Why I Built Todolytics: A Better Weekly Review for Todoist

You might know this feeling: the week is over, you worked hard, completed a lot of tasks, made progress, and still somehow feel unsure about what actually happened. You know you were busy. You know you checked things off. But when you look back, it is not always clear what really moved things forward, what could have been done better, or what you should learn from the way you worked.

That was a problem I experienced myself. I use Todoist to organize my tasks, projects, and personal workflows. During the week, Todoist helps me stay focused on what needs to be done next. But over time, I noticed that completed tasks often disappeared from my attention too quickly. Once a task was done, I moved on to the next one. That felt productive in the moment, but it also meant that I rarely stopped to ask whether the task was completed in a good way, whether the process behind it made sense, or whether there was something I could improve for the future.

At some point, I realized that simply completing tasks was not enough. I wanted to understand my work better. I wanted to see patterns, notice recurring problems, and become more intentional about how I plan and execute my tasks. That is why I started doing a Weekly Review every Sunday based on my completed Todoist tasks.

From Completed Tasks to Real Reflection

The idea was simple: instead of only looking at what was still open, I wanted to look back at what I had already completed. For each relevant task, I answered one to three reflection questions. These questions helped me think about whether the task was really finished properly, whether there was room for improvement, whether the task contributed to the bigger goal, and whether my workflow around it could be improved.

This small habit made a surprisingly big difference. A completed task was no longer just something that disappeared from my list. It became a small source of insight. By reflecting on individual tasks, I could better understand what worked well, where I made things harder than necessary, and which problems appeared again and again across different weeks.

For example, some tasks showed me that I had planned too vaguely. Others made it clear that I underestimated the effort involved. Sometimes I noticed that I had technically completed something, but had not really thought through the quality of the result. These insights were valuable because they helped me improve not only individual tasks, but also the way I planned and worked in general.

Over time, this Weekly Review became an important part of my productivity system. It helped me step out of execution mode for a moment and look at my work from a more reflective perspective. Instead of just asking “What did I finish?”, I started asking “What can I learn from what I finished?”

The Problem With My Manual Weekly Review Process

While the review itself was valuable, the process around it was far from ideal. Every week, I had to manually search for the relevant completed tasks in Todoist, decide which ones I wanted to review, copy them into a Google Docs document, and then select suitable reflection questions for each task. Only after all of that preparation could I actually begin the Weekly Review.

This made the whole process unnecessarily heavy. The part that helped me most was the reflection, but I had to spend too much time preparing everything before I could get there. The structure was also not always consistent. Some reviews were detailed, others were rushed. Sometimes I selected too many tasks, sometimes too few. Sometimes the questions were useful, sometimes they felt repetitive or poorly organized.

The more I did these reviews, the more obvious it became that the workflow itself needed improvement. I did not want to stop doing Weekly Reviews, because they were clearly useful. But I also did not want to keep repeating the same manual preparation every Sunday. A good productivity habit should feel easy enough to maintain. If the process around it becomes too complicated, even a valuable habit becomes something you have to push yourself to do.

That was the point where I started thinking about building a small tool for my own workflow. I wanted a way to connect my completed Todoist tasks with a structured Weekly Review process, so I could spend less time preparing and more time reflecting.

Turning the Workflow Into a Tool

The first version of the idea was very simple. I wanted to open a tool, choose a time range, see my completed Todoist tasks, select the tasks that were relevant for the review, and then go through them one by one with reflection questions. Instead of manually copying tasks into a document, the tool would guide me through the process directly.

That small idea eventually became the foundation for Todolytics.

The goal was not to replace Todoist. Todoist already works well for planning and managing tasks. The problem I wanted to solve was what happens after tasks are completed. I wanted to create a layer on top of Todoist that helps turn completed tasks into reflection, learning, and better planning for the next week.

At first, the tool mainly helped with structure. It made the review process easier to start and more consistent to complete. I no longer had to manually prepare a document or rebuild the same process every week. I could focus on the actual review: looking at completed tasks, answering questions, and identifying useful insights.

That alone already made the workflow much more comfortable. But after using the first version for a while, I noticed another issue.

Why Generic Reflection Questions Were Not Enough

In the beginning, the tool used a pool of predefined reflection questions. These questions were useful in theory, but they did not always fit the task they were assigned to. A question that makes sense for a complex development task might feel too heavy for a small administrative task. A simple completion question might be fine for a routine task, but too shallow for something that had a meaningful impact on a project.

When I selected the questions manually, I naturally picked the ones that matched the task. But an automated system that only chooses from a fixed pool cannot always understand the context. As a result, some questions felt too generic, too repetitive, or simply not relevant enough.

That was important, because the quality of a Weekly Review depends heavily on the quality of the questions. A good question helps you think more clearly about what happened. A weak question creates friction and makes the review feel less useful.

To solve this, I changed the approach. Instead of relying only on static questions, Todolytics can use the task itself and the user’s reflection goals to generate more relevant questions. This makes the review more personal and more useful, because the questions can adapt to the kind of work that was actually completed.

For a small task, a single focused question might be enough. For a more complex task, the review can go deeper and ask about decisions, blockers, quality, planning, or possible improvements. This is where AI becomes genuinely useful in the workflow: not as a replacement for reflection, but as a way to ask better questions based on real context.

What Todolytics Is Meant to Help With

Todolytics is built around a simple idea: completed tasks should not just disappear. They can become a valuable source of insight if you take the time to reflect on them in a structured way.

The tool helps you use your completed Todoist tasks as the foundation for a Weekly Review. You can look back at what you worked on, filter the tasks that matter, answer reflection questions, and collect insights that help you improve your workflow over time.

For me, this is especially useful because it connects planning, execution, and reflection. Todoist helps me decide what to do. During the week, I execute those tasks. Todolytics then helps me look back and understand what I can learn from that work. This closes a gap that I felt in my own productivity system.

The goal is not to create another overloaded productivity tool with endless features. Todolytics is focused on one clear workflow: helping Todoist users reflect on their completed tasks and turn them into better decisions for the future.

Who Todolytics Is For

Todolytics is mainly for people who already use Todoist seriously and want to get more value out of their completed tasks. If you use Todoist to manage projects, personal goals, client work, development tasks, content planning, or other recurring workflows, a structured Weekly Review can help you understand your work more clearly.

It is especially useful if you often finish a week with many completed tasks but little clarity about what those tasks actually taught you. It can help you notice patterns, improve your planning, identify recurring problems, and become more intentional about the way you work.

A Weekly Review does not have to be complicated. But it does need enough structure to be useful. That is what Todolytics is meant to provide.

Final Thoughts

Todolytics started as a solution to a problem I had in my own workflow. I wanted to reflect on my completed Todoist tasks without manually preparing a review document every week. I wanted the process to be easier, more structured, and more useful.

What began as a personal workflow slowly turned into a tool that can help others do the same. The core idea is still the same: your completed tasks contain more value than just the fact that they are done. They show how you worked, where you made progress, where you struggled, and what you can improve next time.

A good Weekly Review is not only about looking back. It is about learning from the week so the next one becomes better.

That is what Todolytics is built for.

About Me

I’m Luca, the founder of Todolytics. I originally built this tool for my own Weekly Review process because I did not want to simply check off my completed Todoist tasks and move on. I wanted to actually learn from them. With Todolytics, I want to make this structured reflection process easier and more accessible for other Todoist users as well.