Nothing to say

I have determined that I need to use software to manage my projects. As mentioned in a previous post, the 105 GTD Software Apps comparison page is a pretty handy resource. At last it’s broken out by OS, so it beats the other lists I’ve seen. My investigation is specific to GTD apps on the Mac. It is also relevant to note that I’m running Leopard 10.5.2. Now let’s get to it.

Check Off

Ok, this was my original solution, and I was really fond of its simplicity. It turns out, however, that it is simply TOO simple. I need a little more. Ciao!

Chandler

Holy crap is this confusing. Maybe I’ll come back to it later when everything sucks, but for now… Pass!

Shadow Plan

Call me shallow, but the website is so inelegant that I’m betting the software is as well. I didn’t bother to download it.

Frictionless

This one seems far more promising. The website isn’t amazing, but it’s quite clear in how it’s laid out. Best of all, the developer seems seriously committed to the project. I’ll skip the few details I have on the setup process, and cut straight to the worst of all. Worst of all, it crashed on me. Twice. One of the times, I was simply removing the “work” context from the context list. Unacceptable. Sayonara.

iGTD

This one easily has the best website of those listed so far. But holy cow is it complicated. It was actually the first thing I installed today, but I just gave up and went for something simpler. Also, I got it to crash a couple of times, though I forget what I was doing to cause it. Oh, I know, I imported the text data from Check Off, and was promoting one of the tasks to a project. Apparently, that was a bad idea. Three times in a row. That’s why I gave up on it. I’ll go back to it and see how things go. Now if it’s crashing on manipulating the data from another program, well, that could be acceptable, as it isn’t a part of normal functionality for me. And there’s not enough stuff in Check Off that I can’t just retype it.

Anyway, the interface is the prettiest of the batch so far. I want to like it and use it, if that counts for anything.

Ok, wtf. Neverming. I CANNOT ADD PROJECTS! Baleeted.

Chandler

Didn’t I say I’d be back? Ok, so the app is complicated, but the site is so well laid out. There are even videos and a very thorough Getting Started guide! How handy is that? Let me answer for you. Very handy. Good answer! So how easy is it to setup?

The answer to that apparently depends on your existing system. Their Get Started guide has a wealth of info on importing calendars, tasks, emails, notes, and data from all sorts of sources. That’s tremendous. If, on the other hand, you’re a disorganized slob like me, well, you can’t very well import from the pieces of paper you’ve just written, so you’re essentially on your own. I was unable to find documentation for the quick entry bar, and there’s no advertised shortcut to access that blank anyhow.

At least it hasn’t crashed yet.

[time passes]

Chandler does not have projects.  Furthermore, it lacks any possibility for creating sub-tasks.   What it does have are Collections, which are displayed vertically in the left-most pane.  The defaults are already created for you: Work, Home, Fun.

If my life consisted solely of single things that needed to be done, and none of my tasks involved more than one or two steps to complete, this would be BRILLIANT.  Just for one example, though, I need to update my contacts.  This is a fairly simple, straightforward process that determines taking all of my contacts, updating them to contain current info, and then collecting them all into one place and propagating that information back to any other sources that need it.

How do I enter this in Chandler?  Do I create one item that says “update contacts” and then put notes in it that say “Sync phone contacts via bluetooth.  Sync Palm contacts via USB.  Export Gmail contacts.  Clean up data and import individually into existing contacts spreadsheet.  Remove duplication.  Sort through emails for any updates.  Contact friends individually if I know there is more current info… oh wait, you’re bored reading this.

No, that’s not going to work.  What other options are there?  Decide all the next actions and enter them as separate Notes in chandler?  No, because there’s no structure or order to that.  So I do instead just enter the Very next action, and then when that’s finished, determine what the next Next action is and add that?  You know what?

BALEETED.

Conclusion: If you want a good GTD solution, don’t be such a cheapskate!

Note: I haven’t tried ThinkingRock because I absolutely abhor java apps, so it’s automatically excluded.  I have read that it’s brilliant.  Nothing personal.  Cheers, mate.

I’ve been going through my inbox for a while now, with some major interruptions. I chatted with a couple friends, played on the web a bit (looking for a couple of decent GTD solutions, of course), and did a couple of minor things around the house as they occurred to me. Just now, in fact, I went on a spider scan and took care of 4 of them. 3 of those spiders, sadly, were my first kills. They were a type I’m not used to seeing around the house, and were particularly resistant to being taken outside.

This is about GTD, though, and if you’re reading this, you want (for some reason) to know my process. Cool.

The first few things I went through, not surprisingly, were old lists. Lists are a bit more time-consuming, as they can contain dozens of items, while a business card, menu, document, or receipt usually represents just one project, action, or reference item. Once I hit the regular things, it went much quicker, but the first several items took so long it was midnight before I knew it.

I’m going to run down the Receptacles I have set up and what went into them. Given how little I’ve gotten through, this is going to be fairly incomplete, but is the format I will continue to use as I go on.

Baskets

I have three letter-size wire baskets. They’re not stacking trays, but when you have horizontal space, they’re quite nice.

Recycle. This basket is for paper that I can save from the trash and take out with the recycling. It’s that simple.
Ex: Junk mail I hadn’t opened yet; lists that have been properly processed

To Scan. Let me be clear. I am a pack rat. My salvation is that I know why, and an easy workaround. Like David Allen says, it’s all about tricks. I keep things for memories. It was only in the last few years that I realized photos are quite sufficient at preserving memories. So I photograph or scan the things I want to keep (ticket stubs, pamphlets, travel brochures, etc) and keep that instead of the actual paper. Unfortunately, I only have a flatbed scanner, so I will be purchasing a sheet-feed scanner to process the To Scan basket. It’s a temporary hassle, and I don’t mind it.
Ex: Ticket stubs; business card from the salon in San Jose that we went to with the matron of honor before our wedding

Unfiled Reference. This was an impromptu ad lib. It started as the someday/maybe basket, but I have been putting those on notecards, so I made this for things that I want to transcribe into reference, but don’t deserve an actual folder themselves.
Ex: notes from a wine tasting we went to for a local vineyard/winery

Files

I blasphemously have two file systems right now. It was too overwhelming to put my existing filing system into the inbox, so I put an item in the inbox to process old files. Safe! The shameful bit is I’m still putting related things into the old files.

New Files. I am using the manila folders, but no labeler. I am not using A-Z. I am making separate files for roughly everything. I don’t think it’s a good idea, but that’s what’s happening right now.
Ex. School notes; Wedding keepsakes; Exercise info; For wife’s review (things I want her to see or am not comfortable throwing out without her seeing it first)

Old Files. Some aspects of this structure may survive, because it just makes sense for these things to have their own folder. Besides, the cabinet they’re in can’t do manila folders, and I have a limited quantity of hanging folders. I think I’ll get a new file cabinet and use this one for random storage, but it needs to serve the purpose for now. Besides, it’s very pretty!
Ex: Bank Statements (irrelevant since WaMu is all digital); Pay Stubs (irrelevant since I’m self-employed); Retirement (401K info, DESPERATE needs to be processed, but makes sense as a reference folder); Automobile (titles, registration, bill of sale, repair history, etc); Insurance (GEICO documents, basically); Lease (both past and present); Taxes (currently separated by year, which is just stupid; and so on…

Note Cards

I have a note card folio with 5 tabs. This was going to be for actions (one card per context), personal projects, business projects, someday/maybe, and reference. Reference and Projects have been relocated, but there may yet be some changes. The notes going into someday/maybe are going to be great fun later, and I’ll be able to add to this at any time (since I always have my cards). Next Actions will always be with me, too, which is ideal. The contextual cards are going to be great, too. Using Tasks in the palm just seemed like more work than it’s worth, though. I don’t like having it with me all the time, and writing in it is too slow for such things. The only caveat is the @Errands card. I need to better organize my trips to the outside world, so this card will have to be processed BEFORE leaving the house, so that I run the errands in the most efficient manner possible.

Random Piles

I’ve got a few random piles that don’t really conform to the “rules”. I think that means they’re going to be processed when I finish the inbox, but for now, it just makes it … possible to get through the massive mess of an inbox I’ve got.

Reusable Cards. Some of my note cards only had a couple words on them, or only one side was written on. These can be kept in the card index for jotting notes to drop in the inbox. I can jot while I’m out, drop when I get home, and process in my weekly review. Less paper is good.

Keepsakes Binder. This was too big to put IN the inbox, so it went next to the inbox, and accidentally became a TO pile instead when I put in my certificate from performing with Cirque de Soleil. The binder has plastic sleeves throughout and is swollen with content probably as much as 2 decades old. A lot of it will eventually be processed to the To Scan basket, but that will happen AFTER the inbox. In the meantime, I’m comfortable adding to it like I do to my old files.
Even though BOTH Clearly violate the cardinal rule of the inbox (nothing goes in twice). Mr. Allen’s plan is terrific, because it can be adapted to anyone. Even rule-breakers. As long as I have absolute follow-through, my method WILL work.

Coupon Clip. There’s a magnetic clip on the fridge where I’m putting coupons. I have no idea what to do with them otherwise. They’re not projects. They’re not reference. I guess they’re someday/maybe (I’ll buy a something-or-other and want a dollar off), but this just makes more sense.

Digital

I wrote 3 or 5 note cards for projects and hated it the whole time. I finally gave up and decided it was better just go find a good hierarchical task list application and put them in there. When I was on Windows, I used ToDo List, which was as simple or complicated as you wanted it to be, had keyboard shortcuts for everything, and was just bloody brilliant. Now I’m on a Mac, so I had some searching to do. Anxiety is terrific, because it integrates with iCal and Mail (neither of which I use, but that’s irrelevant), has great keyboard shortcuts, and is just beautiful. Unfortunately, it’s not hierarchical (because the database that iCal and Mail use isn’t either), so it doesn’t serve my purpose. Googling revealed little better than that, so I went straight to 43Folders, and found the answer in their popular posts box.

There are a ton of great options for hierarchical (I hate the second c in that word! It should be hierarchial!!) ranging from free to hundreds of dollars. Some synch with or run on iPhone or Palm. Many for either mac or windows. Many or both mac AND windows. Many tailored SPECIFICALLY to GTD. The options are immense.

I spent far too long looking and reading and learning before finally seeing a screen shot for Check Off that showed a simple little box hanging from the top bar up there, with a few colored items and sub-items. Wait, sub-items? Simple interface? Holy crap, I already have that program! How the crap do you make hierarchies?? That was roughly my thought process.

The crappy bit is that Check Off’s site absolutely blows. I mean, it’s elegant, simple, clear, and easy to use, but it contains very little information. There is a separate help site that basically has a forum you need to search for all the info. Granted, the search is quite talented, and I found EXACTLY what I needed with little fuss, but why not just give us a simple page of basic instructions and/or a couple of pages in a help file?

The conclusion on Check Off is that it will not last through everything I want to do, but it has an export function when I try enough things and find something better. In the meantime, it will serve its purpose. There are shortcuts for creating new items and folders, but not for rearranging those items. I also doubt that it’s going to be even remotely usable by the time I get ALL my projects in there. Still, it’s a simple start point for me, and something I already had. So onward.

When I go back to find the right App, I’m going to be doing it on the Priacta page that currently lists 105 GTD Software Apps.  You can click on your OS to filter everything that supports it, then sort by any of the column headings.

Now, I’ve spent enough time typing this up and really need to get to bed so I can lay into an early start tomorrow. I may also take you some pictures once the sun’s up and I don’t have to use the ghastly flash for everything.

I’m sorry, did I say I had everything gathered together?  I was somewhat false in that original assessment.  Since then, I’ve had some things on my mind, and have been continuing to reread the book.  The book specifically points out that if you don’t put EVERYTHING in the Inbox, it will remain on your mind, and lo and behold, he’s right.  I keep thinking about the broken iBook, the broken MacBook, the broken Toshiba Satellite, my Archos player, that light in the living room that flickers when it’s been on too long, and several other random annoyances.  Instead of adding each of these items to a full sheet of paper, as I did the last time, I am typing them into a text document.

I was really bothered by how much paper I went through last time, especially considering I never completed the process.  This time, I WILL complete it, but I will not use more paper than I already have, like last time.

The big revelation now is that my existing filing system is on my mind.  A lot.  I kept trying to blow off the distraction until it occurred to me… all of my files need to go into the inbox.

Sonova…

Alright, I made a big deal about this once before, but it never materialized. (You can read all my GTD posts in the appropriate GTD Category, if you’re intersted.) Now I’m really going to do it. Yeah.

My materials are gathered into the Inbox, which currently consists of one precarious stack of papers, a small stack of “lists” and “notes”, and a bunch of documents scattered around my computer (with a separate item in the physical inbox to straighten out all the digital crap).

I have the book and every material listed in the book excepting a stapler (can’t find it) and a label maker (later, probably). I could also use more space for files, and something more appropriate for standard manila folders. At the time, everything’s hanging files. So it goes. I have less to organize than your average executive, as I’ve only been one for a couple months, and haven’t done much under that title yet. ;)

My current workspace is the kitchen island. The ENTIRE kitchen island. My wife is out in the field until Wednesday. I ate a good, well-rounded lunch a little bit ago, and haven’t touched alcohol today. Ah, I also have Kylie Minogue to keep me company; good, upbeat music helps me through basically anything.

I’m ready.

I’m reading David Allen’s book, Getting Things Done. It’s a very well-written, clear method of applying a greater level of organization to all the “stuff” in my life. One of the things I love about his personal productivity tool (compared against nearly EVERY other one I’ve seen) is that he sells no products whatsoever. I don’t buy into his system. I apply his techniques to my life in the way that works for me.

And hopefully, as a result, I greatly reduce my stress levels, and greatly increase my productivity. I’m all for that.

And I start with this mess.

I have no idea what this will look like when I’m done, but I’m still looking forward to it. I still have no idea how I’m going to organize everything. I know this process won’t be what I can consider “done” for at least several weeks, while I create and tweak my systems so that they’re working smoothly.

Then my goal of cleaning the house won’t happen until I get several things worked, photographed, posted, and eventually sold.

This post was intended to be nothing more than a break in the process, so I’m going to get back to it. There is SO MUCH left to do that I took tomorrow off work. The only big deadlines right now are paying some bills (no big deal, financially, so long as I remember to DO IT on time) and getting ready for our engagement photo shoot this weekend (which I’d like to buy a proper outfit for).

Heck, if I can get my life organized enough, I might even start writing regular posts soon!