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Reclaim.ai Blog

Productivity tips, calendar hacks, & product updates from the Reclaim team.

How to Add Todoist Tasks to Google Calendar
February 24, 2022

Todoist is a popular task manager app that helps over 5 million global users digitally keep track of their to-dos, upleveling from their traditional pen-to-paper notes. With convenient features like organizing tasks by priority, recurring tasks, setting reminders and subtasks, and sharing projects with collaborators, Todoist has become a staple in many busy people’s organizational toolkits. But if you are a Todoist user (or work on a Todoist team) you’ve probably encountered the problem of having more tasks than time, and struggle to fit it all into your busy calendar before it’s due.

96% of people say their lives are better with to-do lists, but there’s a big gap between knowing what tasks you have to complete, and actually finding time to get them done. Nearly two-thirds of professionals use to-do lists, but only 53.5% of planned tasks are completed every week! That is in part because to-do lists, while great for organizing all the things you have to do (and fun to check off), don’t offer much in the form of an action plan. This is where calendar time blocking comes in to help you actually make time for the things that matter.

In this post, we’re going to show you how to automatically schedule your Todoist tasks in Google Calendar via Reclaim.ai, so you can defend time for your most important to-dos and create a better plan for your busy workweek.

What are the benefits of scheduling Todoist tasks in Google Calendar?

Todoist offers an effective way to visualize your task list and projects, and see an overview of the things that you need to get done. Now comes the challenge of finding the time to do it all! With new Todoist tasks getting tacked onto your projects every day, and low-reward to-dos often getting pushed into the next week, it’s easy to find yourself feeling burnt out, spread thin, and facing errand paralysis for your other responsibilities outside of work. 

Here are some key task management stats from Todoist users:

  • Non-managers Todoist users average 4.1 hours/day on task work (20.7 hours/week)
  • But only 2.2 hours/day on productive task work, and 1.9 hours/day on unproductive tasks
  • Todoist users complete 57.5% of planned tasks each week vs. 53.5% industry average.
  • 27.5% of managers using Todoist average more than 4 hours/day on task work.
  • On average across Todoist users, managers spend 3.8 hours/week assigning, prioritizing, and reprioritizing work for their team.
  • Managers using Todoist want to defend 9.2 additional hours/week for each member of their team to focus on task work.

Calendar time blocking is the habit of planning out your days into blocks of dedicated time to work on individual tasks and routines. This goes beyond just scheduling your meetings and appointments, but creating focus time blocks to work on your bigger projects and tasks, or schedule recurring Habits like eating lunch or going to the gym. Putting everything on your calendar allows you to defend real time for your priorities without getting distracted by daily interruptions and overrun by the constant stream of new to-dos.

Here are top benefits of integrating your Todoist task lists in Google Calendar: 

  • Save time planning out your week
  • Defend time to get your tasks done
  • Reduce decision paralysis with prioritized auto-scheduling
  • Get work done ahead of your due dates
  • Prevent your schedule from being overrun by unnecessary meetings
  • Say “no” to more things you don’t have time for
  • Reduce time wasted from context switching
  • Improve your estimation planning for different tasks 

So, if you already love the Todoist app, but are ready to make your task workflow even more efficient by integrating your to-do lists with your calendar – read on to learn how to connect your Todoist account with Google Calendar to better plan your time, and get more accomplished every week.

How to connect Todoist & Google Calendar

Let’s walk through how to set up the Todoist Google Calendar integration via Reclaim.ai. If you’re new to Reclaim, it’s a smart time blocking tool for your calendar that automatically finds the best time for your tasks, routines, 1:1 meetings, breaks, and more, to maximize your availability through intelligent, flexible scheduling. Once connected, the integration will automatically sync items added in Todoist with a due date to your Reclaim Tasks list, and auto-schedule them in Google Calendar per your preferences and availability. 

Here is the step-by-step guide to connecting your Todoist account with Google Calendar:

  1. Sign up at Reclaim.ai (if you haven’t already).
  2. Connect Todoist in Reclaim: Enable the Todoist integration at Settings > Integrations in Reclaim.
  3. Set your scheduling method: Select which projects you want to auto-schedule, and your preferred scheduling method. You can either manually schedule only tasks that you tag with a “reclaim” label, or automatically schedule all tasks under a connected project in Todoist. Note that Reclaim will only schedule Todoist tasks with a due date.
  4. Schedule your tasks: Reclaim will now automatically schedule time for your Todoist tasks before their due date based on your default task duration settings. If you need more or less time for a task, just add a custom time estimate in the title or description of your Todoist task in square brackets, like [45m]  for 45-minutes or [2h] for 2 hours. You can also manually edit the task anytime in Reclaim, and easily add, reduce, or break up time blocks for any of your scheduled to-dos.
  5. Invite your team: Invite your team so they can integrate their Todoist projects with their calendar, assign tasks to coworkers, and get more done every week.

Check out the Todoist Integration Overview help doc for more information on setting up and managing your integration. 

Get more done

And that’s how you integrate your Todoist tasks to Google Calendar! Approach every day’s to-do list with confidence, knowing that you can automatically defend time to get your tasks and projects done, by priority, within your actual availability (and still enjoy crossing them off!).

We hope this walkthrough helps you build an amazing Todoist calendar that brings even more value from this powerful app, and improves you and your team's to-doing every week. Tweet us at @reclaimai to let us know how the Todoist integration is working for you, or if you have any questions about getting set up.


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Using Slack ‘Scheduled Send’ + Reclaim.ai to Schedule Messages

Slack released a much-anticipated feature in June of 2021: scheduled sends for Slack messages. This, paired with some awesome Status syncing capabilities from Reclaim, can help you become a rockstar Slack communicator and role model for your team.
Calendar Heroes: Michele Wiedemer, Manager of Customer Education at Snyk
August 9, 2021

Calendar Heroes: Michele Wiedemer, Manager of Customer Education at Snyk

Michele Wiedemer at Synk shares how she balances priorities while developing the education training program for security champions and developers at the open source security platform.
Best Time to Exercise? Morning, Afternoon or Whenever
August 4, 2021

Best Time to Exercise? Morning, Afternoon or Whenever

Exercising for as little as 15 minutes a day can increase your lifespan by as much as 3 years, and you’ll sleep better and feel less stressed too. Here's how to optimize your workouts for the best time of day.
Make Time to Read: 5 Practical Tips for Busy People
July 28, 2021

Make Time to Read: 5 Practical Tips for Busy People

Reading has amazing benefits, and 35% of people want to do it more. It increases verbal intelligence, makes you a better leader, reduces stress, and fends off Alzheimer’s. Here are 5 tips to try out.
Calendar Heroes: Rohini Pandhi, Product @ Square
July 26, 2021

Calendar Heroes: Rohini Pandhi, Product @ Square

Rohini Pandhi, a Product Lead at Square, shares her style, tools and methodologies for balancing priorities while leading the product efforts for one of the top digital payment companies in the world.
15 Best Slack Apps for the Future of Work
July 22, 2021

15 Best Slack Apps for the Future of Work

Check out the top 15 Slack apps productive teams are using today to build and support the future of work at their organization across calendar management, project management, status updates, HR and team building.
Calendar Heroes: Q&A with Connor MacDonald, CMO at The Ridge
July 19, 2021

Calendar Heroes: Q&A with Connor MacDonald, CMO at The Ridge

Connor MacDonald at The Ridge shares his style, tools and methodologies for balancing priorities while leading the marketing vision for the brand that brought the world the first RFID-blocking wallet.
Clockwise vs. Reclaim.ai: 8 Key Differences in these Smart Calendar Tools
July 7, 2021

Clockwise vs. Reclaim.ai: 8 Key Differences in these Smart Calendar Tools

We get asked almost every day: what's the difference between Reclaim.ai and Clockwise? While we're both in the smart calendar space, there are some key differences to consider.
Naming Calendar Events: 5 Calendar Etiquette Tips
July 2, 2021

Naming Calendar Events: 5 Calendar Etiquette Tips

Need to create better calendar event titles to communicate context to your invitees, colleagues and incoming schedulers? Calendar communication starts with the first thing people see: the event title.
Lunch Breaks: 5 Ways to Improve Your Productivity
June 22, 2021

Lunch Breaks: 5 Ways to Improve Your Productivity

Want to improve your quality of work, energy level, and creativity? In this article, learn 5 ways in which taking a lunch will actually boost your productivity.
Effective Meetings vs. Pointless Meetings: How to Tell the Difference & Prioritize Your Own Time
June 17, 2021

Effective Meetings vs. Pointless Meetings: How to Tell the Difference & Prioritize Your Own Time

Learn the 5 key differences between effective vs. pointless meetings, and 3 tips to avoid unnecessary meetings getting booked on your calendar.
3 Ways to Find Work-Life Balance in the New Normal
June 10, 2021

3 Ways to Find Work-Life Balance in the New Normal

You want work-life balance, but work and life can't separate into equal halves. Forget balance, here are three ways to make work-life harmony a reality.
Reclaim just raised $4.8M in seed funding! 🎉
May 26, 2021

Reclaim just raised $4.8M in seed funding! 🎉

We're excited to announce that Reclaim has raised $4.8M in seed funding led by Index Ventures. Here's what comes next.
Pareto Principle: Using the 80/20 Rule for Priority Management
May 25, 2021

Pareto Principle: Using the 80/20 Rule for Priority Management

How to use the Pareto Principle 80/20 rule to block time for your priorities.
3 Single-Tasking Tips to Improve Your Focus
April 28, 2021

3 Single-Tasking Tips to Improve Your Focus

While you may think multitasking is a skill you can master, only 2.5% of people can do it effectively. Your brain performs best when “single-tasking”, focusing on only one thing at a time.
How to Create a Smart Calendar
April 22, 2021

How to Create a Smart Calendar

A smart calendar can help you simplify calendar management and boost productivity. Here's how to create a smart calendar so you can take control of your busy schedule.
Time Management Advice - Top 3 Problems & How to Solve Them
April 9, 2021

Time Management Advice - Top 3 Problems & How to Solve Them

Most time management advice is out of touch with reality. Here are the top 3 problems with it and how to solve them.
Announcing the Planner Beta: a New Way to Manage Your Workweek
April 5, 2021

Announcing the Planner Beta: a New Way to Manage Your Workweek

We're excited to announce that Planner is now available in public beta for all Reclaim users. Planner lets you prioritize and schedule all your Tasks and Habits exactly the way you want, every week.
4 Time Blocking Planner Approaches to Squeeze More From Busy Schedules
March 25, 2021

4 Time Blocking Planner Approaches to Squeeze More From Busy Schedules

Time blocking is the habit of mindfully scheduling daily and weekly tasks to get everything done as efficiently as possible. A time blocking planner is used to organize your new, efficient schedule.
Context Switching Is Destroying Your Workday: Here's How to Fix It
March 16, 2021

Context Switching Is Destroying Your Workday: Here's How to Fix It

How do you stop context switching from eating into your productive time? We look at tactics to help you reduce task switching and improve your concentration at work.
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