To-do lists — digital vs. analog

In order to master productivity, managing tasks effectively is key. Some people use only apps, while others prefer the simplicity of pen and paper. I tried everything during the past years, and this is how I manage my tasks today.

When the App Store launched, the Things app was one of the first to-do apps (if not the first) released, and it quickly gained massive popularity. A few years later, Wunderlist came, and it captured the hearts of many users. Soon after, productivity apps started popping out on the App Store every day. I believe I tried every popular productivity app from that point on. However, none of them have managed to stick with me for work-related tasks.

Digital to-do lists offer flexibility and integration. They allow you to set deadlines and alarms, create recurring tasks, and more. However, after some time, I’ve realized that new features often complicate the process and lead to inefficiency. In most cases, all we really need from to-do apps are checkboxes. Additionally, apps gets hidden behind other windows or minimized, making it easy to get distracted with other stuff and procrastinate.

Pen and paper have their advantages. Many people find that physically writing tasks improve memory retention and provides a sense of accomplishment when crossing items off. However, I’ve discovered that the location and visibility of my tasks while sitting in front of a computer are crucial factors for me. I used a notebook for some time, which I also used for sketching and writing down notes. After some time, I realized that flipping away from the page from where my to-do list is makes it harder to track things down and easier to get distracted. To address this issue, I switched to using a single sheet of paper and keeping it visible at all times. It turned out that this approach is the most effective for me. I then purchased Analog by Ugmonk and adopted their task management system. I must say that, for work-related tasks, it is beating everything I tried before. Of course, paper lists lack certain features such as searchability, automation, reminders, and so on.

For personal tasks like grocery lists, bill payments, and similar, I still use Things. Since these tasks don’t require immediate action and need to be accessible at all times, it makes sense to have them digitally. I set reminders and recurring tasks for these as well.

In Toptal, we track design progress in Jira, so pen and paper can’t replace that. However, it helps me define my daily tasks that don’t strictly involve design but everything related to work, including meetings, reminders for specific tasks, design tasks to focus on, paperwork to complete…

Apparently, there’s no one-size-fits-all solution.If you prioritize automation and accessibility, go with digital. If you prefer a distraction-free approach, the analog method might be more suitable. I’ve found that a hybrid approach works best for me: digital for personal and long-term tasks, and paper for daily and work-related tasks.

Ultimately, the best way is the one that makes you productive and organized. Experiment with both methods and see which workflow fits you best.