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The Only 5 Tools You Need to Implement GTD

The Only 5 Tools You Need to Implement GTD

    If you visit Lifehack regularly then I’m sure you’ve noticed the Getting Things Done series that’s been featured here lately. In recent weeks I’ve been discussing the methodology itself, and how to use it in your everyday efforts (both work and personal projects).

    What I didn’t do, however, is point you towards specific tools you can use to make your GTD life easier. Well, that is exactly what I’m going to do today.

    Let me just remind you that there are 7 main elements of GTD: Projects List, Next Tasks List, Future/Maybe List, Calendar, “Waiting for” List, Resource Files, and the intangible element – trust.

    Each of these can be handled using the simplest tools possible – pen and paper. But since we live in the 21st century, then it’s probably not the most effective way around for some people.

    What follows is a list of great tools that are either GTD-friendly right from the get-go, or can be easily adjusted to fit the GTD way of working.

    Your Inbox

    As I said in one of the posts in the GTD series (Your Daily Graph of Activity), most people usually start their work in their inboxes.

    These inboxes don’t have to be actual inboxes (email or traditional mailboxes). As defined in GTD an inbox is “simply the place where all the incoming things land”. This gives us many possibilities regarding the actual tools or software we want to use for our inboxes.

    Some tools and software that tend to work best are:

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    1. Every email software

    This is obvious, but the simplest solutions are often the best. Your email software (no matter what you use) is set up perfectly well to be used as an inbox for some incoming things because…well, it simply has an inbox in it — and every email you get is waiting there for you to read it.

    One important thing to remember, however, is that when dealing with new emails is you should take action on them immediately.

    But what to do when you encounter a new request that hasn’t been sent via email? This is where other tools come into play.

    2. Remember The Milk

    Remember The Milk (or RTM) is a great tool and it has a lot more GTD applications than just acting like an inbox.

    First of all, RTM is essentially a to-do list application. It’s available online (for all operating systems), and also it has a lot of versions for other platforms (iPhone, iPad, Android).

    However, to actually call it simply a “to-do list application” is quite an understatement. It can be used for any kind of activity where lists of things come handy.

    For example, since there’s an iPhone version, you can use it as a grocery list when you’re shopping or as a simple notepad you can use on the go so no brilliant ideas escape your mind. Or you can use it as an additional inbox. Whenever you stumble upon a new request that hasn’t been sent via email you can put it into a separate list inside RTM (preferably one named “inbox”).

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    Going back to RTM itself. The tool is very easy to use. It supports multiple lists, four levels of priorities, tags, many keyboard shortcuts (they make working with RTM lightning-quick once you get a hang of them), RSS feeds, iCal feeds, reminders, and more.

    Projects List

    Often the Project List is quite an extensive piece of GTD real estate…so to speak. It needs to be perfectly organized so every project is easy to grasp and easy to work with.

    For me, there’s only one way of doing this properly – using mind maps.

    Just to remind you (courtesy of Wikipedia), a mind map is “a diagram used to represent words, ideas, tasks, or other items linked to and arranged around a central key word or idea”. Or in plain English – it’s the best way of giving your thoughts a physical form (in this case, creating a digital representation of your thoughts).

    Most projects are only semi-organized around many different thoughts that do make sense all together, but are hard to put into a traditional list or text document. Mind maps, however, can handle such a situation exceptionally well. This is why mind maps are perfect to handle your Projects List.

    3. FreeMind

    When it comes to mind mapping digitally (on a computer), there are many tools that can make it possible. Nevertheless, there’s one really worth checking out. It’s called FreeMind.

    The name gives quite a good hint that the tool is free — and that’s a good thing. But there’s more good news — there are versions available for most popular platforms and operating systems. Not only that, but you can also download “binaries” (FreeMind is a true open source project).

    But the best news of all is this: FreeMind is the easiest to use, quickest, and smallest (in terms of memory and disk space used) tool available. In essence, this is the best tool for mind mapping available.

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    (If you prefer online tools to dealing with local files on your computer you can check out MindMeister. It looks quite impressive too. It provides all the important functionality for mind mapping, and has a lot of additional stuff, like the ability to include attachments, images, PDFs and other files. But it’s not free. The less expensive plan available is $4.99 per month.)

    Next Tasks List, Future/Maybe List, “Waiting for” List

    Your lists, with the Next Tasks List leading the way, are where you spend most of your time when working with GTD. Therefore, they need to be easily accessible and easy to work with. Being able to access them online from every computer and operating system is a nice thing as well.

    This is where Remember The Milk comes into play yet again. I’ve described RTM in detail earlier in this post, so I’m sure you see its value when it comes to working with all kinds of lists.

    An additional benefit of using just one tool for all your lists is that you don’t have to play around with myriads of different login names and local files. The most effective way around is to always focus on a minimum number of tools and fit them into your work habits.

    Calendar

    This is simple, and I’m sure you can see it coming…

    4. Google Calendar

    I don’t think I have to convince you why Google Calendar is great. I’m sure you’ve already signed up for it (or for a similar tool/solution).

    The most important characteristics of a GTD-calendar tool are:

    • Available from any computer (with Internet access)
    • Supports reminders
    • Supports multiple calendars for a single user
    • Supports sharing events with other users
    • Supports ongoing events

    And Google Calendar has them all covered. Also, there are a lot of apps available for every mobile platform.

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    Resource/Reference Files

    The only difficulty with resource files is that they must be pretty well organized, accessible, and preferably available from any computer with Internet access.

    This can be done by implementing two things.

    1. First, create a directory/folder somewhere on your computer’s hard drive. This directory will contain all your resources – things that might come handy as a reference when working on your projects. It’s your job to organize this directory nicely, and make it as easy to grasp as possible.
    2. Next, connect it to Dropbox.

    5. Dropbox

    Dropbox is a tool that lets you synchronize your data between multiple devices you use, but it’s also great for accessing your content online directly through Dropbox’s website.

    All this makes it perfect for acting like a GTD Reference Files base. Not only can you synchronize your files on every machine you use, but you also get an online backup so you can stop worrying about your stuff disappearing overnight after a hard drive malfunction.

    If you’re just using Dropbox to store the most essential data you can go with their free plan (up to 2GB of disk space available, although you can get mire space by inviting others to the service). Later you can easily upgrade your account to “Pro 50”, where you get 50GB for a modest payment of $9.99 per month.

    Conclusion

    As you can see, you only need 5 tools to fully implement GTD into your life. (By the way, “every email software” counts as one.) And this is good because the less tools you use, the easier it is to keep your game together and make them work for you. If you start using too many tools they become a burden instead of an effectiveness and productivity booster.

    What tools do you use as part of your GTD approach? Please share them in the comments below.

    (Photo credit: Dirty Set of Hand Tools via Shutterstock)

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    Karol Krol

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    Last Updated on October 21, 2019

    How to Be a Good Leader and Lead Effectively

    How to Be a Good Leader and Lead Effectively

    U.S. Sen. Elizabeth Warren, a contender for the 2020 Democratic nomination, is a reminder of why I am so drawn to leadership as a topic. Whenever I think it is impossible for me to be more impressed with her, she proves me wrong.

    Earlier this week, a former marine suggested that he had been in a long-term sexual relationship with the Senator. She flipped the narrative and used the term “Cougar,” a term used to describe older women who date younger men, to reference her alma mater.

    Rather than calling the young man a liar, or responding to the accusations in kind, she re-focused the conversation back to her message of college affordability and lifted up that “Cougar” was the mascot for her alma mater. She went on to note that tuition at her school was just $50 per semester when she was a student. Class act.

    But by the end of the week, news broke that U.S. Sen. Bernie Sanders, another contender for the presidency, had a heart attack. Warren not only wished Sanders a speedy recovery but her campaign sent a meal to his staff. She knew that the hopes of staff, donors and supporters were with the Senator from Vermont and showed genuine compassion and empathy.

    To me, she has proven time and time again that she is more than a presidential candidate: she belongs in a leadership hall of fame.

    What makes some people excel as leaders is fascinating. You can read about leadership, research it and talk about it, yet the interest in leadership alone will not make you a better leader.

    You will have more information than the average person, but becoming a good leader is lifelong work. It requires experience – and lots of it. Most importantly, it requires observation and a commitment to action. Warren observed what was happening with Sen. Sanders, empathized with his team and then took action. Regardless of the outcome of this election, Sanders’ staff will likely never forget her gesture.

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    You would have had to work on a political campaign in order to appreciate the stress and anxiety that comes with it. In this moment, staff may not remember everything that Warren said throughout the lengthy campaign, but they will remember what she did during an unforgettable time during the campaign.

    If this model of leadership is appealing, and if you are searching for how to up your own leadership game, read on for six characteristics that good leaders share:

    1. Good leaders are devoted to the success of the people around them.

    Good leaders are not self-interested. Sure, they want to succeed, but they also want others to succeed.

    Good leaders see investing in others just as important as they see investing in themselves. They understand that their success is closely tied to the people around them, and they work to ensure that their peers, employees, friends and family have paths for growth and development.

    While the leaders may be the people in the spotlight, they are quick to point to the people around them who helped them (the leaders) enter that spotlight. Their willingness to lift others inspires their colleagues’ and friends’ devotion and loyalty.

    2. Good leaders are not overly dependent on others’ approval.

    It is important for managers to express their support for their teams; good leaders must be independent of the approval of others. I explained in an article for The Chronicle of Philanthropy, that:[1]

    “While a desire to be loved is natural, managers who prioritize approval from subordinates will become ineffective supervisors who may do employees harm. For example, a manager driven by a need for approval may shy away from delivering constructive feedback that could help an employee improve. A manager fearful of upsetting someone may tolerate behavior that degrades the work environment and culture.”

    In yet another example, a manager who is dependent on the approval of others may not make decisions that could be deemed unpopular in the short run but necessary in the long run.

    Think of the coaches who integrated their sporting teams. Their decision to do so, may have seemed odd, and even wrong, in the moment, but time has proven that those leaders were on the right side of history.

    3. Good leaders have the capacity to share the spotlight.

    Attention is nice, but it is not the prime motivator for good leaders. Doing a good job is.

    For this reason, good leaders are willing to share the spotlight. They aren’t threatened by a lack of attention, and they do not need credit for every accomplishment. They are too focused on their goal and too focused on the urgency of their work.

    4. Good leaders are students.

    In the same way that human beings are constantly evolving, so too are leaders. As long as you are living, you have the potential to learn. It doesn’t matter how much knowledge you think you have; you can always learn something new.

    I have the experience of thinking I was doing everything right as a manager, only to receive conflicting feedback from my team. Perhaps my approach was not working for my team, and I had to be willing to hear their feedback to improve.

    Good leaders understand that their secret sauce is their willingness to keep receiving information and keep learning. They aren’t intimidated by what they do not know: As long as they maintain a willingness to keep growing, they believe they can overcome any obstacle they face.

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    As both masters and students, good leaders read, listen and study to grow. They consume content for information, not just entertainment purposes. They aren’t impressed with their knowledge; they are impressed with the learning journey.

    5. Good leaders view vulnerability as a superpower.

    It means “replacing ‘professional distance and cool,’ with uncertainty, risk, and emotional exposure,” said Emma Sappala in a Dec. 11, 2014, article, “What Bosses Gain by being Vulnerable” for Harvard Business Journal.[2] She went on to note the importance of human connection, which she asserts is often missing at work.

    “As leaders and employees, we are often taught to keep a distance and project a certain image. An image of confidence, competence and authority. We may disclose our vulnerability to a spouse or close friend behind closed doors at night but we would never show it elsewhere during the day, let alone at work.”

    This rings so true for me as a woman leader. I was raised believing that any show of emotion in the workplace could be used against me. I was raised believing that it was best for women leaders to be stoic and to “never let ‘em see you sweat.” This may have prevented me from connecting with employees and colleagues on a deeper, more personal level.

    6. Good leaders understand themselves.

    I am a huge fan of life coach and spiritual teacher Iyanla Vanzant. In addition to her hit show on the OWN network, Vanzant has authored dozens of books. In her books and teachings, she underscores the importance of knowing ourselves fully. She argues that we must know what makes us tick, what makes us happy and what makes us angry.

    Self-awareness enables us to put ourselves in situations where we can thrive, and it also enables us to have compassion when we fall short of the goals and expectations we have for ourselves. Relatedly, understanding ourselves will allow us to know our strength. When we know our strengths, we will be able to put people around us who compliment our strengths and fill the gaps in our leadership.

    Final Thoughts

    Being a good leader, first and foremost, is an inside job. You must focus on growing as a person regardless of the leadership title that you hold. You cannot take others where you yourself have not been. So focusing on yourself, regardless of your time or where you are in your career will have long term benefits for you and the people around you.

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    Further, if you want to become a good leader, you should start by setting the intention to do so. What you focus on grows. If you focus on becoming a better leader, you will research and invest in things that help you to fulfill this intention. You will also view the good and bad leadership experiences as steppingstones that hone your character and help you improve.

    After you set the intention, get really clear on what a good leader looks like to you. Each of us has a different understanding of leadership. Is a good leader someone who takes risk? Is a good leader, in your estimation, someone who develops other leaders? Whatever it is, know what you’re shooting for. Once you define what it means to be a good leader, look for people who exemplify your vision. Watch and engage with them if you can.

    Finally, understand that becoming a good leader doesn’t happen overnight. You must continually work at improving, investing in yourself and reflecting on what is going well and what you must improve. In this way, every experience is an opportunity to grow and a chance to ask: ‘What is this experience trying to teach me?’ or ‘what action is necessary based on this situation?’

    If you are committed to questioning, evaluating and acting, you are that much closer to becoming a better leader.

    More About Effective Leadership

    Featured photo credit: Sam Power via unsplash.com

    Reference

    [1] The Chronicle of Philanthropy: Why Good Managers Overcome the Desire to Be Liked
    [2] Harvard Business Journal: What Bosses Gain by being Vulnerable

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