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list management project softwareDo you find most project management tools try to do too much while regular to-do lists don’t quite cut it? Don’t you wish there was something in between? Something with a simple list format and tasks you can check off, but with an easy way of managing the whole project? Well, now there is!

WorkFlowy has the nifty ability of looking and acting much like a regular to-do list, while secretly behaving more like a project management tool or a mind-mapper. It really needs to be seen to be believed “” and then you’ll never want to use anything else for your projects!

Getting Started

Sign-up is really quick and takes you straight to a help page with a demo and shortcuts. Not that you need to learn all of the shortcuts, since it can all be done using mouse clicks. Do watch the “How to Use WorkFlowy” video though as it really shows you the bulk of what you need to know.

Basically, Workflowy is lists, lists and more lists. But, because of some really simple design choices, you can display or hide whatever you need to in order to get your tasks completed.

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If you’re like me, you’ll really want to know two very important shortcuts to indent and decrease the indent. It’s easy: simply press Tab to indent and Shift-Tab to go back. So, you can easily create tasks in a sub-list using a Tab. To start a new list, press Shift-Tab.

list management project software

If you prefer to use a mouse, just look on the left of any given task for a list of options. Or, look to the right of the task for the option to relocate it somewhere else by dragging it.

list management software

Instinctively, you’re able to write things out as if it’s a normal text editor. But, because you can collapse, expand and drill down into menus it makes things much easier to keep track of later. You can also drag tasks or lists elsewhere and WorkFlowy will automatically nest them for you. If you mark something as completed, WorkFlowy won’t complete the sub-tasks. However, when you view the list with completed tasks hidden, the sub-tasks will be hidden from view.

list management software

Notes

Just when you thought WorkFlowy was everything you dreamed of, it turns out there’s another awesome feature for your lists: Notes.

Every single item on all your lists is able to have a note added to it. Click on the left of your task and choose “Add Note” from the options. This lets you add a little more detail to every point on the list for your future reference.
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What Could You Use WorkFlowy For?

You could use WorkFlowy for just about anything, really. As long as you’re organised enough to keep things nested appropriately, WorkFlowy could expand to suit you. I tested up to 25 sub-lists deep and the only problem I found was that I hit the edge of the page. This wouldn’t even be a problem in a drilled-down view.

Specific uses I can think of would include:

  • Project Management.
  • Planning Events.
  • Keep track of your goals.
  • Brainstorm.
  • Write your bucket list.
  • Plan a holiday.
  • Write a birthday present list.
  • Whatever you want!

WorkFlowy Backup

WorkFlowy has also made it really easy to back up your data. If you do to the bottom of the screen, you’ll see an “Export All Lists” link. This lets you take your data elsewhere as formatted or plain text. Very handy!

list management project software

Smartphone Apps

WorkFlowy is currently working on iPhone, iPad and Android apps, so your brain-storming and project management will only get easier and more portable with time. This can only be a good thing!

Alternatives to WorkFlowy

The idea of list-making Explore Weird & Wonderful Lists At Snagsta Explore Weird & Wonderful Lists At Snagsta Read More , task management to-do lists 5 Clever Ways To Use Remember The Milk Lists & Tags 5 Clever Ways To Use Remember The Milk Lists & Tags Read More , mind-mapping How To Use Mind-Mapping Software To Organize Your New Year Resolutions How To Use Mind-Mapping Software To Organize Your New Year Resolutions Read More , project management Scrumy - Finally, A Truly Simple Project Management App for Groups Scrumy - Finally, A Truly Simple Project Management App for Groups Read More and the like is nothing new. In other words, WorkFlowy have plenty of competition and that will never cease. But, on the other hand no-one is quite like WorkFlowy.

WorkFlowy is simple, quick, expandable and easily exportable. You can also use it to mind-map or to project-manage your whole life. Not many other alternatives can rise to all that!

Have you tried WorkFlowy? What do you use it for? Let us know in the comments!

  1. christine
    January 27, 2011 at 5:11 am

    I have been using workflowy for over a month to help with project & task management. For a Daily todo list I use teuxdeux.com. The combination is awesome in getting things done! That and Integrated Gmail to keep them all in one place with your google calendar, voice, contacts & mail are in my opinion essential "free" tools for entrepreneurs, web workers and small business owners! I searched countless hours for tools to help with information overload in my browser and I appreciate the writes are makeuseof.com and others for your recommendations! Hopefully this helps others! Ciao*

  2. christine
    January 27, 2011 at 6:11 am

    I have been using workflowy for over a month to help with project & task management. For a Daily todo list I use teuxdeux.com. The combination is awesome in getting things done! That and Integrated Gmail to keep them all in one place with your google calendar, voice, contacts & mail are in my opinion essential "free" tools for entrepreneurs, web workers and small business owners! I searched countless hours for tools to help with information overload in my browser and I appreciate the writes are makeuseof.com and others for your recommendations! Hopefully this helps others! Ciao*

  3. Aibek
    January 10, 2011 at 6:52 am

    pretty cool app Angela, going to give it a try.

    • Angela Alcorn
      January 10, 2011 at 9:58 pm

      It's unbelievably elegant. You'll love it. :)

  4. Mike Turitzin
    January 9, 2011 at 2:22 am

    This is Mike, one of the creators of WorkFlowy. Awesome, very detailed review - thanks! Looks like you really get what we're doing here. I'm personally organizing everything in my life with WorkFlowy, and my master list has thousands of items right now.

    • Angela Alcorn
      January 9, 2011 at 7:34 am

      Glad you liked the article. As you can see I'm pretty stoked with Workflowy. It's awesome - Thankyou so much for making it!

  5. Mike Turitzin
    January 9, 2011 at 3:22 am

    This is Mike, one of the creators of WorkFlowy. Awesome, very detailed review - thanks! Looks like you really get what we're doing here. I'm personally organizing everything in my life with WorkFlowy, and my master list has thousands of items right now.

  6. Lfhenry
    January 8, 2011 at 7:20 pm

    I've been using Workflowy for about a month and it is perfect for my needs. NO ramp up to figure out how to use it; thus immediately you can begin organizing your overflowing brain without worrying about putting things in the "right place." The note feature is the icing on the cake. I'm using it for URLs and filenames associated with the list items.

    • Angela Alcorn
      January 9, 2011 at 7:33 am

      Sounds like an ideal way to use notes. I also like to link to the documents it relates to eg. Something I'm working on in Google docs.

  7. Angela Alcorn
    January 8, 2011 at 10:48 am

    Don't stress - you didn't come across as that at all. :)

    Oh definitely. Omnifocus is overkill for most people's projects. It's so nice to have choices of apps that do just the important stuff.

  8. jsamlarose
    January 8, 2011 at 10:36 am

    Ah - fair point. Apologies if my comment came across with an air of "my way is the best/only way..."!! It's actually really interesting to see these niche of apps developing - reasonably simple on the surface, but with enough flexibility to provide robust solutions for management of tasks and projects (moving beyond the heavyweight apps like Omnifocus and Things)...

    Though there's common ground between Workflowy and TaskPaper (the 'minimal' interface, the concept of managing tasks, notes and projects all in a single file/page) Workflowy is a pretty elegant tool in its own right. Curious to see how soon an iOS app will be available.

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    January 8, 2011 at 2:57 am

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  10. Anonymous
    January 8, 2011 at 1:24 am

    Throwing in a mention for TaskPaper here. And it has to be said, Google Tasks is also pretty useful in the list/todo arena. I run it as a menu bar item (OS X) and an iPhone app - it's free, syncs beautifully, and does everything I need...

    • Angela Alcorn
      January 8, 2011 at 9:09 am

      Thanks for the mentions. Normally, I use RememberTheMilk for To-Do lists. But I found Workflowy to be something more project-style, really. But, I guess that all depends on what you want. :)

      • Anonymous
        January 8, 2011 at 9:36 am

        Ah - fair point. Apologies if my comment came across with an air of "my way is the best/only way..."!! It's actually really interesting to see these niche of apps developing - reasonably simple on the surface, but with enough flexibility to provide robust solutions for management of tasks and projects (moving beyond the heavyweight apps like Omnifocus and Things)...

        Though there's common ground between Workflowy and TaskPaper (the 'minimal' interface, the concept of managing tasks, notes and projects all in a single file/page) Workflowy is a pretty elegant tool in its own right. Curious to see how soon an iOS app will be available.

        • Angela Alcorn
          January 8, 2011 at 9:48 am

          Don't stress - you didn't come across as that at all. :)

          Oh definitely. Omnifocus is overkill for most people's projects. It's so nice to have choices of apps that do just the important stuff.

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