Getting Things Done

I've been struggling to stay organized. That is affecting my stress level and my productivity. It seems I just can't keep together all the things I need to do/remember/think/call/email/buy/ignore on a daily basis, and it's becoming more burdensome as I get older and my family gets more involved with activities.

I have subscribed to Stephen Covey's "7 Habits of Highly Effective People" method of "Quadrant II organizing" for many years. I know that it's important to get the important stuff in the calendar before anything else, and that clear identification of priorities help make decisions in the moment on what to do or not do. The problem I have with this is the sheer number of incoming requests for my time and attention that slip through the cracks of my mind and how to process them. From a philosophical perspective, Q2 organizing is where it's at. I've been looking for methods and means to handle the daily work.

Enter David Allen's "Getting Things Done."

Here is a process for managing tasks, with the focus being on managing activities. The essence is that you have a single system of your choice where you keep all your "stuff" and from where you make decisions on what the next action on each is. You are managing lists of things to do in the context in which they are done. For instance, you have a list for "home" and "work" and any other logical grouping of items.

I'm in the process of identifying and setting up my GTD system. I want to use products that I'm already using to manage my tasks, calendar and reference info. My requirements are that I need to be able to sync task lists with my Windows Mobile phone and have them available offline (I can't justify buying a data plan yet), it needs to be technology-agnostic (at work I use Windows and at home I use Linux), and it has to be easy to get information in and out.

This morning I couldn't get back to sleep after being rousted from sleep by the sound of my work on-call phone going off, so I reviewed Evernote, Remember the Milk, Google and SimpleGTD.

I like the storage of information at Evernote and the simplicity of keeping reference material in one place. Setting up GTD appears to be a bit complex, requiring tags for contexts and searching data. For simplicity, I like SimpleGTD. There are no bells and whistles, just a good online app for keeping your lists. There is no mobile app, though, and no way to sync tasks with my phone. I guess I can't use that.

I have come to rest on Remember the Milk for task management due to the flexibility of their task lists, smart lists (more on this later) and their Windows Mobile sync application that allows me to sync via WiFi and not require a constant data connection. I'm also planning to use Google calendar and most likely Google Docs for reference material, although Evernote is strong in the running for information archival and storage. I'm leaning toward Google Docs at the moment because I already use it and the interface is simple and elegant. Besides, I like what I know, I don't always know what I like.

The beauty of GTD is that the tools are not specific to the process, and you can use anything you are already using. I'm planning to blog as I set up my system and hopefully it will clarify my thoughts as well as assist future users of GTD. I'm planning to be dedicated over the next 90 days to implementing GTD in full and making it my habit, at which point we'll see if it makes a difference.