Evernote users tell me all the time: “I want to use Evernote for tasks, but I keep bouncing between tools.”
Even with the Evernote Tasks feature set expanding (great leaps were made in 2024 – see highlights below), I hear concerns that it's not as powerful as dedicated third-party task managers. This perceived limitation holds many back from fully adopting Evernote for their task management workflows.
It’s a common struggle — and a good one to reflect on at the start of a new year, when we’re all trying to set goals and get organized.
Here’s the thing: The problem isn’t the task management tool. Evernote Tasks is plenty powerful. The real issue is how we define tasks.
I see it all the time — projects masquerading as tasks. You might write "Organize quarterly finances" on your list and feel stuck when you sit down to tackle it. Why? Because that's not actually a task — it's a project.
The Power of Clear Task Definitions
This observation isn't unique to me — it's actually inspired by productivity expert David Allen's work. In his bestselling book Getting Things Done: The Art of Stress Free Productivity (GTD), Allen makes a distinction that transformed how I think about task management.
He teaches that effective to-do's should be defined as Next Actions for each of your active Projects. His framework makes this crystal clear:
Project: Any outcome requiring more than one step Example: Organize quarterly finances
Next Action: The very next visible, physical step Example: Download monthly expense reports
This understanding is game-changing because it transforms vague objectives into concrete actions. Whether you use GTD or not, this simple principle can dramatically improve how you manage your tasks.
Now that we understand the importance of defining to-do's as next actions — regardless of which task management tool you choose — let's tackle the question of whether Evernote is right for managing your tasks.
Task Management: Choosing Your App
Should you use Evernote Tasks or a specialized task management app like ToDoist, OmniFocus, or Things? The choice isn't universal - and many users are divided on this decision.
Key Decision Factors
Cost: Using Evernote Tasks eliminates the need for additional subscriptions, as you're leveraging an app you already have. Adding a specialized task manager means another subscription cost.
Workflow Integration: Consider whether you prefer managing tasks alongside your project materials in one app, or maintaining clear separation between them in a dedicated task manager.
Learning Curve: Familiarity breeds comfort. If you've used a specific task management app for years, that familiarity has value. Switching tasks apps requires learning new features and adjusting workflows. The benefits easily outweigh the learning curve when you join a community like The Academy which shortens the learning curve and provides the expert support you need to incorporate Evernote tasks into your workflows.
Feature Requirements: Dedicated task managers often provide advanced capabilities like third-party integrations, custom fields, location-based tasks, and complex dependencies. If these features are essential to your workflow, a specialized app might be your better choice.
🧠Academy Members: Hear directly from your fellow members on their task management app of choice and get inspiration on best practices for task management in this facilitated 🗣️ Community Conversation on Task Management.
However, if, like me, you’re defining tasks as next actions, and have typical task needs, Evernote Tasks will work great for you.
Evernote Task Feature Tour
Using Evernote Tasks eliminates the need to switch between separate apps for notes and task management, helping you maintain clarity and control over your to-do's while keeping all project-related information in one place.
As always, the Note is the primary organizational unit of Evernote. Tasks are a specific type of content that lives inside a note (they can’t be unmarried from a note).
You can keep all your tasks together on your default Task note (all accounts have one), or organize tasks on different project notes. You can move a task from one note to another, or manage all your tasks from the Tasks view inside the app. Tasks can be added, deleted, or modified and each task can be assigned several attributes.
Evernote Tasks Attributes:
Title: Reminder – this should be a “next action”, not a project!
Description: Add expanded details about your task independent of the title – new in 2024!
Due Date: When should this task be completed?
Repeat: Set the task to recur at a customizable frequency and interval once completed.
Assignee: Assign tasks to others – even non-Evernote users, or yourself.
Priority rating: Assign a priority of low, medium or high to the task – new in 2024!
Flag icon: See a red visual flag displayed after the task.
🧠Academy Members: Learn about all of Evernote’s task features and get task workflow inspiration in the 🎓Masterclass: Evernote Tasks.
Dedicated Task View – new in 2024! From the navigation bar, you can access, create, view, and update your tasks through a full-screen Tasks view. Find tabs to view your tasks by Notebook, Notes, Priority, or Assignee. And, Evernote offers pre-set filters that display recurring, flagged, completed, or specific priority tasks sorted in the order of your choosing.
Demo of Evernote's Tasks View
Evernote Home Integration: Tasks are featured on Evernote home in two widgets.
Evernote Tasks Widget – View and access your most pressing tasks in a list that is automatically updated as you add and complete tasks.
Evernote Calendar Widget – View and complete tasks right from your calendar. They appear at the top of the day they are due in the Calendar widget (and also in the full Calendar view) – new in 2024!
Demo of Evernote Home Tasks Integration
🧠Academy Members: Craft your ideal Home dashboard by learning about all 10 of Evernote’s Home widget options (Tasks and Calendar widgets included) in the 🎓 Masterclass: Evernote Home Widgets.
Mobile Capture and Customization: Your mobile phone makes it simple to capture and engage with Tasks on the go. Evernote's mobile app offers:
Task Access: Personalize your mobile navigation to show tasks from the bottom of any screen. And optionally set the Tasks view as your launch screen when you open Evernote (the Tasks view is just one of several launch screen options as covered in last week's newsletter) – new in 2024!
Mobile Widgets: Both Android and iOS offer Task creation and access widgets. You can even add them to your lock screen on iOS – new in 2024!
🧠Academy Members: Learn about all of Evernote’s task features and get task workflow inspiration in the 🎓 Masterclass: Evernote Tasks. Plus, find detailed training on how to setup and use all Evernote's phone widgets in the 🎓 Masterclass: Mobile Widgets.
Remember: The key to effective task management isn't finding the perfect tool; it's defining your tasks clearly and committing to a system that aligns with your workflow. Whether you use Evernote Tasks or another app to track your to-do’s, the secret lies in breaking projects into actionable next steps and creating habits that stick.
Getting Started for 2025
As we enter the new year, it's the perfect time to refresh your Evernote workflows. Instead of getting caught up in the search for the "perfect" tool, focus on what really matters: getting things done.
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