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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 March 31, 2020

Is Procrastination Bad? The Truth About Procrastination Revealed

Is Procrastination Bad? The Truth About Procrastination Revealed

Procrastination is very literally the opposite of productivity. To produce something is to pull it forward, while to procrastinate is to push it forward — to tomorrow, to next week, or ultimately to never.

Procrastination fills us with shame — we curse ourselves for our laziness, our inability to focus on the task at hand, our tendency to be easily led into easier and more immediate gratifications. And with good reason: for the most part, time spent procrastinating is time spent not doing things that are, in some way or other, important to us.

There is a positive side to procrastination, but it’s important not to confuse procrastination at its best with everyday garden-variety procrastination.

Sometimes — sometimes! — procrastination gives us the time we need to sort through a thorny issue or to generate ideas. In those rare instances, we should embrace procrastination — even as we push it away the rest of the time.

Why We Procrastinate After All?

We procrastinate for a number of reasons, some better than others. One reason we procrastinate is that, while we know what we want to do, we need time to let the ideas “ferment” before we are ready to sit down and put them into action.

Some might call this “creative faffing”; I call it, following copywriter Ray Del Savio’s lead, “concepting”.[1]

Whatever you choose to call it, it’s the time spent dreaming up what you want to say or do, weighing ideas in your mind, following false leads and tearing off on mental wild goose chases, and generally thinking things through.

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To the outside observer, concepting looks like… well, like nothing much at all. Maybe you’re leaning back in your chair, feet up, staring at the wall or ceiling, or laying in bed apparently dozing, or looking out over the skyline or feeding pigeons in the park or fiddling with the Japanese vinyl toys that stand watch over your desk.

If ideas are the lifeblood of your work, you have to make time for concepting, and you have to overcome the sensation— often overpowering in our work-obsessed culture — that faffing, however creative, is not work.

Is Procrastination Bad?

Yes it is.

Don’t fool yourself into thinking that you’re “concepting” when in fact you’re just not sure what you’re supposed to be doing.

Spending an hour staring at the wall while thinking up the perfect tagline for a marketing campaign is creative faffing; staring at the wall for an hour because you don’t know how to come up with a tagline, or don’t know the product you’re marketing well enough to come up with one, is just wasting time.

Lack of definition is perhaps the biggest friend of your procrastination demons. When we’re not sure what to do — whether because we haven’t planned thoroughly enough, we haven’t specified the scope of what we hope to accomplish in the immediate present, or we lack important information, skills, or resources to get the job done.

It’s easy to get distracted or to trick ourselves into spinning our wheels doing nothing. It takes our mind off the uncomfortable sensation of failing to make progress on something important.

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The answer to this is in planning and scheduling. Rather than giving yourself an unspecified length of time to perform an unspecified task (“Let’s see, I guess I’ll work on that spreadsheet for a while”) give yourself a limited amount of time to work on a clearly defined task (“Now I’ll enter the figures from last months sales report into the spreadsheet for an hour”).

Giving yourself a deadline, even an artificial one, helps build a sense of urgency and also offers the promise of time to “screw around” later, once more important things are done.

For larger projects, planning plays a huge role in whether or not you’ll spend too much time procrastinating to reach the end reasonably quickly.

A good plan not only lists the steps you have to take to reach the end, but takes into account the resources, knowledge and inputs from other people you’re going to need to perform those steps.

Instead of futzing around doing nothing because you don’t have last month’s sales report, getting the report should be a step in the project.

Otherwise, you’ll spend time cooling your heels, justifying your lack of action as necessary: you aren’t wasting time because you want to, but because you have to.

How Bad Procrastination Can Be

Our mind can often trick us into procrastinating, often to the point that we don’t realize we’re procrastinating at all.

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After all, we have lots and lots of things to do; if we’re working on something, aren’t we being productive – even if the one big thing we need to work on doesn’t get done?

One way this plays out is that we scan our to-do list, skipping over the big challenging projects in favor of the short, easy projects. At the end of the day, we feel very productive: we’ve crossed twelve things off our list!

That big project we didn’t work on gets put onto the next day’s list, and when the same thing happens, it gets moved forward again. And again.

Big tasks often present us with the problem above – we aren’t sure what to do exactly, so we look for other ways to occupy ourselves.

In many cases too, big tasks aren’t really tasks at all; they’re aggregates of many smaller tasks. If something’s sitting on your list for a long time, each day getting skipped over in favor of more immediately doable tasks, it’s probably not very well thought out.

You’re actively resisting it because you don’t really know what it is. Try to break it down into a set of small tasks, something more like the tasks you are doing in place of the one big task you aren’t doing.

More consequences of procrastination can be found in this article: 8 Dreadful Effects of Procrastination That Can Destroy Your Life

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Procrastination, a Technical Failure

Procrastination is, more often than not, a sign of a technical failure, not a moral failure.

It’s not because we’re bad people that we procrastinate. Most times, procrastination serves as a symptom of something more fundamentally wrong with the tasks we’ve set ourselves.

It’s important to keep an eye on our procrastinating tendencies, to ask ourselves whenever we notice ourselves pushing things forward what it is about the task we’ve set ourselves that simply isn’t working for us.

Learn more about how to fix your procrastination problem here: What Is Procrastination and How to Stop It (The Complete Guide)

Featured photo credit: chuttersnap via unsplash.com

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