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GTD Refresh, Part 3: Projects

GTD Refresh, Part 3: Projects

GTD Refresh: Projects

    Months ago now, I announced I was going to “reboot” my GTD setup, returning as close to an “orthodox”, by-the-book GTD setup as I could manage. Out the gate, I started “off”, working not from tasks up but from the middle, David Allen’s 30,000 and 40,000-foot levels, by drawing up a mindmap of my areas of focus and my vision for myself in a few years time.

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    Taking a big step downward, over the 20,000-foot level to somewhere near the runway, I decided on a set of contexts. Since I work primarily from home, distinguishing a bunch of contexts wasn’t very meaningful. I settled, then, on @computer for all the work I do at home using a computer, @home for everything else I do at home, and @away for everything I need to leave home to do.

    Which brings me to projects. Projects tie all our tasks together into some sort of meaningful action, providing objectives towards which those tasks are directed. While not every task is part of a project, for most of us the majority will tend to be – especially as we sort out our work to privilege the meaningful.

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    Allen defines a project quite simply: any objective that takes more than two steps to accomplish. Though I’m trying to keep as close to Allen’s system as possible, this is a little simplistic for me. Implicit in his concept are two other things, I think: intentionality and time. That is, to merit treating a collection of tasks as a project, the tasks need to be “held together” by a goal that has some meaning, and they need to be spread out over a significant piece of time.

    I get the second characteristic, time, from the way Allen talks about project planning. For Allen, the ideal way to deal with most projects is to focus no further than the next action – with the idea that, once we perform that next action, the further action will be obvious and, if we can, we’ll just do it. It’s not until we reach a task that can’t be performed at the moment, whether that’s due to lack of time, resources, or will, that we put a new next action on our context lists.

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    With that in mind, I  finally got the time to start doing a sweep of my life. The occasion was not entirely orthodox: I left home for 5 weeks in another state, where I am currently living and working. To make that work, I needed to take a pretty big inventory of my life at the moment – what projects do I have to do over the next few weeks, and what kind of “personal” projects will I also have time to work on? Since this is more than a weekend away, packing meant winnowing my life down to the bare essentials, the things I was pretty sure I’d need and wouldn’t want to wait until I could find time to replace them if I left something out.

    So call this a “mini-sweep”; when I get home, I’ll have to extend this kernel of GTD-ness to the rest of my life. But the process was the same: first, I listed all the projects that would be part of the work I’d be doing while away, as well as ongoing tasks here at Lifehack and at my university. Allen calls tat part “getting clear”, dumping everything out of my head and into a form that I can easily manage. Although I’ve taken to using Nozbe lately, I wasn’t sure whether and how soon I’d have reliable broadband access, so my tool of choice was, you guessed it, my trusty Moleskine.

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    With the stuff already on the schedule dumped, it was time to, as Allen says, “get creative”. With my areas of focus mindmap in front of me, I stepped branch-by-branch through my life, stopping at each node to determine whether there was anything I needed or wanted to do in that are over the next 5 weeks. The I repeated the process with my personal vision mindmap, again asking myself if there was anything I could do for each item to advance it over the next five weeks.

    Since my time and resources out-of-state will be limited, some projects didn’t make it; these got written up in my notes and will be worked into “Someday/Maybe” items. The rest went onto the list, which then guided me in packing to make sure I had whatever I needed (office supplies, research materials, tech gear, etc.).

    While I’m away, my project list serves as a daily trigger list to spur next actions, and as a set of goals reminding why I’m here, far away from home, in the first place. When I get home, I’ll revisit the process on a wider scale, and enter everything into my project management software, which I’ll talk about in the next post in this series (maybe…).

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    Last Updated on May 14, 2019

    8 Replacements for Google Notebook

    8 Replacements for Google Notebook

    Exploring alternatives to Google Notebook? There are more than a few ‘notebooks’ available online these days, although choosing the right one will likely depend on just what you use Google Notebook for.

    1. Zoho Notebook
      If you want to stick with something as close to Google Notebook as possible, Zoho Notebook may just be your best bet. The user interface has some significant changes, but in general, Zoho Notebook has pretty similar features. There is even a Firefox plugin that allows you to highlight content and drop it into your Notebook. You can go a bit further, though, dropping in any spreadsheets or documents you have in Zoho, as well as some applications and all websites — to the point that you can control a desktop remotely if you pare it with something like Zoho Meeting.
    2. Evernote
      The features that Evernote brings to the table are pretty great. In addition to allowing you to capture parts of a website, Evernote has a desktop search tool mobil versions (iPhone and Windows Mobile). It even has an API, if you’ve got any features in mind not currently available. Evernote offers 40 MB for free accounts — if you’ll need more, the premium version is priced at $5 per month or $45 per year. Encryption, size and whether you’ll see ads seem to be the main differences between the free and premium versions.
    3. Net Notes
      If the major allure for Google Notebooks lays in the Firefox extension, Net Notes might be a good alternative. It’s a Firefox extension that allows you to save notes on websites in your bookmarks. You can toggle the Net Notes sidebar and access your notes as you browse. You can also tag websites. Net Notes works with Mozilla Weave if you need to access your notes from multiple computers.
    4. i-Lighter
      You can highlight and save information from any website while you’re browsing with i-Lighter. You can also add notes to your i-Lighted information, as well as email it or send the information to be posted to your blog or Twitter account. Your notes are saved in a notebook on your computer — but they’re also synchronized to the iLighter website. You can log in to the site from any computer.
    5. Clipmarks
      For those browsers interested in sharing what they find with others, Clipmarks provides a tool to select clips of text, images and video and share them with friends. You can easily syndicate your finds to a whole list of sites such as Facebook, Twitter and Digg. You can also easily review your past clips and use them as references through Clipmarks’ website.
    6. UberNote
      If you can think of a way to send notes to UberNote, it can handle it. You can clip material while browsing, email, IM, text message or even visit the UberNote sites to add notes to the information you have saved. You can organize your notes, tag them and even add checkboxes if you want to turn a note into some sort of task list. You can drag and drop information between notes in order to manage them.
    7. iLeonardo
      iLeonardo treats research as a social concern. You can create a notebook on iLeonardo on a particular topic, collecting information online. You can also access other people’s notebooks. It may not necessarily take the place of Google Notebook — I’m pretty sure my notes on some subjects are cryptic — but it’s a pretty cool tool. You can keep notebooks private if you like the interface but don’t want to share a particular project. iLeonardo does allow you to follow fellow notetakers and receive the information they find on a particular topic.
    8. Zotero
      Another Firefox extension, Zotero started life as a citation management tool targeted towards academic researchers. However, it offers notetaking tools, as well as a way to save files to your notebook. If you do a lot of writing in Microsoft Word or Open Office, Zotero might be the tool for you — it’s integrated with both word processing software to allow you to easily move your notes over, as well as several blogging options. Zotero’s interface is also available in more than 30 languages.

    I’ve been relying on Google Notebook as a catch-all for blog post ideas — being able to just highlight information and save it is a great tool for a blogger.

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    In replacing it, though, I’m starting to lean towards Evernote. I’ve found it handles pretty much everything I want, especially with the voice recording feature. I’m planning to keep trying things out for a while yet — I’m sticking with Google Notebook until the Firefox extension quits working — and if you have any recommendations that I missed when I put together this list, I’d love to hear them — just leave a comment!

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