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GTD implementations are far from single-app static systems. As I struggle to fine-tune my GTD focused methodology, my tools and processes keep evolving along with my ninja skills. In the last couple of years I’ve been taming my Mac based system, resulting in a three-fold workflow: Project and task keeping with Things, meetings and hard commitments on iCal, and a set of text/brainstorm tools for gathering and reviewing, especially Freemind (brainstorm, mind maps, life organization), Evernote (for all types of lists, reference and bookkeeping) and TextMate (for almighty text files that track my high level focus) stand out. But keep in mind: these are only small cogs in the wheel.
Things
Projects and Areas in Things
Things is a GTD flavored task manager, where I keep track of my projects, next actions or scheduled/someday/maybe lists. Deciding what to do is crucial in GTD, but keeping it somewhere you can trust is essential, and for me that’s Things. The best thing about this tool is its simple yet powerful user interface, with dead easy tags quickly defining contexts at the reach of a keystroke. Recurring and future tasks are also a huge feature of this task manager because it builds your trust and confidence in the system. It’s easy to stay organize with Things, and that is possibly the best compliment I can make, specially with such an easy to use inbox for all sorts of collecting on-the-fly, tightly integrated with the Mac (ctrl+space).
Freemind
Freemind is a simple yet rewarding mind map tool. It’s my go-to tool for project and idea brainstorming. But more than that, I use it as a way to stay organized. Beyond the normal brainstorm activities, I keep two separate mind maps that allow me to keep track of my life and areas of influence, in an easy-to-review form, implementing my horizons of focus. The Life mind map has a broad view of my current and future goals, making it the perfect place to retreat when I need to evaluate things and get perspective. This allows me to ask the hard questions, and make the tough decisions, whenever I need to. The second mind map contains my Areas of Focus. I keep this as a separate mind map because it plays a part in my weekly review process, to make sure nothing relevant slips through the cracks.
Life Mind Map
Evernote
Plenty of lists in evernote.
Any solid GTD system must contain something to hold notes, random thoughts, meeting minutes or even lists that you want to check later. Evernote sports a easy and powerful note mechanism, that can moonlight as a list holder, and as general filling system. Which is precisely how I use it: reference notes and lists. In Evernote I great lists such as loans, to buy, GTD lists, and several reference notes (making use of Evernote’s category system). I also use it as my main idea pool for work, hobbies, fun, etc. Evolved note-taking, small ideas, big ideas, future stuff, even brainstorm can go into Evernote. I even use it to capture some hard copy notes through iSight (the macbook’s camera) so I can capture jotted down ideas any other type of collectable information.
TextMate (Text Files)
Text File Brainstorm
What better place to write down high-level objectives than in free-flowed text files that harnesses an almost magical flexibility. I have a TextMate project, holding several files were I write down my goals without being bound by a list format. This is probably the best place to release some steam, and get back to basics. Even though I don’t review this often, I review it as often as I need, and when occasion arises because some hard decision crept up without notice. Beyond writing down my long-term objectives, the most important part is the reasoning behind them, which is all about being true. This is the “honest” bucket, and even though it’s hard to get going, once you get it done, it’s an eye opener, making you clearer and more focused. TextMate just gives me a nice project where I can plot my Mission Statement, Life Objectives, or any guiding document I need.
iCal (Calendar)
Last, but not least, comes iCal, which is my calendar of choice. This is where meetings, appointments and hard-deadlines go. A calendar is so vital that if you don’t have one, you should stop reading and go get it, quick! The nice thing about iCal is that I can sync everything to my phone, and get some nice on-the-go reminders and alarms, which really increase my confidence in the system (confidence is key)!
Wrap Up
To all of these tools, there is a physical counterpart, one in/out-basket at home and another at work, that keep in, out and current reference (it has three tiers) for paper based physical stuff. Paper based material is disappearing, but it still exists and must be handled.
And there it is, my current Mac OS X based GTD implementation. I’ve build up quite a few parts over the years, perfecting and adapting it to my liking and workflow. And this is what I recommend you do. Make your system work for you, build your trust in it and the just use it. Nothing else.
For implementing GTD you can use this web-based application:
Gtdagenda.com
You can use it to manage your goals, projects and tasks, set next actions and contexts, use checklists, schedules and a calendar.
Comes with a mobile version too, and with an Android app.