Workflowy – for the stuff in your head



I’ve been using Workflowy for a few months now. It’s a to do list, project list and note list in one.

And it’s very simple.

You type. And if you want another level you tab over.

Here is what part of my workflowy looks like:


You can use this sign # to create tags. Most of my tags are days of the week. But, you can tag subject lines and other things for easy searching. So if I want to know what to do Monday I search #Mon and all those tags show up.

You don’t have to see everything at once. Clicking the plus sign next to the bullet let’s you see more of the tree. Clicking the minus next to a bullet, collapses the tree. As you can see with many of the bullets above, a grey circle surrounds the bullet. That means there is more to see if you click the plus sign. Hovering over the bullet lets you complete the task, add a note, share, export, duplicate or delete.

You can drag and drop bullets for easy re-organizing.

I love being able to break down a project into smaller steps. And then collapsing the project so I don’t have to see all the steps all the time. And it’s flexible. I can use it how my mind works.

Under Vision I have my goals and my planning checklists like weekly planning, monthly planning and seasonal planning.

I include someday lists under each category for projects I may want to do in the future. I only have a few projects going at once or none will get completed.

It runs in a browser, so anywhere you get the web you can get your Workflowy. There is also an iPhone app.

Here’s a little video on it:

It’s free for up to 500 items a month and $49 a year for the pro version.

You can check it out here: Workflowy



  • Laura says:

    I also started using WorkFlowy a couple months ago and I’ve been loving it too. I really appreciate how quickly I can add stuff and tag stuff, and how easy it is to view only a section of the list or specific tags. Love, love, love it! 🙂

    I would be very curious to know more about how you are using WorkFlowy. Your “Day of the Week” tags intrigue me – could you say more about how you use those?

    Currently I’ve been using WorkFlowy for my list(s) and a merger of two of Mark Forster’s task management systems (AutoFocus: and “Final Version”) So far so good, but I keep feeling like some kind of weekly planning would help as well. Hence, my curiosity about your day of the week tags. 🙂

    Thanks for all your great suggestions!

  • Beth says:

    Hi Laura,

    I love Mark Forster’s time systems.

    I use the days of the week in two ways. One, I have things I like to do weekly like mopping, dusting and sending out my newsletter. This goes under a Rhythm workflowy. I just don’t hit complete so they will be there next week.

    The other way, is if I really want or need to do a task a certain day of the week. Then I put the day’s tag that I want it done. Often in the evening I will take a look at the workflowy and see what I want to do tomorrow and tag it.

  • Laura says:

    Thank you for the reply Beth! I’ll ponder the day of the week tags to see if it’s something that would work for me too. 🙂

  • James says:

    I love workflowy too. I create all kinds of lists in it.

    However, for doing task management, I’ve created an app that has some similarities to workflowy but is built to help with task management instead.

    So it has support for due dates, repeating tasks and other things that WF can’t do.

    If you are interested in GTD and love WF, then you might want to take a look

  • Beth Dargis says:

    Thanks, James. I’ll take a look at it.

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