Complete this checklist over one weekend to migrate from your current system (Google Calendar, scattered notes, etc.) to TickTick.
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Choose your tool (30 min)
- Try TickTick free: ticktick.com
- Try Todoist free: todoist.com
- Make decision, commit to one
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Create account and install (10 min)
- Desktop/web version
- Mobile app (iOS or Android)
- Log in on both
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Create the 5 lists (10 min)
- Inbox
- Work – Client
- Work – Personal
- Personal
- Reading / Planning
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Freeze your calendar (10 min)
- Stop adding tasks to Google Calendar NOW
- Leave only real appointments there
- Don't clean old entries yet (resist the urge)
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Brain dump to Inbox (30-40 min)
- Open Google Calendar and TickTick side-by-side
- Add every task-event to TickTick Inbox
- NO dates, NO priorities, NO organization yet
- Just task names
- Stop when your head feels empty
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Take a break (20 min)
- Seriously, step away
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Single sorting pass (20 min)
- Process Inbox one task at a time
- Ask: "Who is this for?"
- Move to appropriate list (Client/Personal/etc.)
- Goal: Empty Inbox
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Add dates sparingly (20 min)
- Scan Work – Client: Add dates to real deadlines only
- Scan Personal: Add dates to time-sensitive only
- Everything else: Leave undated
- Set up 3-5 recurring tasks (weekly meetings, monthly tasks)
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Upgrade to Premium (5 min)
- TickTick: $27.99/year
- Todoist: $48/year
- Don't waste time with free tier limits
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Mobile setup (15 min)
- Test quick capture (add a dummy task)
- Add widget to home screen
- Set notification preferences (minimal!)
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Create backlog document (20 min)
- Google Doc titled "Exploration Backlog"
- Copy template from Gist
- Fill in sections with aspirational items from TickTick
- Move these items OUT of TickTick into the doc
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Set up monthly review task (10 min)
- Create task: "Monthly backlog review"
- List: Personal
- Due: 1st of next month at 9am
- Repeat: Monthly
- Add link to backlog doc in description
- Copy checklist from template into description
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Prune Someday/Backlog items (30 min)
- Go through Reading / Planning list
- Move aspirational items to backlog doc
- Keep only active learning (courses in progress)
- Target: Under 30 items in this list
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Review all lists (15 min)
- Work – Client: Clean, focused?
- Work – Personal: Actionable?
- Personal: Time-sensitive items dated?
- Reading / Planning: Only active learning?
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Plan Monday morning (15 min)
- Open Today view
- What will show up tomorrow?
- Pick your top 3 tasks for Monday
- Feel ready
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Morning routine (3 min)
- Open TickTick → Today view
- Review what's due today
- Pick 6-8 tasks max
- Start working
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During the day
- Capture new tasks to Inbox immediately
- Don't stop to organize them yet
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End of day (2 min)
- Check off completed tasks
- Quick Inbox sort if 3+ items
- Pat yourself on the back
Daily (5 min total):
- Morning: Check Today, pick tasks
- During: Capture to Inbox
- Evening: Sort Inbox, check off done
DON'T add yet:
- Tags
- Filters
- Smart lists
- Complex hierarchies
Just use the basic system for 7 days.
After 5-7 days of usage, assess:
- Feeling friction? → Add tags (@deep, @light, @errand)
- Want filtered views? → Create 1-2 smart lists
- Need client separation? → Add @client-name tags
Only add what you actually need, not what seems cool.
After 2 weeks, you should have:
✅ Empty Inbox daily ✅ 6-8 tasks completed per day ✅ Clear separation between work contexts ✅ 5 minutes/day on task management (not 30+) ✅ Reduced anxiety about "what am I forgetting?" ✅ Backlog system working (monthly review set up)
If you hit these, the migration worked. Keep going.
"I hit the 99-task limit" → Upgrade to Premium or move more items to backlog doc
"Today view shows 20+ tasks" → You're adding too many dates. Most tasks should be undated.
"I keep forgetting to check TickTick" → Set a daily reminder at your usual work start time
"Everything feels urgent" → Remove dates from flexible tasks. Only real deadlines get dates.
"I want to reorganize everything" → Stop. Use it as-is for 2 weeks first. Then optimize.