Everybody’s talking about Things 3. Now that I’m on the bandwagon, here is my take on what makes it presently the best task manager for macOS and iOS — for me at least. Inevitably this mean comparison with what I turned over along the way. Running pathological optimism means I’ve tried them all, but Todoist got left behind this time round. I’m not here to run that app down, it remains excellent for many reasons — maybe even better in ways that don’t matter to my workflow. But, should you be wondering, is Things 3 better than Todoist, perhaps this will be useful.
Todoist or not Todoist
I‘ve only been using Things 3 for a few months. In truth, I’m generally suspicious of trends, so I tried to avoid it while I still had good reason to. Even if I’m only making excuses, I need more than new and shiny. Thankfully, a genuine reason presented itself when my Todoist subscription was up for renewal. The cost of renewing that sub wasn’t much less than buying the Things 3 suite outright. Between the annually recurrent cost, and various Todoist annoyances, it was worth kicking the tyres. As it turned out, a trial on macOS convinced me to jump.
Initially there were two features I missed from Todoist. I’m over them both already. First, the API allowed me to use Zapier, and/or IFTTT for various automations. Second is the natural language parsing for task entry. At least I missed that until I realised it’s either a bonhomie for laziness, or an easy way to fill up a task list with lots of nonsense you’ll never do. Never mind that with a keyboard the difference in keystrokes is minimal. I’m not saying I wouldn’t like to see better natural language support added to Things 3 — it does include some basic date parsing abilities — but it doesn’t come close to being the show stopper I thought it might. If anything, the relative slowdown — minimal as it is — helps add a little more deliberation into the process.
To the first point, with native automation Cultured Code has made significant inroads to mitigate some of the abilities lost by not having an API. By all accounts, the recent addition of a deep, and flexible URL scheme is just the beginning, with other innovations on the way.I would argue that inter-app automation is not just as useful, but in some ways more relevant. The automation I used most would automatically copy editorial tasks to Trello. I was able to create an analogue of that on iOS, using Workflow. Anyone who complains about the ‘extra step’ of pushing a button could look out the window once in a while.
Native inter-app automation breaks dependence on the web. In the process it cuts back the surface area of data-sharing with third-parties. More than that, there is an immediacy to working locally that allows for sharing rich data. Being able to delineate notes, mind maps, or outlines into actions opens up all kinds of possibility for continuity. Particularly for a writing workflow. This makes a lot of sense for academic work, research, and writing. Or for any other kind of work that includes creative planning.
It’s true the barrier to entry for URL based automation is a little higher than web automation. It’s not that it’s difficult to grasp, more that building the links themselves can be tedious. Cultured Code appear wise to this, having created a link building tool on their website. With nothing left to miss, one can enjoy all the benefits delivered by clever design choices, and opinionated simplicity. Ironically, my biggest concern over both those features was the possibility for double handling and time wasting. And yet, Things 3 is both an app I would rather spend time using, and one I don’t have to.
While these new automation features are getting all the attention right now, it’s a couple of subtle, but significant design choices that make Things 3 so effective. I found the flexibility of Todoist equal parts powerful and beguiling. Getting the most from it requires one to configure projects, labels, and priorities to facilitate query filters built around those different pieces of metadata. If you get it right you can contextualise your workload with extremely specific queries. This is a major strength if you need that kind of detail, however, with so much configuring, and fiddling to get it right, it can also be a headache. I never felt like I had it configured very well, so the temptation to reconfigure always hovered.
Things 3 is completely different. I'm not going to run through all of its features, there are better places for that. For my money, what makes Things 3 worth recommending is a couple of subtleties that mean I spend less time managing my task list.
The first touch is indicative of the user experience in general. The way Things 3 handles the inbox. Processing is simple, a task only requires one touch for removal from view. If all you ever want to do is put due dates on your tasks, Things 3 will consider them processed and essentially remove them from view, until the day they require actioning. If you’re wired to slowly disintegrate when faced with growing clutter, this is priceless. Most task mangers have some kind of filtered view to show you only the tasks you need to see, but they all require a lot more interaction. Things 3 is designed to cut back on over-processing by making it extremely simple to get a hold on what needs doing. In that way it’s the opposite of Todoist, but that doesn’t mean it is without flexibility.
The emphasis in the Things 3 user experience is on aesthetics. As a method for task management, it leans on visual organisation. Elements like headings, tags, and manual ordering, can be employed in the myriad ways. They can even constitute productivity systems favoured by nerds. On the flipside, Things offers enough customisation to avoid forcing users into an inflexible, or totalising system. Configuration requires little fuss if simplicity is your thing. Or, the various organisational delimiters apply to whatever bespoke version of getting things done you run with.
With this app being written about so much, I might surprised to have hardly seen security mentioned, if it weren’t for the fact this is an area that very little light is shined on in general with task managers. Given I was using Todoist, it would be a little rich to take Things 3 to task over security holes. I would argue that Todoist does the minimum required for data security; they could do more. While the mec