Todoist Review: A Project Manager’s Secret Weapon for Work & PMI Exam Prep

Juggling career demands as a project manager while studying for the PMI certification exam can feel like spinning plates—one wrong move and everything crashes. The pressure to deliver at work while managing strict study targets makes time and attention your most valuable assets.

Finding a single app that can bring structure to both professional projects and PMI certification prep isn’t easy. Many apps handle one or the other, but few truly help manage both. Todoist claims to do just that, blending daily work management with personal productivity for those wearing double hats. This review cuts through the hype and explores if Todoist helps project managers keep their priorities straight while pushing toward PMI certification.

How Todoist Supports Work and PMI certifications Study Balance

Todoist shines as a flexible organizational tool, letting users divide and conquer. You can set up completely separate projects for work and PMI exam prep, so nothing falls through the cracks. Switching between these roles takes just a tap or swipe on your phone or computer.

Create a project called “Work” for day-to-day job tasks, then another called “PMI Exam Prep.” Color coding makes it easy to spot which task belongs to which role. You can set due dates that match both deadlines for work deliverables and study milestones.

The app’s notification system is a real lifesaver. It pings reminders for meetings at work and flashcard sessions at night, keeping your to-do list at hand, wherever you are. Labels and filters add another layer of focus, letting you, for instance, see only today’s must-do work items or upcoming PMI practice quizzes.

Task Management Essentials: Lists, Boards, and Prioritization

Todoist’s heart lies in its ultra-simple task lists. Every task can turn into a checklist with subtasks, making it easy to break big goals into smaller wins.

But lists are only part of the story. Kanban boards help visualize project flow—think of sticky notes moving across columns from “To Do” to “Done.” These boards are perfect for seeing the big picture of a work sprint or mapping out chapters in the PMI study guide.

Priority tagging (1-4) lets you signal what needs attention right now and what can wait. You might tag urgent client requests with Priority 1, and quiz reviews with Priority 2. The color cues help keep overwhelm at bay.

Key features at a glance:

• Drag-and-drop task sorting
• Recurring due dates for regular study or work habits
• Subtasks and sections for nesting related items
• Color-coded projects and priorities

Leveraging Templates and Integrations for Seamless Workflow

One edge Todoist brings is access to a library of ready-made templates—you can find everything from weekly work sprints to structured PMI certification exam study plans. Each template comes pre-loaded with tasks, deadlines, and sometimes tips, so you don’t have to start from scratch.

Integration with Google Calendar allows automatic syncing of deadlines and events. Zapier integration makes it possible to automate recurring tasks, while connections with Dropbox keep your reference documents tied to the right to-do item.

If you want study resources built straight into your workflow, Brain Sensei offers award-winning self-paced courses that can fit into your Todoist schedule.

Productivity Motivation: Todoist Karma and Smart Scheduling

Procrastination often sneaks in when you’re stretched between work and study. Todoist’s built-in “Karma” system adds a gentle push. You earn points for completing tasks and maintaining daily streaks. Leveling up provides a fun sense of achievement—kind of like earning badges in a fitness app.

Another standout is Smart Schedule. This AI-powered helper looks at your deadlines, workload, and task urgency. It then suggests the best possible times to tackle your next actions, preventing pile-ups.

• Karma levels and streaks encourage momentum
• Smart Schedule takes the guesswork out of planning
• Daily and weekly reviews recap wins and overdue tasks

Evaluating Todoist for Aspiring and Experienced Project Managers

Todoist isn’t meant to replace the heavyweight project management platforms like Asana or Jira. Instead, it excels as a personal productivity tool, especially for those who need flexibility. Its clean interface and no-nonsense features make it a good fit for self-driven project managers tackling both job and study demands.

Strengths:

• Organizes parallel work and study efforts
• Encourages regular study while juggling job tasks
• Mobile-friendly and quick to update on the go

Limitations:

• Lacks Gantt charts and full resource management tools
• Task comments and attachments are basic compared to leading PM software
• Works best for solo project managers or small, informal teams

Collaboration and Communication Features

Todoist lets you assign tasks, share projects, and comment directly on items—making it easy to track collective goals or manage a small study group. Attaching files from Google Drive or Dropbox streamlines feedback.

However, it falls short of offering robust team communication features that big organizations rely on. There are no built-in chat threads or advanced permissions. For heavier collaboration, you may need to supplement with dedicated platforms.

For comparison, check community insights and suggestions from those who’ve conquered the PMP Exam and their favorite tools.

Pricing, Security, and Privacy Considerations

Todoist comes with a solid free tier—enough for most solo users. Premium unlocks reminders, calendar syncing, file uploads, and more advanced filters. Business tiers cater to teams with admin controls and priority support.

Security is tight, featuring two-factor authentication. Todoist is also GDPR compliant, which is key when mixing work and study data. Privacy settings are straightforward, but as with any app, always review what’s being shared with third-party integrations.

Conclusion

Balancing work projects with PMI certification studies isn’t just about willpower—it’s about structure. Todoist makes this balance possible by offering simple yet powerful tools to track, prioritize, and motivate progress across both roles.

Its strength lies in personal organization and flexibility, giving you one central hub for juggling all your hats. While it lacks some deep team features and complex project views, it’s a practical choice for most project managers taking on the PMI certification exam.

If you want an app that adapts as fast as your priorities change, Todoist is worth a try.