Contains affiliate links

Routine is an app that manages your tasks and your time.

It is based on the famous GTD methodology and houses this in a beautiful desktop app, available on Mac and Windows. There is also a mobile app for iOS.

I haven’t yet managed to find my ideal task and diary management system. Routine is looking like it could help me here, so here are my thoughts after using it for about a week.

My problem

I am chaotic. I’ve got lots going on all the time as I’m the type of person to have 15 projects all about 75% done. I have lots of ideas and I like to write everything down, yet don’t action everything, and I need information in front of me in order to remember to action it. I cannot enforce structure on myself or plan my weeks hour by hour as I never stick to it, so I avoid spending time doing it. But I am a functioning adult in society, I need to have an idea of what I need to do and when in order to meet my obligations and remember to meet my goals…

I recently turned to Todoist again to attempt to do this, and it’s fine, but it lags a little on my devices when I’m making unusually long entries into my system, which I do regularly because the key pillar of my system is putting “information where you need it, when you need it”.

In practice this is having easily accessible, contextual information. I want every piece of information I enter anywhere in my system to be enhanced with information that makes sense in that context, if I need it of course. ‘Buy eggs’ is obvious, ‘build a skincare hub’ might need more information, so I’ll brain dump all the thoughts related to it in the same place I am entering the task. I need my system to support this so I can get this idea out of my mind and pick it up when I want to.

So How is Routine the solution?

Routine says it’s the most advanced calendar, and it is very cool for events. You can integrate calendars, create events from the command bar and then see everything at a glance.

But for me it’s all about the tasks. You can easily brain dump tasks through the same command bar shortcut, accessible from anywhere with control space, or through a widget on my phone.

I can then add context to the task by adding notes, and as many subtasks as needed. It’s all in markdown format too which I am very well versed in which makes the move towards Routine even easier.

I can schedule the tasks if I feel the need using the command bar or the weekly planner view which is actually great, and anything scheduled will also show up in the command bar shortcut (see first screenshot), so if I’m adding a new task, which I do every time I have a brainwave, I am reminded of what I’m supposed to be doing. Very helpful.

Routine takes this further by working with natural language. I didn’t realise this is becoming a need for me, but it is. It just makes sense. It doesn’t seem to work on the mobile app, but it works amazingly on my desktop, which is where I spend a lot of time.

I can see all upcoming tasks. All tasks I’ve completed. Or I can just brain dump into the inbox (hello GTD), for me to process later. I am essentially using this to capture everything. Put it all in one, easily schedule if needed, or archive if not. I’ve only been using it for about a week, but I feel like it’s already clicked.

In a nutshell, I can talk to myself (something I regularly do) and the natural language turns that into tasks with the information I feel I need to action them thanks to the ability to add notes.

It has the potential of replacing apple notes for quick capture in 90% of cases, as for those cases this app essentially allows me to do what I was already doing, but has that extra functionality, without forcing me to use the features.

What I’d like routine to have

• I don’t think there’s a keyboard shortcut for creating a task and opening it to add content. I’m relying on my trackpad less and less now, so if there’s ever a way to do that, I would like to know.

• No natural language on mobile, so anything I add on mobile will need an extra processing step. You can get round this by scheduling something in Todoist with the natural language and then it’ll show up in the calendar, as I have synced the same calendars.

• I’d like the ability to see all tasks, including subtasks in one view.

If these things are clarified or even on the roadmap to be added, I’m happy giving Routine a prolonged trial. This could largely replace Apple Notes, but I’m ok with that, as I feel that Routine’s task management, ease of access and natural language make it a slightly better choice than Apple Notes for my particular use case.

I really thought I’d found my ideal PKM system and then I found Routine. It reminds me that this space is still innovating and coming out with such useful products, and I’m lucky to be able to use them.

I’m still in the testing phase, I will report back on my findings in about a month. Now how do I remember to do that…

You can sign up for the Routine Waitlist here, or send me an email ([email protected]) for an invite!