Best Hierarchical, GTD, Ubiquitous To Do List:MyLifeOrganized on iPhone, iPad, Android and Blackberry

To Do list when used with a well honed process daily is a very productive tool. And the people behind MyLifeOrganized (MLO) have been creating their task management app since the Windows Mobile days.

Windows Mobile

Back then, we don’t have things like Getting Things Done methodology to guide us, but MLO have the best task management solution in my opinion.

Windows Mobile allow tree style hierarchical views, so they were able to create a task and subtask concept which was rare in that days.

To supplement that, they have a very well thought out hierarchical to do list which you can tag due dates, notes and contexts. You can sync this with your windows mobile app.

Playing catch up

What MLO did not anticipate was how well the iPhone and iPod took off and herald a wave of to do list apps like the ones on my side bar.

A very good app rest too much on its laurels and miss a ton of good revenue.

About a year ago, I visited MLO’s homepage and realize that they were frantically churning out their solution for each smartphone platform. I anticipate that they really hired a lot of developers on different platforms to execute this because unlike the makers of Wunderlist who are coming up with their own ubiquitous app Wunderkit, MLO managed to deploy beta versions at a really break neck speed.

So how is their offering?

iPhone MLO

The iPhone app costs USD $9.99 which is the price for all the premium To Do list apps such as 2Do and ToDo.

The thing everyone likes about MLO is that they contain the most essential widgets for task management:

  1. Task Description, Notes, Due Date, Status
  2. Repeating or Recurring Tasks
  3. Sub-tasking or parent child concept
  4. Tagging

For the iPhone App, they brought over the hierarchical concept. You can create unlimited levels of subtasks.

What you can do on the windows and windows mobile applications you can do it on the iPhone app.

Most of the reviews are from people that have used the windows version of MLO and the reviews are mixed. To most it’s a godsend to be able to carry out the same way of doing things on the iPhone.

For others they cannot understand the complicated interface and they deemed it as complicated and unstable.

iPad MLO

The iPad version costs USD $19.99. That is steep. It essentially is priced in the range of Omnifocus, which is the one David Allen recommends.

It basically does what the iPhone app does but because iPad has a more affordable screen real estate, it makes a splendid project planning tools.

The great thing is it is similar to that of the iPhone app. Unlimited hierachy, repeating, contexts, places and many many different views for people that does things differently

Android MLO

There isn’t a pricing on the Android version. It is Beta currently but soon it will be selling at USD 9.99. That is bloody steep. [Google Play >>]

Although this is a fully featured BETA version of MyLifeOrganized, some features are still in development. You can use the beta version for free until the final product is released. Once the final version has been released, you will have the choice of continuing to use MyLifeOrganized for free in Lite mode, or purchasing a license key to unlock the full feature set. In either case your data will be preserved after the upgrade. Please use our forum for feedback, since we cannot respond on Android Market.

I am an Android smartphone user currently and MLO have been a god send on the Android.

For one, there isn’t a to do list that provides unlimited subtasking like MLO. There are many apps that syncs to Google Tasks but Google Tasks is very limited. For one you cannot create repeatable tasks.

The example above you can see that I have an “Area of responsibility” in Work, follow by a short project writing a report.

The most useful thing is that I can order the list by cutting tasks and pasting task in the right order.

Kudos to MLO for providing this.

Having start and end dates are what is required for project management. This would filter out tasks not expected to start soon.

You can also change a task into a project and assign multiple contexts, setting subtasks in order.

You can relate contexts with those that belong within another. Take Office Computer. If you tag something as that it will appear if you filter by Office as well.

MLO provides a lot of interesting options. For each tree of tasks if you complete all the tasks you can have MLO create another repeating tree of subtasks.

For projects that you want to reuse, MLO allows you to reset in two ways.

Overall, you would find the settings to be so flexible even if the work flow doesn’t fit you outright, you can tweak it to your liking.

The Android MLO have so many views! You can start drafting by Outline or Projects then filter by which tasks are active at certain places, people or time duration.

And if you think those are the only views that is available to you, check out more.

MLO also offer widgets that you can embed on your home screen

Overall, the people love it.

Blackberry MLO

By now you would know the Blackberry app is more or less similar to the others. The blackberry version costs USD $14.99. Steep.

But I think it is worth it because there isn’t much GTD application that does unlimited subtasking like MLO on blackberry.

MLO Cloud Sync

How does MLO make it ubiquitous? By getting you to subscribe to a cloud sync service.

This would allow you to sync over the air with each device.

The service cost on an average

  • $25.95 for 2 years
  • $14.95 for 1 year
  • $9.95 for 6 months
  • $5.95 for 3 months
  • $2.95 for 30 days

I have not tried this service but if you subscribe for long $1.25 per month doesn’t sound expensive.

I hope that this would allow me to sync an iPad with an Android smartphone.


MLO have the most comprehensive solution. Back a few months I wrote what is the use cases you need for a task management solution.

  1. Task Description, Notes, Due Date, Status
  2. Repeating or Recurring Tasks
  3. Sub-tasking or parent child concept
  4. Tagging
  5. Extensible API
  6. Ubiquitous

MLO provides all except the extensible API. That way you cannot grow it as a platform.

MLO essentially is a closed network and they force you to subscribe to it, somewhat like Microsoft.

What I find intolerable is that every piece of app cost a lot. If they want to sell this platform to users they would have make it cheaper for the users.

Say you need the Windows app and the iPhone app to sync with each other that will set you back $45.95 + $9.99 + $14.95 = $70.89

That is expensive. And if I believe more so then Omnifocus.

I find the solutions very good, but I just cannot except the price.

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  1. Marc García Martí says

    I wonder how much time they need to realize that Mac OSx has taken off and many people work, on a daily basis, on a Windows (at work) and Mac (at home). If they do not provide cross-platform support, and Mac OSx continues to charge on in the corporative environment (which I really expect will happen pretty soon), us, Mac OSx users, will end up deciding in favor of OmniFocus ecosystem.

    • says

      for sure mac is very big nowadays, but MLO is already fighting a battle on all fronts. i believe they should come up with a Mac version very soon

  2. says

    I’ve been using MLO in Windows and Android for a month now and I’m loving it. I agree that the price is high, but task management is key to me and I’ll pay if they deliver. My only objection is that they don’t have a web app. Sometimes I would just like to log in from any computer and check my tasks.

  3. says

    The problem with all of the GTD apps (and ToDo/Tasks apps) in mobile is that they are somehow cumbersome to use. Most of them implement their categories by dropdowns. Which doesn’t let you see your categories just by looking at the screen. you have to click on your dropdown and choose from the many lists of your categories.

    Other apps like are nice to look at but in my own experience when your lists is big and is divided into many categories especially categories of getting things done methodology like Next Action, Someday/Maybe, then you are left baffled and feels like your lists are not organized at all.

    With these in mind, the author, who has tried almost all of the GTD apps in the market has created his own GTD application that is very different from all others in terms of user interface.

    you may want to try

    You’ll be surprised at how its user interface sets it apart from all of the rest of the GTD apps out there but according to the author manages to be the most effective user interface in the market for his personal use.

    Here is a more detailed explanation of why the author designed the user interface as it is

    A short video demo is also available here

  4. says

    GSC GTD Principles
    -navigating through your lists should be as smooth and fluid as possible (say no to drop down lists)
    -prioritizing of tasks should not involve cumbersome and unnatural priority codes/colors/tags
    -dragging your most prioritized tasks on top of your list is more natural and effective
    -say no to rocket science implementation of GTD and Todo Applications
    -say no to “bloat features” inside of your GTD and Todo Applications

  5. Brook Davis says

    I absolutely love the accomplist it’s really simplfied GTD . And has got some killer features filtering , search , tagging and a really really cool feature called SMART TAGS. It looks clean nd nice and has very happy sorta feel to it. I definitely recommend this for everyone.

  6. Kim says

    I use MLO on my Windows desktop, iPhone & iPad. A small $$$ investment for life changing productivity. I would like to see DropBox synchronisation and a web interface – but IMHO, the product has no equal.

    • says

      hi Kim yes you are right. small price if it makes you infinitely productive. why dropbox integration? u mean ur database store that?


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