The Sanity-Saving Task + Planning System I Use Every Single Day
Real-life planning that keeps you grounded, focused, and free.
If you’ve ever tried to juggle groceries, appointments, kid routines, business tasks, and creative ideas all in one brain… you know how fast it gets overwhelming. 🙃
I used to feel scattered — sticky notes, voice memos, random papers… and then I found a system that worked. Not just for staying on top of tasks, but also for feeling clearer inside.
This is the task + planning setup I use every single day to stay grounded, focused, and inspired — even on the busiest weeks.
This post may contain affiliate links. I would never recommend a product that I do not truly love. The price does not increase for you. Thanks for supporting Sunflower Child Designs. See my disclosure for more info.
Table of Contents 📖
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✍️ Why I Use Both Todoist and Printable Planners
I’m a huge fan of combining digital and paper planning — because they serve totally different purposes for me:
Todoist is my digital brain: quick, structured, always with me.
My printable planner is where I slow down, reflect, dream, and track.
I use Todoist to hold tasks and repeat reminders — things I don’t want to forget. But I use my planner to think bigger: meal ideas, journaling, self-care, creative collection pages and more.
When these two are working together, I feel more put-together.
🧠 How I Use Todoist: The Ultimate “Last Time I…” System
Here’s a peek into how I organize my Todoist boards to actually support daily life (and mental load):
🔁 Repeating Tasks Board “The Last Time I”
Inspired by a “last time I…” journal page, I created sections within the board like:
🪴 Plant care (water, fertilize, rotate)
🧽 Home cleaning by room: bathrooms, kitchen, living room, etc.
🚘 Car maintenance (oil change, tire check, notes about services)
💇♀️ Beauty care (hair dye, body scrub, haircut reminders)
📒 Update reminders (printable budget tracker, kids’ memory journal)
Each one includes due dates or recurring reminders, so I never have to wonder, “When did I last…?”
📆 Personal Habits Board
I break this into:
Morning
Afternoon
Evening
This helps me structure my day and gently build habits like stretching, reading, or skin care.
📂 Project Boards
Any time I’m working on something bigger — like organizing a closet or planning a party — I make a new Todoist board just for that. It helps keep everything in one place without overwhelming my daily list.
🧠 Organize Your Boards the Way Your Brain Moves
One of the best things about Todoist is that it’s totally flexible — so don’t feel like you have to organize everything by “work” and “personal.”
Instead, try structuring your boards in a way that actually mirrors how your brain naturally thinks.
Here’s what that can look like:
🏠 By Room (for home & cleaning tasks)
Create a board like “Home Cleaning” and break it down by:
Kitchen
Bathrooms
Bedrooms
Living Room
Entryway
Outdoors
That way, if you’re standing in the kitchen and thinking “what needs to be done in here?” — you can open that section and it’s all right there.
☀️ By Routine (for self-care + daily habits)
Make a board called “Daily Routines” and split it into:
Morning
Afternoon
Evening
Fill each section with supportive reminders like “take vitamins,” “stretch,” “reset the house,” or “prep lunches.”
It becomes a rhythm, not a rigid checklist.
👩👧 By Role (for juggling mental load)
Try creating a board based on your life roles:
Mom
Business Owner
Home Manager
Just Me
Then when a task pops up like “schedule Mason’s dentist appointment,” you know exactly where to put it. No more digging or forgetting.
When your task list is built in a way that supports how you think and move, it becomes something you actually use — not something you avoid.
This is one of my favorite ways to stay consistent and reduce overwhelm.
🧡 My Favorite Features
Home Screen Widget
The widget on my phone home screen shows my daily tasks and has a “Quick Add” button.
I use this constantly — especially when I’m busy. I just add the task to today to quicky add it, then organize it later if needed.
🔒 Lock Screen Widget = Instant Brain Dump
I also use the Todoist lock screen widget — and let me tell you, it’s a game-changer.
If I’m on the go, chasing kids, or half-asleep but remember something important, I can tap my lock screen and add it instantly.
It’s like giving your brain a break — no need to unlock your phone, open the app, and get distracted along the way. Just tap, type, done.
It helps me:
Capture those “don’t forget to…” moments before they vanish
Stay connected to my list without opening a bunch of apps
Cut down on mental clutter when my hands (and head) are full
🧠 For busy brains and busy lives, it’s one of the smallest but most helpful features.
Bonus tip: You can also ask Siri!
Just say:
“Add a task to Todoist that’s due in 3 days to dye my hair.”
(Saying the due date first helps Siri understand better.)
📅 See Your Calendar + Tasks in One Place
One of my favorite features in Todoist is the ability to connect your calendar — so you can see both your events and your tasks side by side.
Once connected, your calendar events appear right at the top of the “Today” tab. It’s such a simple thing, but it makes a big difference.
Instead of flipping between apps, I can:
✅ See what’s on my to-do list
🕒 Glance at upcoming appointments or calls
🧠 Make decisions based on my actual available time
I use this to avoid overloading myself — if I see I have a packed day of meetings, I don’t stack a bunch of extra tasks on top.
And the best part? You can still use your planner to map your week or write things out by hand — but Todoist helps you see the reality of your time in the moment.
🔗 Want to Try Todoist? I’ve Got Freebies for You!
To make it even easier to get started, I’m sharing two bonus tools:
🎁 Get 2 Months of Todoist Pro Free
Use my ambassador link to unlock 2 months of Todoist Pro — totally free:
👉 Grab your free Pro trial here
You’ll get access to premium features like reminders, labels, boards and more.
📋 Download My “Last Time I…” Todoist Template
To help you track those tasks you always forget (like when did I last clean the ceiling fans?!), I’ve created a free Todoist template you can copy straight into your app.
👉 Get the “Last Time I…” board template here.
Bonus Tip:
For any repeating task, I always write the actual last date I completed it in the description.
That way, even if I delay it a bit, there’s no second-guessing later.
(Example: “Last done: April 12, 2025” right in the task description.)
📝 How I Use My Printable Planner
This is the heart of my planning flow. Here’s what I use it for:
💭 Journaling & motivation
✅ Habit tracking
🍽️ Meal ideas + grocery prep
🧳 Travel + experience lists
🍷 Wine ratings, restaurant reviews, seasonal favorites
These aren’t tasks — they’re life reflections. I love putting pen to paper, decorating pages, and having a space that feels personal and creative.
I use the All-in-One Life Planner and it has pages that support all of this (plus so much more). It’s my go-to place to unwind and reset.
💡 Takeaway Tips to Try This Yourself
Want to build a planning system that actually supports your life? Here’s how to start:
Use Todoist for things to do, not think about — especially repeat reminders and quick tasks. Don’t forget to use your free pro credits!
Add the Todoist widget to your lock and home screen, try out different layouts
Sync your calendar to Todoist so you can see your events and tasks in one place. This helps you plan more realistically based on your actual time — no more overbooking yourself or forgetting appointments. It shows up right in the Today tab for easy access.
Create a “Last Time I…” board for those sneaky tasks you always forget. Don’t forget to use my handy template!
Organize your digital boards by how your brain moves (by room, routine, or role).
Stick with it — it might take a little time to find your flow, but consistency matters. Even if you don’t use every feature at first, just keep using it daily. Little by little, it becomes second nature.
Bonus tip: Add an asterisk
*followed by a space to make a line a note instead of a task — it won’t have a checkbox and won’t disappear when the project is complete. Perfect for section headers or pinned info.Use printables for reflection, creativity, and creating rituals that feel good.
Keep both tools simple, supportive, and easy to access.
✨ Want to Try This Planning Style?
Grab the full All-in-One Life Planner here to start your printable planning journey.
It’s a fillable PDF, meaning you can type directly into the pages — or print them out and write by hand. You’ll get everything you need to map your life, track your habits, and create more space in your day (and your mind).
2. And if you haven’t yet — try out Todoist! You might be surprised how powerful a simple task app can be when paired with cozy paper planning 🌼
Common Questions 🧐
Can you use Todoist and a printable planner together?
Absolutely — they’re a dream duo! Use Todoist for task management and printables for reflection, creativity, and deeper planning.
What’s the “Last Time I…” system?
It’s a way of tracking repeated tasks you tend to forget — like oil changes or deep cleaning — so you always know what’s due (and when).
What if I don’t like digital tools?
Start with the printable planner! You can always layer in a digital system like Todoist once you feel ready.
How do I use the “Last Time I…” method in Todoist?
Create a board with sections like beauty, home, car, and personal reminders. You can track tasks as habits or set reoccuring reminders by simply writing in the due date as “every 3 weeks”. You can get started with the Last Time I template link shared above.
What’s the benefit of using both Todoist and a printable planner?
Todoist handles quick, repeatable tasks and reminders, while printable planners offer space for reflection, creativity, and big-picture planning. Together, they support both structure and soul.
Do I need the paid version of Todoist for this to work?
Nope! Most of what I use — like recurring tasks, quick add, and project organization — works perfectly with the free version. But I do love the Pro features (like calendar sync and reminders), which you can try free for 2 months with my link shared above.
What’s the “Quick Add” feature?
It’s a button (available on the app and as a home or lock screen widget) that lets you instantly add a task without digging into the app. You can even say things like “in 3 days” and it’ll auto-set the due date.
Can I share my Todoist setup with others?
Yes! I shared a copy of my “Last Time I…” board so you can import it into your own Todoist and customize it to fit your life. Find the link earlier in the post ⬆️
How do I remember when I actually did something last?
Todoist keeps a full activity history, so you can always check when a task was last completed. But personally, I like to write the actual date in the task description for certain things — especially ones I tend to delay (like “clean ceiling fans” or “deep condition hair”).
That way, I don’t have to click through any menus — I can see at a glance:
“Last done: June 12, 2028”
Simple, quick, and no second-guessing.
Can I use this system if I’m more of a paper person?
Absolutely. This setup was built for people like me who love paper planning but need a simple digital system to hold reminders and tasks that change often. Think of Todoist as your assistant — your planner still holds the heart of it all.
Common Questions About the All-in-One Life Planner
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This planner helps by breaking big responsibilities into manageable steps. Instead of keeping everything in your head, you have a place to write it down, prioritize, and track progress. Plus, seeing your tasks, routines, and goals in one place creates a sense of control and balance.
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There’s no wrong answer — daily is great, but even a few times a week can create momentum.
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Yes! The planner is a fillable PDF. This means that you can prefill most of the text on a page. For example if you are using a weekly habit tracker you can prefill the habits that you are tracking so you do not have to handwrite them in every week. Simply reprint the page.
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Absolutely! The All-in-One Life Undated Planner is flexible, whether you thrive on structure or need a place to organize your thoughts when life feels chaotic, this is meant for you.
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Click here for the All-in-One Life Undated Planner.
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Yes! This is a printable planner, meaning you can print only the pages you need and use them in a binder, disc-bound system, or even as loose sheets. The planner also includes print guides to help you get the best quality prints.
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Absolutely! While it is designed as a printable planner, you can also use it digitally on apps like GoodNotes, Notability, or any PDF annotation tool for a paperless experience.
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The planner is designed for U.S. Letter (8.5 x 11 inches), A4, and A5 sizes, giving you flexibility in how you use it. You can choose the size that best fits your needs, and if needed, adjust your printer settings to scale it accordingly.
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Yes! The planner includes blank templates, lined paper, dot grid pages, and more, allowing you to add personal notes, sketches, or additional sections that fit your needs. Plus, vital sections are available as fillable PDFs, so you can conveniently type and organize information digitally before printing or using it on a tablet.
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Definitely! Whether you’re new to planning or an experienced planner, this undated, flexible system allows you to start small and expand as needed. A Quick Start Guide is included to help you navigate the sections.
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That’s the beauty of this planner! You only print and use the sections that work for you. Some people may focus on habit tracking, while others use it for goal setting, self-care, or journaling—it's designed to adapt to your lifestyle.
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Yes! The planner includes a variety of guided prompts and challenges, such as the 30-Day Self-Care Challenge, 75 Soft & Hard Challenge, Gratitude Challenge, and various journaling exercises for self-reflection and motivation.
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This planner is for personal use only, meaning you cannot resell or distribute it. However, you can purchase additional copies for family, friends, or colleagues who might also benefit from it.
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Once you complete your purchase, you will receive a download link where you can access all the planner pages immediately. From there, you can print or use it digitally!
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