I attended a training session recently on how to organise your work and life based on David Allen’s GTD (Getting Things Done) methodology.

The trainer covered how to define your own ‘contexts’ or tags – common identifiers for tasks based on type, geographical location, relationships with other people, timeliness and energy level. He then described how to implement this system in Outlook and OneNote.

Thinking about how and where I work, and who with, I made the following tags:

@Agenda - manager – things I need to know about or ask for help with next time we meet.

@Agenda - team – things to share or ask for help with.

@Write/Make/Launch – deep concentration for hours without interruption.

@Performance review – do these things before the next review.

@Home – things I can do from home.

@No brain required – easy jobs, like fixing broken links, when energy is low.

@Projects – lengthy work I’m responsible for delivering.

@Read/Review – University news, reports, blogs, RSS feeds.

@Thinking – problem solving, analysing requirements, quoting.

@Waiting for – need a response from someone else before I can go ahead.

I then added four further tags for timing:

1-Now – do this now.

2-Next – do these soon; likely to move to 1-Now within a few days.

3-Later – not urgent, just don’t forget.

4-Some day – wish list.

The @ symbol and numbers prepended to contexts help to sort tasks in apps such as Outlook (via categories) and Evernote (via tags and shortcuts). Punctuation and numbers force tags to the top of lists sorted alphabetically.

Next, I made a list of essential features an app must have for me to use it in a GTD system:

  • Create a task from an email easily
  • Define your own custom tags
  • Filter by custom tags
  • Collaborative - projects or tasks are shareable
  • Consistent experience across Windows 10, Mac OS, Android and iOS – I’m in the Apple world but work in an MS Exchange/Office 365 environment with many Windows/Android users

I’ve shared my notes on how Outlook, OneNote, Trello and Evernote performed, judged against the above five criteria in a Google Spreadsheet. All fared well except OneNote. Too much functionality for collaboration and tagging is missing in both web and Mac OS versions.

At work (the University of Warwick), I’m using:

  • Outlook 2016 for Mac to manage email and tasks
  • Trello for projects and collaboration

For personal use, I’m sticking with Evernote to keep track of tasks. I’ve used Evernote since 2010 as a notepad and scrapbook for ideas, and love how easy it is to capture and retrieve information.

So far, I haven’t made good use of tags though. After defining my custom tags for GTD in Evernote, following instructions on The Secret Weapon, I found the UI a little clunky. Nesting tags is pointless (they’re not exposed usefully in the UI) and I’m not a fan of the web version released in August 2015. The eye-strain-inducing expanses of white space, truncated note titles even on large screens, hidden functionality and sidebar navigation are a case of minimalist form over function.

Fortunately, you can revert the Evernote web app to the old version which more closely resembles the desktop app. Also, by dragging tags to shortcuts menu – and using shortcuts as the primary navigation – I found a clear, usable and consistent UI across desktop, web and iOS apps to browse and filter tasks by context, timeliness or both.

An important part of the GTD system, is the weekly review – checking what you’ve done, what you’re waiting on and what to do next. At work, I’ve settled into a routine of reviewing the list on Friday mornings. This gives me enough time during the rest of the day to finish anything I’ve forgotten about or pushed back during the week. At home, it’s Sunday morning with cake as a reward. The cake is a vital part of the system; without it, all effort is in vain.

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