom of your list and click Add List Give your
new list a name (maybe with an illustrative emoji ✈️) and choose a color if you want.
You can quicky add a list to a task by typing
When should I use lists? 💡
- Coordinate your work with teammates
- Keep track of a side project
- Create a concrete plan to achieve a goal
- Save things to read or watch later
- Share a to-do list with a loved one
Split bigger tasks into sub-tasks
Don’t be afraid to add smaller tasks to a project. For example, you’ll need plenty of little
steps to take care of a task like “Write a video script”. Add sub-tasks
for every step along the way to completing the bigger task.
Once you’ve been using TickTick for awhile, your lists tends to grow.
First off, try to keep your lists to a minimum. You only have so much time and energy and
the more you can focus, the happier and more productive you’ll be.
But if you need the lists, keep it tidy using folders.
Let’s say you’re starting a new semester at school and you want to keep all of your coursework
in one easy to find place. Create a list for Schoolwork and lists for each course:
Chemistry, Math, English, etc. Then drag and drop the courses underneath the Schoolwork
list to turn them into folder:
You can collapse your folders underneath the parent list to hide them when you don’t need to
see them by clicking on the arrow to the right of the folder name.
5. Focus on the right things by setting task priorities
Ok, now you know what tasks you have to do and when to do them. Now you need to figure out
which tasks to do first.
“If it’s your job to eat a frog, it’s best to do it first thing in the morning. And If it’s
your job to eat two frogs, it’s best to eat the biggest one first.” – Mark Twain
Eating the frog means staring down the hard, important tasks you have to do today and doing
them first. You’ll start your day with some momentum and kill any chance to procrastinate.
In TickTick, mark your most important task with a red color by setting its task priority
to High. Your Today and Next 7 Days views will automatically sort based on priority so your
High priority tasks will always show up at the top. That way you’ll always know which frog
to eat at the start of your day.
TickTick offers four priority levels:
- High (Red) — Must finish.
- Medium (Orange) — Nice to have.
- Low (Yellow) — Finish if there is time available.
- None (White) — Unnecessary. Can postpone, remove due date, or delete.
To set a priority, type “!” into the task field followed by the priority level you want,
e.g., “Eat the frog !High”.
6. Work together by sharing your tasks and lists
Completing tasks gets easier when you don’t have to do all the work yourself. Whether you’re
delegating family errands or coordinating a project with your team, TickTick’s shared lists
keep tasks, due dates, comments, and files organized in a single place that everyone has
To share a list on Web, macOS, or Windows, click three dots on the list you want to collaborate on
and click Share.
Delegate work by assigning tasks to others
You’ve shared your list with everyone, now what? Figure out who’s doing what and assign tasks
To assign a task to someone in a shared list, click on the grey person icon to the right
of a task description pannel (Web, macOS, Windows) and choose a name from the list of everyone
in the list.
In shared list, comments become an essential, collaborative space to discuss task details,
share files, and keep relevant information organized. You can specify who to notify about a
comment by using
@ and they’ll receive it in their notifications.
7. Add websites as tasks using browser extensions
When you’re browsing the web, you don’t always have time to read things right away. Save
things to read (or buy) later by saving web pages as tasks in TickTick with browser extensions
for Chrome and Firefox.
Here’s how it works:
- Download the extension
(you’ll see a TickTick icon in the top right-hand corner of your browser window when it’s installed).
- While browsing the web page you want to add to TickTick, right click and choose Add to
- A new task will be created linking back to the web page. Later, simply click the task
name to revisit the page.
8. Add emails as tasks using forwarding
You can’t respond to every email right away. That’s why your Inbox keeps piling up. But at
some point, you forget to follow up on important emails. Let TickTick help you remember what
needs a response by saving your important emails as tasks by forwarding to TickTick.
Here’s how to set it up:
- Open TickTick on Web.
- Open Settings.
- Click on Calendar & Mail.
- From “Add tasks via email” section copy the email.
- Go back to your email client and forward any email to that address.
- A task will appear in TickTick with the email subject as the task name and the body
of the email in the task’s description.
9. Review your progress using the Productivity view
You’ll see how many tasks you’ve completed this week, how much progress you’ve made towards
your daily and weekly goals and Achievement Scores you’ve earned.
10. Customize your TickTick with colorful themes
Customize your TickTick with colorful themes from Settings > Theme
You now have a complete list of ways to capture and organize your tasks with TickTick, but the
true key to productivity is building a simple and sustainable system you can trust. Keep at
it, and maybe some of these features will become stepping stones that lead you towards your
optimal personal productivity system, whether that’s an all-encompassing workflow or just a
few simple rules to stay organized.
🙏 This post is heavily inspired from The Ultimate Guide to Todoist
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