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The Search for My Ideal GTD App

The Search for My Ideal GTD App
The Ideal GTD App?

Over the last few weeks, I’ve been looking for an online service to help me stay organized. My system at the moment is a patchwork of paper, desktop apps, and willpower that has worked well enough in the past but has begun to come apart at the seams as I take on a growing number of responsibilities. Since I work at several different locations, I need to be able to access a single source where I can access tasks, files, and reference information — from wherever I happen to be.

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I’ve yet to find the system that works best for me, although there are plenty of slick apps that look promising until I actually get down to working with them. After a few days of excitement, I find myself coming up against barriers to productivity — some of them because of poor design, some because of differences in philosophy between myself and the programmers, most because I’m simply not the target client — and find myself spending time looking for workarounds to make the system work rather than actually getting stuff done.

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Looking at and evaluating all these applications has forced me to consider what exactly it is that I’m looking for in an ideal GTD app. Here are a few of the features I think are important:

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  • Supporting materials should be bound to projects: Most of my projects involve the creation of documents, and many of them have associated reference materials as well. I would like to be able to look at a project, or a task under a project, and with a click create or open an associated document. For instance, I’m working on a long academic article for a book; I’d like to have all of my notes, PDFs of research materials, drafts, and other materials available whenever I open that project. Foldera does this in a way, but I’ve found it difficult to work with, and it is geared more towards business collaboration than towards individual task management.
  • Document editing: I want to be able to create and edit documents from within the same interface that I use to look at my projects and tasks. Whether this uses an internal document editor or a link to a third-party service like Google Docs or Zoho doesn’t matter, as long as the document is saved back to the project it belongs to. So using the above example, if I am working on a draft of my article, I want to be able to open the document, write, and save the document back into the project it belongs to.
  • Bulk upload: Why on earth do so many online apps allow you to upload documents only one at a time? What I’d really like to see is a desktop app that would allow me to synchronize files, perhaps by flagging them on the desktop in some way, and then upload them in the background — but I’d settle for a file manager that either allowed me to drag and drop multiple files or ctrl-select them to upload all at once.
  • Integration with desktop tools like Outlook: I’d like to be able to work in Outlook or other desktop apps and have the work appear in my online space — and vice versa. So when I check a todo list item “done” online, it’s also marked “done” in Outlook. Several online apps do one-way imports from Outlook, and a few do manual syncs — I don’t see why this couldn’t be automated.
  • Integration with mobile tools: For me, like many others, a PC isn’t the only tool I work with. I use a Treo, and others use iPhones, Blackberries, and even Windows Mobile devices (it’s true!) when a PC isn’t handy. Yet few online apps try very hard to integrate with them. Even if access can’t be “live”, it would be nice to have work show up at least when the device is synchronized. What I’d really like, though, is integration with my smartphone’s apps, or third-party apps like Google’s — Google has shown that it’s possible to make sophisticated online apps that work on a variety of mobile devices.
  • Automatic promotion of future tasks: When I develop a project outline, I generally write down a list of tasks that need to be done to complete the project. But when I look at my todo list, I just want to know what to do now. Most of the apps I’ve seen dump all the todos from all my projects into one master list, which is useless to me — how can I revise the first draft of an article when I haven’t even been to the library to check out the books I need to research it yet? I want my GTD app to promote the very next action to my todo list whenever I mark the item right before it as finished.
  • Links to other services: I’d really like to see a way to pass data back and forth between online services, but barring that I’d like at least to add links into the interface to other online services. It’s surprising to me how many GTD apps don’t have anywhere to put links.
  • No-nag tasks: I like to schedule time or set reminders for things that I only need to be reminded about once. For example, driving time — I schedule my regular commute in my calendar, and sometimes I do need a reminder (“hey, you gotta get going, buddy!”) but if I miss the reminder, that’s because I’m probably already driving. I’d like to be able to create a category of reminders that go off once and if I’m not there to respond to them, they just disappear.
  • An exit strategy How I get my data out of an online app is at least as important as how I get it in. My needs are bound to change in the future, or the programmers may decide to change something in a way that no longer meets my unchanged needs — or the company that hosts the service may go out of business or cancel the service. If my data is trapped in their system, I’m screwed. I need a way to bulk download everything in their original formats (for documents, files, etc.) or in documented web standards (xml, RSS) that can be ported to a new system, or at least opened on my desktop so I can transfer information over manually.

What about you? What features are you looking for in a GTD app? What services do you use, and what would you change to make them suit your needs better? Is there a great out-of-the-box service out there that I’m missing? If you could design your own perfect online service, what would it do?

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Let us know your thoughts in the comments.

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Last Updated on September 17, 2018

Why Do I Have Bad Luck? 2 Simple Things to Change Your Destiny

Why Do I Have Bad Luck? 2 Simple Things to Change Your Destiny

Are you one of those people who are always suffering setbacks? Does little ever seem to go right for you? Do you sometimes feel that the universe is out to get you? Do you wonder:

Why do I have bad luck?

Let me let you into a secret:

Your luck is no worse—and no better—than anyone else’s. It just feels that way. Better still, there are two simple things you can do which will reverse your feelings of being unlucky.

1. Stop believing that what happens in your life is down to the vagaries of luck, destiny, supernatural forces, malevolent other people, or anything else outside your self.

Psychologists call this “external locus of control.” It’s a kind of fatalism, where people believe that they can do little or nothing personally to change their lives.

Because of this, they either merely hope for the best, focus on trying to change their luck by various kinds of superstition, or submit passively to whatever comes—while complaining that it doesn’t match their hopes.

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Most successful people take the opposite view. They have “internal locus of control.” They believe that what happens in their life is nearly all down to them; and that even when chance events occur, what is important is not the event itself, but how you respond to it.

This makes them pro-active, engaged, ready to try new things, and keen to find the means to change whatever in their lives they don’t like.

They aren’t fatalistic and they don’t blame bad luck for what isn’t right in their world. They look for a way to make things better.

Are they luckier than the others? Of course not.

Luck is random—that’s what chance means—so they are just as likely to suffer setbacks as anyone else.

What’s different is their response. When things go wrong, they quickly look for ways to put them right. They don’t whine, pity themselves, or complain about “bad luck.” They try to learn from what happened to avoid or correct it next time and get on with living their life as best they can.

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No one is habitually luckier or unluckier than anyone else. It may seem so, over the short term (Random events often come in groups, just as random numbers often lie close together for several instances—which is why gamblers tend to see patterns where none exist).

When you take a longer perspective, random chance is just . . . random. Yet those who feel that they are less lucky, typically pay far more attention to short-term instances of bad luck, convincing themselves of the correctness of their belief.

Your locus of control isn’t genetic. You learned it somehow. If it isn’t working for you, change it.

2. Remember that whatever you pay attention to grows in your mind.

If you focus on what’s going wrong in your life—especially if you see it as “bad luck” you can do nothing about—it will seem blacker and more malevolent.

In a short time, you’ll become so convinced that everything is against you that you’ll notice more and more instances where this appears to be true. As a result, you will almost certainly stop trying, convinced that nothing you can do will improve your prospects.

Fatalism feeds on itself until people become passive “victims” of life’s blows. The “losers” in life are those who are convinced they will fail before they start anything; sure that their “bad luck” will ruin any prospects of success.

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They rarely notice that the true reasons for their failure are ignorance, laziness, lack of skill, lack of forethought, or just plain foolishness—all of which they could do something to correct, if only they would stop blaming other people or “bad luck” for their personal deficiencies.

Your attention is under your control. Send it where you want it to go. Starve the negative thoughts until they die.

To improve your fortune, first decide that what happens is nearly always down to you; then try focusing on what works and what turns out well, not the bad stuff.

Your “fate” really does depend on the choices that you make. When random events happen, as they always will, do you choose to try to turn them to your advantage or just complain about them?

Thomas Jefferson is said to have used these words:

“I’m a great believer in luck and I find the harder I work, the more I have of it.”

Ralph Waldo Emerson said:

“Shallow men believe in luck. Strong men believe in cause and effect.”

Your luck, in the end, is pretty much what you choose it to be.

Featured photo credit: LoboStudio Hamburg via unsplash.com

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