Why I Use Both Trello and Todoist
Yes, I need two productivity tools. But I use them very differently.
I've been using Todoist for twelve years. Shocking, I know. In the app world, that seems like an incredibly long time to stick with one product.
As a to-do app, Todoist is everything you would want and expect. Yet while Todoist is amazing, it's not my only tool to keep track of my life. I also use Trello.
I've always been of the mindset that I'll use more than one tool to get something done, as long as I don't feel like I'm duplicating my effort. And I have distinct reasons for using both Todoist and Trello. Trello is for the big picture and Todoist for the daily details.
Why use two productivity tools instead of one?
Most people default to picking one app and trying to make it do everything. On paper, that makes sense — fewer subscriptions, fewer places to check, less to manage. But in practice, you end up settling for features that may not be all that great.
Planning and daily execution are two different mental modes. When you're planning, you need to see the big picture: what's coming up this month, which projects are in progress, and where you have capacity. When you're executing, you need to answer a much simpler question: what do I need to get done today?
Trying to do both in one place can cause friction. Your project board gets cluttered with "pick up prescriptions" and "send invoice to Client X." Or your daily task list buries a major project launch under 30 line items. You lose the zoomed-out view, the zoomed-in view, or both.
Anna Burgess Yang
How I set up my two-tool system
The test I use is simple: if I'm not duplicating effort, two tools can work better than one.
I don't enter the same information in both Trello and Todoist. Each tool has its own job. Trello holds my plans. Todoist holds my tasks. They only overlap when I need them to.
Trello is for planning out projects.
I write in a lot of places: my blog, Substack, my newsletter, and tutorials. Plus my various social profiles. Because I'm very consistent with publishing, I plan out my content in Trello.
I have lists for each of my different platforms, and then within the lists, I create cards for writing ideas. Within those cards, I may include links to sources, a quote, or some quick notes to myself.
I can then look at my plan in the Calendar view in Trello. With this "big picture" view, I'll drag cards around to reschedule them if I think something needs to change.
Todoist is for keeping track of the details.
While I like Trello for my overall planning, I also need something to track actual "to-do" items: the day-to-day tasks in my life. I have to invoice clients for my work as a freelance fintech writer. I have recurring tasks related to running our household, like paying bills or even my annual reminder to schedule a checkup with my doctor.
I use Todoist* [affiliate link] to answer the "What do I need to get done today?" question — whether it's for work life or home life. Todoist has a Gmail extension so I can flag an email for follow-up at a later date. I can also use the Ramble feature to dictate a list of "what I need to get done." Ramble uses AI to parse my voice note into distinct tasks.
Todoist also has hands-down the best ability to interpret "human-formatted" due dates, especially for recurring items. Fourth Wednesday or every other Friday or whatever… I can just type it in, and Todoist will figure it out.
Sometimes I use Zapier to integrate the two.
Much as I try to keep them separate, sometimes there is overlap between Trello and Todoist. For example, I host webinars for fellow solopreneurs. The webinar is planned in a project (Trello). Once the webinar is completed, I have a bunch of follow-up tasks I need to do (Todoist)
At the point when I mark the webinar card complete in Trello, Zapier* [affiliate link] works its magic in the background and creates some Todoist tasks for me.
Todoist and Trello also have a direct integration through the Todoist Power Up in Trello. You can create a Todoist task from your Trello cards with a single click. That might work for a one-off situation, but I prefer the automation (and creating multiple tasks) that Zapier provides.
The analog middle layer: my paper calendar
Even with both Trello and Todoist, I still have a paper calendar.
The paper calendar is only a monthly view. I'll add some freelance work that is due every month, even if I haven't gotten the specifics yet from my client. Once I have the project in hand, I add it to Trello.
The paper calendar is a"future view" that shows me if I am getting overloaded. I know which days I have the bandwidth to take on more work. If those "slots" get filled up on my paper calendar, I can't take on anything else.
Anna Burgess Yang
Common things to watch for with a multi-tool system
- Letting tools overlap too much: If you're tracking the same thing in both places, something needs to change
- Overcomplicating the setup: You can use features like color-coded labels, but only do this if it's helpful, not busywork.
- Switching tools too often: If you're trying something new, give it time before deciding it doesn't work.
- Avoid shiny object syndrome: Don't try the latest, greatest tool, thinking it will solve your problems.
Setting up your own system
Obviously, everyone's system will be different. What I've found over the years is that I really need a zoomed-in view and a zoomed-out view.
There are some project management tools that can give you both. However, I like the mental separation of projects and tasks in separate tools. They're two different things to tackle in my day.
The real skill is knowing what kind of visibility you need and choosing tools that match.
Learn the best apps and tools solopreneurs use to take their businesses — and productivity — to the next level.
FAQs
Can you use Trello and Todoist together?
Yes. Trello works well for big-picture planning (like a content calendar or project pipeline), while Todoist handles daily tasks and recurring to-dos. You can connect them with Zapier or Trello's Todoist Power-Up if you have information that needs to be stored in both.
What's the difference between a project management tool and a task management tool?
A project management tool helps you track the overall progress of larger initiatives. Think phases, timelines, and deliverables. A task management tool helps you track individual action items and due dates. Some tools try to do both, but most are better at one than the other.
Do solopreneurs need more than one productivity tool?
Not necessarily. If one tool covers both your planning and daily execution needs without feeling clunky, stick with it. But if you find yourself losing track of either the big picture or the daily details, splitting them into two tools can make both views clearer.
Is Todoist or Trello better for freelancers?
It depends on what you need most. Todoist is better for managing a running list of daily tasks, recurring reminders, and quick-capture items. Trello is better for visualizing project stages, planning content across platforms, and seeing your workload at a glance. Many freelancers benefit from using both.
How do you avoid duplicating work across multiple tools?
Give each tool a clear job. If your project management tool tracks what you're working on and your task management tool tracks what you need to do today, there's very little overlap. The only time information should flow between them is through intentional automation, like a Zapier integration.
