The Todoist Monthly

All that’s new in the Todoist-verse – May 2025

Hey there! 👋 Denise here from the Todoist team.

When your to-do list becomes a source of stress rather than relief, it’s often because we’re trying to force our brains to process information in ways that don’t align with how we naturally think.

May is Mental Health Awareness Month, and it’s the perfect time to share some task management techniques that work with your brain rather than against it – approaches that have made a real difference for our team (myself included!) and users.

In this issue:

• Quick check-in: Where are you on the stress spectrum?

• 5-minute (or less!) pressure-release techniques that actually work

• Team wellbeing tips (for managers and teammates alike)

• How Jamie’s consultancy found balance with Todoist

Quick stress self-assessment

Let’s do a quick check-in… Answer these three questions to see where you stand on the stress spectrum:

1. When you look at your Todoist, do you feel:

• Organized and in control

• Slightly overwhelmed but managing

• Anxious and defeated

2. When you complete a task, do you:

• Feel satisfied and move to the next one

• Barely notice before worrying about what’s left

• Feel it doesn’t matter because there’s always more

3. At the end of the day, do you:

• Reflect on what you accomplished

• Think mostly about what didn’t get done

• Feel like you’re falling further behind

If your answers trend toward the bottom options, try implementing just ONE technique from this newsletter.

And for even more support, check out Naomi’s bite-sized productivity gems on our YouTube channel. Her “How to combat the never-ending to-do list” was exactly what I needed last month when I was feeling overwhelmed.

8 Todoist quick fixes to reduce daily stress

If your task list feels ready to explode, these eight quick fixes (all less than 5 minutes!) can make a huge difference in how Todoist helps you manage mental load:

1. Do the 3-minute reset

Set a timer for 3 minutes. Open Today and quickly triage your tasks – break overwhelming ones into smaller steps, delete what’s no longer needed, reschedule what’s unrealistic, and assign priorities to your must-dos (try #2: Gonçalo’s P1234 method 👇).

2. Try Gonçalo’s P1234 method

Our CTO’s simple priority system creates instant clarity: assign exactly 1 task as P1 (most important), maximum 2 tasks as P2, maximum 3 tasks as P3, and everything else as P4. Then tackle them in order of importance.

3. Create a “Not Today” label

Add a @Not Today label to tasks you realistically cannot complete today. You can keep them on the list, but without the urgent pressure to tackle them.

4. Create 5-minute micro-tasks for momentum

Break down intimidating tasks into tiny steps that take no more than 5 minutes each. This simple technique builds momentum through quick wins – especially helpful for neurodivergent brains or anyone facing task paralysis.

5. Use task durations more liberally

Even rough estimates help you plan your day more realistically. For example: “Respond to emails today 10am for 30m.” (Task durations are available on all paid plans.)

Reduce mental load by connecting Todoist to your calendar. Seeing your tasks alongside your actual available time helps prevent the stress of overcommitting. Great news from Hugo and the Calendar team: Outlook folks, your calendar integration is just around the corner!

6. Anticipate the unexpected

Random things always crop up – don’t let them derail your day. Create recurring buffer tasks like “Do unexpected stuff every weekday at 4pm for 1h.”

7. Delete ruthlessly

Research shows that seeing tasks we’re not going to do increases anxiety. Try the “one in, one out” method: for every new task, delete an old one. 🗑️

8. Create recurring self-care tasks

Schedule recurring tasks for intentional routines that protect your wellbeing, like “P1 Go for a walk every day at 2pm for 20min” or “P2 Close all work tabs weekdays at 6pm.” Give them the same priority as work tasks – your brain deserves the same attention as your inbox!

Leading teams with wellbeing in mind

If you’re managing a team, try these Todoist techniques to help everyone stay productive without burning out:

1. Create a “Team Wellbeing” project

Set up a shared project with sections for “Blockers,” “Risks,” and “Wins” where team members can celebrate successes and flag issues before they escalate.

2. Implement the Traffic Light check-in

Create an uncompletable task to start each 1:1 meeting with a simple stoplight status update: 🛑=overwhelmed, ⚠️=managing but stressed, ✅=doing well. Use distinct symbols to ensure the system works for everyone regardless of color perception. If you notice a pattern of red (🛑) or yellow (⚠️) responses, it’s time to adjust workloads or provide additional support.

3. Set clear boundaries with deadlines

When pressure mounts, unclear expectations create unnecessary stress. Use deadlines to let your team know exactly what’s urgent versus what’s flexible – a small distinction with big mental health benefits. (Deadlines are available on all paid plans.)

4. Monitor workload with Team Activity

Spot the early warning signs before stress becomes burnout. Use Team Activity to visualize who’s assigned too many tasks, identify bottlenecks, and redistribute work more evenly before teammates reach their breaking point.

Real teams. Real balance.

Jamie Anne Vaughan wears a lot of hats – CEO, professor, parent – and Todoist helps her keep every part of life in sync. What started as a personal productivity lifeline is now the heartbeat of her four-person consultancy.

“We started with chaos and now we have a system that just works.”

In our latest case study, Jamie shares how her team reduced meetings, boosted ownership, and built a rhythm of healthy collaboration using Todoist’s team workspace. See exactly how they did it →

That’s all for May!

I hope this newsletter serves as a reminder that your wellbeing matters just as much as your productivity. 🤗 Even implementing just one of these techniques can create that little bit of breathing room your brain needs.

Until next time, may your tasks be manageable and your mind be clear.