What tools do you use to organize your backlog of to-do list?

My org uses Google Suite, and I use Tasks to arrange daily tasks that I need to complete on my calendar. However, I object to Tasks’ side position and lack of a complete screen (unless I am missing something)

There are main task categories and subtasks with checkboxes in a Google spreadsheet that I have, and I have to manually plan them on my calendar (I think there is a way to automate this). It used to be great, but now it’s huge. I enter meeting notes on the other sheets of the same spreadsheet, and all tasks connected to those sheets are subsequently added to the master list of tasks. If we had Confluence, I would have just used that.

All of this seems to work for me, but I was just curious if there might be a more tasteful way to arrange and schedule my own backlog of jobs and subtasks.


I utilize two Trello boards, whose lists correspond to the GTD phases. I utilize Board #1 to direct my everyday activities (next actions, waiting for, etc.). Board #2 serves as my “Someday” dumping ground and is set up as one area of emphasis or project per list. I use it to prevent new inputs from distracting me while I’m using Board #1.


@HeatherKurtz, Cool! I am going to check out Trello boards. Thanks!

BTW What’s GTD??


David Allen’s Getting Things Done.


I really enjoy adding time blocks to my calendar so that, if I get sidetracked, I’m reminded to work on it that day. Stickies and notes are also really useful. I write things down by hand at the beginning of the day and check them off as I finish them, which helps me if I need to review my work later.

Clickup, Trello, and Notion perform admirably on a team level (clickup is my favourite so far). The reason Notion is my second favourite is because it’s really lightweight, tidy, and popular.

Sheets is a great tool for project management since it helps you keep everything incredibly tidy and organized. I only utilize this when I need to inform clients about something, seek their approval, or have that approval documented.


@MarioRomero, I had initially begun by making handwritten lists and crossing things off as I completed them. However, I was having trouble connecting the various jobs.

I mainly use Notion because I truly like it.


I completely understand how it feels to be unable to synchronize the tasks and priorities on many lists. Connecting integration and a coherent picture is really challenging. I could advise creating a flowchart for that kind of planning on Figjam, Miro, or another platform. Utilize that for high-level roadmapping, then deconstruct each event into deliverables or tasks, which you may subsequently translate into task boards. Please let me know if you have any further suggestions; this is just a hunch.


KanbanFlow, the free version. Been using it for years.


I’ll definitely take a look. Thanks!


I’ve been playing around with ClickUp, I like that shows my tasks in calendar view. It’s better than Quick base (Engineering uses that for project management), but I wish it was more lightweight like Todoist

Still looking for the right solution. My three main requirements are

  • Allows for a calendar based view, where I can see all tasks

  • Provides differentiation between different projects, so I can view all tasks for a single project

  • Is lightweight and intuitive, fast / simple to enter tasks


Wow! Pretty much matches my requirements. Will surely look into it. Thanks for suggesting @KaranTrivedi.


I’d like to recommend ClickUp. It is a strong tool that can be applied to just about anything.


Notion is super-flexible. I have database for initiatives and kanban board for tasks.


I like Notion. Would have been nice if there was a way to integrate with Google calendars. I should probably revisit it. I like the database option. Thanks!


With the new API I’m confident there is an integration already.


Check out LoopinHQ

  • Connects meeting notes to your meetings/calendar invite
  • Create tasks from notes
  • Block time on your calendar for tasks

Productboard (backlog and insights) only used by PMs and Jira (tasks) for all departments to be aligned and collaborative up until release


How are you able to use product board + Jira without having redundant data between them? Or data re-entry wasted time?

I have the same system at work and I’m curious about your way.

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Ugh i hated living up to my neck in spreadsheets

We use DragonBoat for everything and I really found myself depending on it to align my company, create visibility, make product decisions, and plan everything.

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