My high tech version of getting things done (GTD) - Part 2 of 2

Part 2 of 2 - My high tech implementation of Getting Things Done

I've been Getting Things done for about three months. I feel more motivated and organized than ever. I'm getting more done in less time, and feeling less stressed about it. This is part 2 of my GTD rant. The first part covered my motivation and fallout of Getting Things Done. You can find part 1 here.

This post is about my personal implementation of GTD. It's a high tech version of the system, with all components (except physical item inbox and filing) being done online and through gadgets. It's not perfect - I have a few small items that I'd like to change at some point. But it's useful and maintainable enough for my every day life.

The beauty of GTD is that it's more of an organization philosophy than a set of tools, or products. I tried other organization methods in the past, with differing levels of success - all failing sooner than later due to the effort required to maintain them. My most notorious and expensive effort was Franklin Covey's set of materials. In my personal opinion, it's too rigid for daily use. It's Covey's way, or the highway. Use his binders - or his software - his way, consistently, and you'll be successful. If you can't accept those parameters, then you'll fail to some degree. GTD, on the other hand, can be customized to each individual. As long as you make it easy to keep updated - you'll be successful.

I'm a loyal RememberTheMilk (RTM) subscriber. The program has allowed me to implement GTD very creatively. They've built a system flexible enough that it can be customized to almost any need. I've created many separate folders, each holding different tasks and calendar items. I've created multiple notification avenues so I always know what's going on.

My RememberTheMilk folders are set up to reflect not "what" categories my items fit into, but rather "where" I'll be when they need done. This way, I can quickly review any items that need to be done while I'm at a place to accomplish such tasks. My folders include items like "Calendar", "Calls to Make", "At Home - Computer", "At Computer - Programming", "Wife - Agenda", "Errands - Household", the requisite "Waiting for", and on and on. I have a lot of folders, but they're all very specific, so when I'm about to go somewhere, or sit down at a particular time/place, I know exactly where to look for the tasks that need to be accomplished at that time. I've gotten into the habit of looking at the appropriate folder before I go anywhere...

When inputting data to RTM, I use several methods. Their program is very flexible, and I'm a big fan. They provide a favorites link that is a permanent button on both my IE and firefox browser toolbars.

Clicking the button pops up a small window where an items can be quickly entered into the proper folder. I also often send an email to my RTM account. They provide a personalized email address which will automatically put the item in your inbox, setting due dates, and including the email text as a note attached to the task. From the inbox you can later categorize it to the proper folder.

When I'm away from a computer (which really isn't that often, so this isn't a huge issue for me), I either send an email to my RTM inbox from my phone, or jot the item down on a scrap of paper. When I get home, everything in my pockets goes into my physical inbox, so items are never overlooked.

I subscribe to the RTM iCal feed through Outlook (with a third party extension called Remote Calendars) to put the calendar items in Outlook. I use Outlook to sync the calendar items onto my Audiovox SMT 5600 Smartphone. I have a fantastic calendar program installed called Papryus that syncs well with Outlook. Papyrus is written by SBSH Software.

I use RTM's atom feeds to download my tasks into individual buckets on my smart phone. I have an outstanding RSS program called Newsbreak by Iliumsoft. These guys really have gone beyond the call of duty on customer support. I've had some issues... all addressed and solved in a timely manner. Before I discovered Bloglines, I used to read ALL of my feeds on my phone with Newsbreak.

Having each bucket in a separate RSS feed makes it simple for me to look at what I'm supposed to be doing. Wherever I'm at, I glance at the appropriate folder - say "Errands - Grocery Store" or "Calls to Make" - and I can immediately see my items.

My offline physical item organization has been as important as my online task/calendar arrangement. Important papers and bills and such would sit on my desk for weeks until they got paid attention to. I would just reach right over something that needed my attention to my keyboard. Only by reading the Getting Things Done book did I realize the importantance of having an inbox, and the freedom you gain by emptying it often. My purpose isn't to re-hash the book - so if you don't understand what an inbox is, then go read it yourself!

My filing system is right next to my desk, and gets used - and used - and used. I have a bunch of manilla folders in the top drawer, and a labeler sitting underneath my inbox. I use them both often.

I'm sure my setup will evolve over time. I'm still tweaking it here and there - but that's the beauty of the system! It can be tweaked. You can modify and alter it to fit your needs. I'm planning on re-reading the book soon to implement the finer points of the system. I think the devil is in the details here. I want to make sure that this feeling of complete organization and productivity is here to stay. That's what I'm getting out of GTD, and I think if I can, then anybody can...

Online or off - I recommend you start Getting Things Done.