Advertising
Advertising

Lifehack.org Readers’ Favorite GTD Apps

Lifehack.org Readers’ Favorite GTD Apps
Your favorite gtd apps

Last week, we asked:

What online productivity/organization application do you find essential, and why? What would you replace it with if it disappeared tomorrow?

I was surprised at how many people chose Google’s suite of productivity applications — Gmail, Google Docs, Google Calendar, iGoogle, and so on. I hadn’t really thought of these as “GTD apps”, per se, but thinking about it, it not only makes sense, but I realized that for a long time I’ve use these as my primary GTD applications as well.

Advertising

After some playing around with various GTD-based services on the web, I retreated to my trusty Moleskine and a Treo synced with Outlook. To be honest, though, I don’t use the Treo’s productivity apps very much — I find the thumb keyboard horribly uncomfortable and awkward to use, and the loss of integrated handwriting support (after I’d spent years mastering Graffiti) makes the built-in keyboard the only way of using the Treo on the go. Yes, I’ve used the third-party Graffiti replacements, and yes, I have an external keyboard, but neither works particularly well.

Which leaves me with the problem of how to get stuff done when I’m away from home — and I’m away from home a lot. Like a large number of lifehack.org readers, I too have built up a system on Google’s applications that is the backbone of my productive existence. I use:

  • Google Docs for writing (lately replaced with Buzzword, though)
  • iGoogle widgets for todo lists, file access (with, for example, Box.net’s widget), phone messages (using Callwave‘s widget), and of course accessing and creating documents using Google’s own Google Docs widget.
  • Gmail for email, naturally
  • Google Notebook for note-taking, but also for creating classroom presentations. I often have 5 or 6 videos, webpages, and other online materials I want to show my classes, so I use Notebook to capture and organize the links into the order I want to show them.
  • I don’t use Google Calendar, but I should — until fairly recently there was no good way to sync Outlook and Google Calendar, and there’s still issues when you add in the Treo (and while I don’t use the Treo much for lists and documents, I use the calendar function extensively — though I do most of my editing on Outlook, not the Treo itself).

Lately, I’ve committed to using Toodledo, which doesn’t sync with my Treo but offers a good mobile interface — and allows entry of tasks via Jott‘s Links service. Which means I can enter new tasks via Jott’s incredibly accurate speech recognition/transcription, overcoming the limitations of the text entry on the Treo.

Advertising

Another thing I like about Toodledo is that I can set up custom folders, which allows me to categorize my todo list by projects (a lot of GTD systems are built around the idea of contexts, which isn’t as useful for me). And it also allows me to ignore my categories — I can organize by date and just see the tasks I have to do today, regardless of what project they belong to. I like that flexibility.

If Toodledo disappeared, it would be pretty easy to move to another online todo list manager. They all have strengths and weaknesses, but rarely anything that would prevent me being able to use just about any of them. Right now, Remember the Milk is looking pretty good. And I’ve also been looking at Sandy a lot — that could be a good replacement, though I’m not sure I want my email to become my todo list.

Lifehack.org’s readers described a bunch of interesting systems they’ve put together around the various Google apps, along with their tips for using them:

Advertising

  • Mark uses Gmail’s “starred item” feature to highlight items that need action.
  • Miche describes Google as “my complete GTD system”:

    I use Gmail to receive my daily agenda, which I fill out every night before going to bed in Calendar, and GTDInbox to manage my tasks. iGoogle keeps my daily to-do and research tools. Notebook keeps my lists and snippets for stories. Reader helps me find stories, in conjunction with RSS feeds from Google saved searches.

  • miss_mary says she appreciates that she can access her Google apps easily, from anywhere — useful for a university student.

    I really appreciate Google calendar. Google calendar is very user friendly and you can also print things out quite easily. The reminder as well as the weather options of Google calendar are great also. It is very nice to use Google calendar to organise all of your obligations. And, you can also print out a daily guide to your day very easily.

  • And James Marwood offers a warning to Google users: put a backup system in place. Google accounts can be hacked, corrupted, or accidentally deleted:

    [R]emember that this is all dependant on that Google account and if you lose that, you lose everything else. This is VERY painful and there is nothing that really can be done other than starting again. By all means use Google but keep everything backed-up

Other apps that people recommended included:

  • Diigo: Social bookmark/clipping system
  • DropBoks: Online file storage
  • iGTD: Mac-based GTD system
  • Joe’s Goals: Goal management
  • Jott: Transcribes your voice messages into text and forwards them to email, SMS, and various web services.
  • Kalendra: PC-based calendar and contact manager
  • Netvibes: customizable homepage
  • Nozbe: GTD system
  • OmniFocus: Mac-based task manager
  • Plaxo: contact manager and synchronizer
  • Remember the Milk: Todo list manager
  • Sandy: Automated reminder service
  • Tiinker: RSS feed reader and recommendation engine
  • Todoist: Todo list manager
  • Toodledo: Todo list manager
  • Vitalist: Todo list manager
  • Wrike: Task and project manager
  • Zotero: Bibliographic reference manager

Many of these were named both as people’s every use apps and as replacements, which suggests that the field of online productivity apps has developed to the point where nearly every task is covered by several good, effective, and almost always free or affordable applications. There’s a wide variety of good substitutes for nearly every app.

That’s good news for people who, like me, dream of the day when their work is accessible from anywhere, on any computer. Maybe it’s time to start thinking about GTD 3.0

Advertising

More by this author

The Importance of Reminders (And How to Make a Reminder Work) How to Admit Your Mistakes How to Take Notes: 3 Effective Note-Taking Techniques How to Learn Something New Every Day and Stay Smart Is Procrastination Bad? The Truth About Procrastination Revealed

Trending in Featured

1 The Importance of Reminders (And How to Make a Reminder Work) 2 How to Master the Art of Prioritization 3 40 Top Productivity Apps for iPhone (2020 Updated) 4 How to Break Out of Your Comfort Zone 5 How to Find Time for Yourself

Read Next

Advertising
Advertising
Advertising

Last Updated on January 13, 2020

The Importance of Reminders (And How to Make a Reminder Work)

The Importance of Reminders (And How to Make a Reminder Work)

No matter how well you set up your todo list and calendar, you aren’t going to get things done unless you have a reliable way of reminding yourself to actually do them.

Anyone who’s spent an hour writing up the perfect grocery list only to realize at the store that they forgot to bring the list understands the importance of reminders.

Reminders of some sort or another are what turn a collection of paper goods or web services into what David Allen calls a “trusted system.”[1]

A lot of people resist getting better organized. No matter what kind of chaotic mess, their lives are on a day-to-day basis because they know themselves well enough to know that there’s after all that work they’ll probably forget to take their lists with them when it matters most.

Fortunately, there are ways to make sure we remember to check our lists — and to remember to do the things we need to do, whether they’re on a list or not.

In most cases, we need a lot of pushing at first, for example by making a reminder, but eventually we build up enough momentum that doing what needs doing becomes a habit — not an exception.

Advertising

From Creating Reminders to Building Habits

A habit is any act we engage in automatically without thinking about it.

For example, when you brush your teeth, you don’t have to think about every single step from start to finish; once you stagger up to the sink, habit takes over (and, really, habit got you to the sink in the first place) and you find yourself putting toothpaste on your toothbrush, putting the toothbrush in your mouth (and never your ear!), spitting, rinsing, and so on without any conscious effort at all.

This is a good thing because if you’re anything like me, you’re not even capable of conscious thought when you’re brushing your teeth.

The good news is you already have a whole set of productivity habits you’ve built up over the course of your life. The bad news is, a lot of them aren’t very good habits.

That quick game Frogger to “loosen you up” before you get working, that always ends up being 6 hours of Frogger –– that’s a habit. And as you know, habits like that can be hard to break — which is one of the reasons why habits are so important in the first place.

Once you’ve replaced an unproductive habit with a more productive one, the new habit will be just as hard to break as the old one was. Getting there, though, can be a chore!

Advertising

The old saw about anything you do for 21 days becoming a habit has been pretty much discredited, but there is a kernel of truth there — anything you do long enough becomes an ingrained behavior, a habit. Some people pick up habits quickly, others over a longer time span, but eventually, the behaviors become automatic.

Building productive habits, then, is a matter of repeating a desired behavior over a long enough period of time that you start doing it without thinking.

But how do you remember to do that? And what about the things that don’t need to be habits — the one-off events, like taking your paycheck stubs to your mortgage banker or making a particular phone call?

The trick to reminding yourself often enough for something to become a habit, or just that one time that you need to do something, is to interrupt yourself in some way in a way that triggers the desired behavior.

The Wonderful Thing About Triggers — Reminders

A trigger is anything that you put “in your way” to remind you to do something. The best triggers are related in some way to the behavior you want to produce.

For instance, if you want to remember to take something to work that you wouldn’t normally take, you might place it in front of the door so you have to pick it up to get out of your house.

Advertising

But anything that catches your attention and reminds you to do something can be a trigger. An alarm clock or kitchen timer is a perfect example — when the bell rings, you know to wake up or take the quiche out of the oven. (Hopefully you remember which trigger goes with which behavior!)

If you want to instill a habit, the thing to do is to place a trigger in your path to remind you to do whatever it is you’re trying to make into a habit — and keep it there until you realize that you’ve already done the thing it’s supposed to remind you of.

For instance, a post-it saying “count your calories” placed on the refrigerator door (or maybe on your favorite sugary snack itself)  can help you remember that you’re supposed to be cutting back — until one day you realize that you don’t need to be reminded anymore.

These triggers all require a lot of forethought, though — you have to remember that you need to remember something in the first place.

For a lot of tasks, the best reminder is one that’s completely automated — you set it up and then forget about it, trusting the trigger to pop up when you need it.

How to Make a Reminder Works for You

Computers and ubiquity of mobile Internet-connected devices make it possible to set up automatic triggers for just about anything.

Advertising

Desktop software like Outlook will pop up reminders on your desktop screen, and most online services go an extra step and send reminders via email or SMS text message — just the thing to keep you on track. Sandy, for example, just does automatic reminders.

Automated reminders can help you build habits — but it can also help you remember things that are too important to be trusted even to habit. Diabetics who need to take their insulin, HIV patients whose medication must be taken at an exact time in a precise order, phone calls that have to be made exactly on time, and other crucial events require triggers even when the habit is already in place.

My advice is to set reminders for just about everything — have them sent to your mobile phone in some way (either through a built-in calendar or an online service that sends updates) so you never have to think about it — and never have to worry about forgetting.

Your weekly review is a good time to enter new reminders for the coming weeks or months. I simply don’t want to think about what I’m supposed to be doing; I want to be reminded so I can think just about actually doing it.

I tend to use my calendar for reminders, mostly, though I do like Sandy quite a bit.

More on Building Habits

Featured photo credit: Unsplash via unsplash.com

Reference

[1] Getting Things Done: Trusted System

Read Next