Toodledo :: A to-do list to organize your tasks.

I think I have posted something here to the effect that I am looking into the best to do list creator for me, if not here is the short version. I have an iPhone. iPhone doesn’t have a to do list, (I know, crazy right?). iPhone now supports applications. I want the best third-party to do list for me.

There are a number of options out there from the ultra lifestyle changing options like the GTD Model and OmniFocus, to simple to do list apps in the iPhone store that simply make a list on your phone and that is it. I got a number of ideas from people about what they use, but more on that later.

My needs for a to do list fall somewhere in between those extremes. I want a to do list that is synced to the web and is accessible whether I have my phone or not.

Toodlelo: What I like

Right now, I am in week two of using Toodledo almost exclusively. I haven’t bought the paid version which will unlock some extra functionality, but so far its free version does a lot to address my needs.

The list lives on the web which means I have access to my to do list wherever I am as long as there is an Internet connection. Toodledo has a fairly serviceable web app page that makes using it pretty good on the iPhone. It is a little sluggish on the phone, but I suspect that that will be dealt with in firmware updates to the iPhone.

Toodledo allows me to categorize my to do list in folders, contexts, and with tags. All of these are handy because they open up uses for toodledo lists that the creators didn’t even think of. That also means that it is flexible enough to meet the needs of different users.

Here is how I am using the folders, contexts, and tags. I have created a folder for each stakeholder to whom I owe something. In other words, all the jobs that need to get done for Jim (Jim is a fictional character, any similarities to existing Jims is purely coincidental.) goes in a folder called Jim.

I use contexts to establish the where. Everyone has to do lists for work or school and home, and very possibly more. Right now I have two contexts. Work and home, although I see adding more in the very near future. Having contexts allows you to focus on what is important at that time, where you are while back-burnering things that don’t make sense in the current context. In other words, I can’t mow the lawn while I am sitting at my desk at work.

As for the tags, here is where you can really get creative. Last week I was needing to be able to classify whether a job was in process or not. There were some jobs that weren’t going to be finished, but I needed to signify that there was work being done, but were waiting on contingencies. Toodledo didn’t have that function baked in, but then it occurred to me that I could use tags. On all the jobs that were in process, I used the tag ‘in process’, I know, clever right? That way, I could do a search for ‘in progress’ and see all those jobs. Tags open up a whole world of flexibility.

Toodledo has another interesting trick. It allows you to print your to do list and using a pair of scissors and some origami, create a neat little business card sized booklet of your to do list. One section is devoted to all the to dos in your list, and the back is devoted to what it calls the Hotlist. Those are the to dos that are due soon or are rated as very very important. It is a cool trick even if it is a little confusing to fold the booklet the first time. For those of you out there who have an affinity for paper and it flexibility, this is a cool option.

Things I don’t like

I know this is picky, and highly subjective, but I would love for there to be a site redesign. I don’t love the current look of the main site. It gets very cluttered when you have everything open. The site gives you the option of hiding notes, and that helps, but honestly, I need to see those. I wish that the interface had a more cohesive, app-like appearance that wasn’t overly colorful. There are color options, but those don’t address the clutter issue.

This is a small nit-picky issue that isn’t driving me a way from the site, but a slick experience would be a big draw for me.

What’s Next?

Thankfully for me, the user, switching costs are low when it comes to to do lists. I plan on giving Toodledo another couple of weeks and then look at the options again and see if there is something out there that works better. I bet using an online to do list for an entire month will illuminate issues I need to take into account when finding my final to do list choice.

I have started using the new service from Google that allows you to “host” Google Apps on your domain. I started the process of getting it all hooked up on Thursday of this week and so far it has been pretty cool. It was pretty simple. I went to the Google Apps page and signed up. I filled out the online form and that was pretty much it. I had to post some HTML in a specific folder on my site, but doing that was trivially easy. The HTML let Google know with certainty that I was the owner of the domain.

The Killer Apps

Once you have Google Apps set up on your domain,iIt allows you to share a family calendar, or a shared calendar with all those using your domain which, right now, seems like the killer app. Keeping up with all the things your family is up to is a real chore, and having a simple powerful calendar that everyone shares for free is incredibly handy.

I set Megan up with an account, and she immediately filled the calendar up with all our family’s upcoming plans. Super handy.

In addition to a family calendar Google Apps also gives you Google docs. I haven’t found a killer use for this yet, but it allows you to create documents that are available for everyone in your family. I can see where this could be very handy for a business domain, but in the family world, it seems to be fairly limited in usefulness.

If that weren’t enough, it also includes a built in start page based on iGoogle. It lets you set up a personal start page with a ton of different widgets that connect you to the information you need. I don’t use a start page much now that I have started using Google reader to keep up with the news that I am interested in, but I still like it. All the users on your domain that you set up with Google Apps also get a start page of their own.

I was hoping that there would be the option of having a common iGoogle start page that everyone on the domain could use. It could be a great place to communicate, but so far I haven’t found that option if it exists.

My Email Dilemma

It also comes with integrated email which means that my MurDog.com email addresses can go through Google’s Gmail interface which is incredibly handy. Right now however, I can’t get that running. In order for it to work, you have to update the MX records on the DNS server to point towards Google’s mail servers. I know that is pretty technical, but it should be a pretty simple thing if you can get access to it. The Google site has great instructions that make it pretty simple to make the changes.

I have a problem. My hosting service provider, www.thehostgroup.com doesn’t give me access to the MX settings. Or, if it does, I can’t find them. It is enough for me to start thinking about finding better hosting for this site. Having a personal email address that leverages the power of Gmail is an exciting prospect. I have sent a message to my provider in hopes of getting this resolved, but so far I haven’t heard anything from them.

One of the bad parts of having a personal email address that I have to manage is spam. It is a huge problem. I turned off my personal email address years ago because of spam. If I could get this Google apps thing to work then I would have Google’s horsepower behind spam control. It would be a huge help.

If I can’t get the email thing resolved, I might have to look at another provider for my web site hosting.

MurDog.com is just a personal site, and I don’t get any revenue from it so low-cost hosting is a necessity. If I can find a provider that is inexpensive, and allows me to host this WordPress blog I might be interested in switching.

For now, I will wait and see what The Host Group does.

Other than that, it is a pretty cool option from Google that should only get better.

I just found a great little site while looking for places to use my OpenID. It is called Menuism and it allows users to rate their local restaurants. It comes as no surprise that I was the first one in Northwest Arkansas to find the site so took the time to rate AQ Chicken House and Famous Daves.

Obviously, there are myriad restaurants in the area, so if you get a chance, put a review of your favorite restaurant… the life you save may be your own.