Todoist becomes a work management solution with new features

Doist has released version 800 of the team task management solution, Todoist, effectively moving the tool into the work management category. In particular, Todoist now supports activity ‘logs’ (or ‘streams’), project notes, improved microsyntax for quickly creating tasks, and a reworked notification system user experience.
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Work management is a term that has emerged in recent years as team task management tools were enhanced with various social communication capabilities, principally derived from design motifs that originated in work media (or enterprise social network) tools (like Yammer, IBM Connections, and Jive).
The new activity stream includes recent comments and project notes (although they are named ‘comments’ in the activity stream.
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The new project notes is basically a reuse of the existing model for task comments. This has the benefit of being familiar, but falls short of what I’d like to see since task comments and, now, project notes, are not visible until the icon is clicked, and then they appear in a hover box, covering the task list in the project.
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It would be much better if display of project and task comments was more like the new activity stream. Imagine that I click the comment icon in either case, and instead of the hover window instead the comments would be displayed below the title in a scrollable list. Here’s a mock-up:
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And I would like to see explicit replies, too. A flat series of notes or comments creates all sorts of headaches.
Bottom Line
The most important takeaway is that Todoist has now moved from team task management to being a true work management tool. While there’s a lot still to do with the new features, Todoist’s traditional strengths — ease of use, flexibility in ordering and nesting of tasks and projects, and smart integration with Gmail — are still in place. But now Todoist is gaining important features for workgroup cooperation and coordination.

Problems with email integration for work management tools

I’ve been evaluating a long list of work management tools as part of the research for the Work Management Narrative report (see recent post, Work Management in Theory: Context). One issue that comes up a great deal is the integration with email, which is a common trigger for a user to create a task, as well as a means to communicate with other team members who may not be using the same — or any — work management tools.

This post doesn’t look into how work management tools use email as a way to communicate with team member not using the work management tool: that’s a separate use case. I’m focusing on email as a parallel sort of communication, and one from which a great deal of tasks arise.

There are a number of approaches to email integration, which I will categorize like this:

  • Low or no integration: despite the ubiquity of email, and the obvious need to communicate to the wide, wide world through it (and email’s insatiable hunger to communicate with us, too) some vendors offer little or no support for the realities of email. Not good.
  • Loose integration: some vendors have opted for a loose integration, often through bookmarklets or third-party connection services like Zapier and IFTTT. For example, Azendoo supports a Zapier ‘zap’ where gmails that I star become tasks in a specific project. Subsequently, the user can open Azendoo, and perhaps move the task to another project, add notes, fool with metadata (due dates, assignment, etc.). A bookmarklet — like Wrike‘s — accomplishes more or less the same thing. In either case, the connection is one-way, and the work management tool does not try to ‘handle’ email in a general way: the precipitating email is just a starting point for a task. At present, I think loose integration is the best approach.
  • In-inbox integration: Some solutions — like Todoist (a team task management tool) and Sortd (ditto) — provide a Google Chrome extension so that when you are ‘in’ Gmail you can easily convert an email to a task (and add metadata, etc.) in a window while never leaving the Gmail context. This is a lot smoother than loose integration, especially for people who communicate through email a great deal. Also, clicking on a link back to an email makes it more of a two way solution.
  • In-app email: Some tools aspire to replace the email client’s functionality altogether, basically pulling in all emails and implementing the services that emulate — at least in part — capabilities of email services. It is this last case that I want to zoom into in this post.

I’ve tried at least two solutions in recent weeks that seek to bring email integration in-app: Fleep and ScribblePost. I had an exchange with the CEO of ScribblePost, Alon Novy, about his company’s model of email integration. One outcome was the following post, shared with him through the company’s support system. In that post I suggested a more sophisticated version of in-app email integration:

Alon –

I tried and rejected your competitor Fleep’s attempt to act as a email client.

The hybrid failed for some of the same issues I have with your approach:

1. I might have a number of other plugins or features that operate in the Gmail client that I can’t walk away from, like Google Tabs.

2. If I have to undertake email hygiene in both Gmail and in the work management tool, that is an impossible cost.

3. The design of an email client is distinct from that of a work management tool, and intended to meet a wide range of use cases, not just those related to work management.

My bet is that the best approach will be to have a close coupling, but not a full integration of email in the work management tool, like your SP [ScribblePost]. On the work management side, some emails — those that are starred, or labeled in a specific way — would have a handle created, so that the email can be indirectly referenced and annotated: for example, comments can be added to the handle, or a task can be created as a follow-up to the email that would be attached to link to the email handle.

I think that the email handle is a distinct type or object in the work management space, different from tasks, internal messages, and posts. An email handle is a specific example of a general notion: a handle to reference some info object principally or partially managed outside the work management solution. That could also hold for Twitter or Facebook messages, for example, or Salesforce contacts.

At any rate, SP could implement a set of actions for email handles that fall into two groups:

1. those that represent actions on the handle — like creating or deleting the handle, linking it to a task (as a special sort of attachment), sharing it, adding comments, moving a handle from one project to another, etc. — as opposed to

2. actions on the email linked to the handle — like reply, forward, archive, and so on.

I think such a two-faced approach covers the greatest number of use cases, including unforeseen ones.

You might also benefit from a chrome plugin for Gmail, so that some (or perhaps even all) actions that users might want to perform vis-à-vis the intersection of email and SP could happen ‘in’ Gmail. For example, I might read an email and decide to

1. start tracking this thread in SP,

2. associate one or more tags with the handle, and

3.assign a follow-up task to myself referencing the email along with some notes.

I could then get back to other email, some of which never crosses over into SP.



Note that the info handle concept lines up fairly directly with a platform play, obviously.

I applaud Alon and his team for the innovative ideas they are developing in ScribblePost, and likewise the brilliant design of Fleep, both products which I will be reviewing in the upcoming Narrative. I’m sharing this to stimulate discussion around these ideas, and also (shameless plug) to demonstrate the sort of thinking that animates the report.

Work Management in Theory: Context

This is an excerpt of the upcoming report, Work Management Narrative, in which I will be reviewing around a dozen products, including Asana, Azendoo, Basecamp, Clarizen, Fleep, Flow, Liquid Planner, Mavenlink, Smartsheet, Trello, Work Front, Wrike, Zoho Projects and others.

Work Management in Theory: Context

Work management is a term that has emerged in recent years as task management tools were enhanced with various social communication capabilities, principally derived from design motifs from work media tools. This increase of capabilities — and the resulting overlap of work management capabilities with those of work media tools — means that trying to assess the trends that are prevalent  in work management really require stepping back. Today, there are a wide range of approaches to supporting cooperative work in the workplace, and they have many features in common. So, in many instances, groups or companies evaluating tools for  team cooperation may consider offerings that are very different in their underlying design, and require correspondingly different approaches to their use.

The Lay of the Landscape

Here’s a table that attempts to make sense of a variety of technologies that are used in business to support cooperative work. It is not exhaustive, but I hope it will clarify some of the distinctions between these classes of tools. At the same time, there is a great deal of overlap so some degree of confusion is inevitable.
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Today, there are a wide range of approaches to support cooperative work in the workplace, and they have many features in common. So, in many instances, groups or companies evaluating tools for team cooperation may consider offerings that are very different in their underlying design, and require correspondingly different approaches to their use.The primary distinction here is the degree of emphasis for task-centric versus message-centric tools. Those that we will focus on in this report are task-centric, even though there have to include some fundamental level of social communication to be considered work management tools. So for example, Todoist is a leading team task management tool, widely used in business. However, the tool lacks social communication aside from comments (‘notes’) associated with tasks: Todoist does not support messaging, discussions, activity streams, or ‘call outs’ (also called ‘@mentions’). While tasks can be assigned to others by the task creator, there is no other way that users can reference each other, or ‘talk’. And at the least social level of task management, personal task management tools don’t allow even the most basic level of business-oriented task assignment. As a result, team task management tools are not covered in this report, although Gigaom may develop a report like this one for that market, at some time in the future.
Work management tools share a lot of similarities with various message-centric work technologies. Note that I have divided the message-centric tools into two sorts:

  1. Follow centric — like Yammer, where the primary orientation of messaging is around following of message sources, and messages are primarily displayed in activity streams based on the user choosing who and what to follow.
  2. Chat centric — such as Slack, where the primary orientation of message is around chat rooms, or channels, and messages are principally displayed in those contexts when the user chooses to’ join’ or ‘enter’ them.

Some work media tools provide a degree of  task management, although it may not be the primary focus of the tool. And, as a general case, products like Jive, Yammer, and IBM Connections have little or no native task management, relying instead on integration with third party solutions. Likewise, many leading work chat offerings, like Slack and Hipchat, don’t have native task management, also relying instead on integration with task management tools, like Asana and Jira.
Lastly, the class of tools I refer to as workforce communications (like Lua, Avaamo, Fieldwire, and Sitrion One) have characteristics that are like those of work media and work chat tools, but are principally oriented toward communications management with an increasingly mobile contingent of the out-of-office ‘hard’ workforce, such as construction, retail and restaurant workers, field sales, security, and others.
At the bottom tier of the table in figure 1 are tools that are not principally oriented toward business use, like personal task management (Todoist, and Google Tasks), social media (Facebook, and Twitter), and consumer chat apps (Facebook M, and WhatsApp). This are widely used in business contexts, although they aren’t geared for it. Note however that this doesn’t mean that they couldn’t be recast as team or work oriented tools, like the trajectory of Facebook for Work.
There are other less-closely related work technologies that are also not investigated here, like curation tools, conferencing tools, and so called ‘productivity’ tools (like Microsoft Office 365, Dropbox Paper, and Google Docs/Sheets/Slides). These, again, are candidates for inclusion in another report.

Next week, I will be posting another excerpt from the report.