Cloud 9 Managers

Todoist

3 min read

Why we chose Todoist

As Cloud 9 grows, we must grow too

  • We cannot reject better tools simply because they feel more complex at first.
  • We must embrace clearer accountability, stronger visibility, and higher execution standards.
  • Our efficiency can only scale if our habits, not just our tools, evolve.
  • Remember
  • A tool is only as effective as the person using it.
  • A lightweight, elegant system with committed people will outperform a powerful system with uncommitted people every single time.

Our goal is balance

  • Not resisting growth
  • Not drowning ourselves in overly heavy apps
  • Staying nimble, agile, effective, and fast

The Options We Considered

I evaluated several systems with our principles in mind — speed, clarity, low friction, real teamwork, long-term reliability.

  • ✅ ClickUp
    • We tried this before. It tries to be everything — tasks, documents, workflows — but ends up bloated and slow for everyday use. Currently we use Clickup for Marketing team only
  • ⚠️ Asana
    • A very powerful team app, but heavy. Requires onboarding time, can overwhelm users not used to structured project management.
    • I did not choose it because a) it is still very heavy app, b) poor support, and c) not great for personal task app, but it could be the next best app
  • ⚠️ Tana
    • Incredible for knowledge, combining Workflowy + database logic. But its task management is not mature yet (no true assignment to user profiles, no reminders).
  • ✅ Todoist
    • Minimalist. Lightweight. Fast.
    • A small but powerful team tool used by companies with 100+ team members.
    • Good balance of features without unnecessary complexity.
    • Excellent for both team projects and individual task systems (one of the best personal task app), which keeps personal and work systems consistent.
  • Other Apps
    • I’ve looked into others too, not extensively, such as monday, motion, anki flow, sunsana, linear, airtable, anywhere, notion.
  • No app is perfect, but Todoist gives us the speed and clarity we need without the burden of heavy enterprise software.

Our Path Forward

1. Managers will transition to Todoist for task & project management.

  • Front desk teams do not need it. They only use Obsidian.

2. Commitment is essential.

  • Tools do not create efficiency — habits do.
  • For Todoist to help us, we must all:
    • Learn it
    • Use it consistently
    • Maintain clean task lists
    • Break tasks into clear, actionable steps
    • Update progress visibly
  • If we commit, it will make us faster. If we don’t, it will feel like friction.

3. Move from “one-line tasks” to structured, methodical projects.

  • Cloud 9 is now a multi-state, multi-team organization.
  • Our thinking must become:
    • Deeper
    • More systematic
    • More process-driven
    • More outcome-oriented
  • Todoist will help us break down projects properly, sequence tasks, manage due dates, collaborate, and track progress in a professional way.

4. Obsidian will host our knowledge base and location operational notes.

  • For SOPs, libraries, and shared thinking, we use Obsidian starting July 2026, replaced Workflowy.
  • It is the right tool for clarity.
  • Todoist becomes the right tool for action - task & project management.

Final Thoughts

  • Our goal is simple
  • Use the lightest possible tool that supports professional-level execution.
  • We don’t need heavy enterprise systems, but we cannot stay in “small team mode” forever. Cloud 9 is growing — and we must grow as leaders, thinkers, and operators.

This transition is a step toward becoming

  • more accountable
  • more aligned
  • more efficient
  • more capable
  • more prepared for national scale
  • Thank you all for embracing this next stage of Cloud 9’s evolution.
  • If we stay committed, disciplined, and open-minded, we will not only scale our business — we will scale our own capability as leaders.
  • Let’s grow together.
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