How to Simplify Your Task Management and Avoid Productivity Overwhelm

If your productivity system has more tags, colors, and filters than actual completed tasks, you’re not alone. Many high-achievers fall into the trap of over-organizing—spending so much time perfecting their system that they have no energy left for the real work.

In a recent episode of The Positively Joyful Productivity Show, I spoke with Renske, a behavioral scientist and productivity psychologist, about how she uses Todoist to keep her life and business running smoothly—without drowning in details.

Why Over-Organization Hurts Productivity

We often think the more detailed and customized our system is, the more productive we’ll be. But Renske warns that “over-engineering” your task management can backfire.

• Too many labels and filters create mental clutter
  
  

• Complex systems are harder to maintain long-term
  
  

• More sorting = less doing
  
  

The goal? A tool that supports both minimalism and complexity—but never forces you into either.

The 5-Project Todoist Setup

Renske’s system is proof that simplicity works. She uses Todoist’s free version with just five projects:

1. Focus Tasks – Deep work requiring concentration
   
   

2. Other Tasks – Quick, routine items
   
   

3. Follow-Up – Delegated work or tasks awaiting responses
   
   

4. Later – Ideas and future plans
   
   

5. To Buy – Purchases to consider (with a pause before spending)
   
   

Everything starts in the Inbox—her “catch-all tray” for ideas, tasks, and notes—then gets sorted into the right project a few times a week.

Email Your Tasks Directly to Todoist

One standout feature is Todoist’s unique project-specific email addresses.

• Forward an email to the address linked to your chosen project
  
  

• Edit the subject line to make the task clear and actionable
  
  

• Add due dates right in the subject line (“date tomorrow,” “date Monday”) for automatic scheduling
  
  

This system keeps your inbox for emails only—and your task manager for tasks.

AI in Todoist: Worth It?

Todoist now offers AI features that can:

• Suggest task descriptions
  
  

• Break larger tasks into subtasks
  
  

• Provide checklist templates
  
  

Renske finds these helpful for inspiration, but still in need of refinement—especially for personalized workflows. Her tip: use AI as a creative jumpstart, but don’t skip the human thinking process.

Choosing the Right Productivity Tool

Before jumping on the latest app trend, ask yourself:

• What isn’t working in my current system?
  
  

• What would make it simpler?
  
  

• Which features will I actually use?
  
  

The best productivity tool is the one you commit to—and that reduces, not increases, friction.

🎧 Listen to the full conversation here