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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

    Blogger, published author, and founder of a site that's all about delivering online business advice

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    Published on April 16, 2019

    How Self Care Can Help You Live Your Best Life

    How Self Care Can Help You Live Your Best Life

    When was the last time you did something for yourself?

    Whether it was deciding to treat yourself with a little something or travel for some R&R, how often do you practice self-care?

    Well, as good as above sounds, there’s a common misconception that many of us have about self-care: that it’s only about indulgence and enjoyment.

    However, self-care goes far beyond indulgence. It’s actually about respecting your mind and body, understanding its limits, and being able to take care of every part of yourself, in a holistic way.

    And, you really don’t have to go to extreme measures or do anything specific–like meditating or following a plant based diet–in order to practice self-care. You just have to make sure that what you’re doing is in your best interests.

    So how can you make that happen?

    Below are a few proven methods that will help you become a better version of you. Follow through with these regularly and you’ll be well on your way to living your very best life.

    Listen to Yourself

    The bulk of self-care is knowing yourself.

    This means knowing your body’s limitations, and being in tune with your feelings, emotions and thoughts. So it’s important, then, to know who you are and what you want to do in life, in order to truly say that you know yourself. 

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    What is your purpose?

    Have you ever thought about this question?

    Your purpose doesn’t have to remain the same throughout your life. What you found a purpose in at age 19 would likely be different at age 49.

    In your current situation, think about the different roles that you have – as a working professional, a spouse, a partner, a parent, etc.

    Do you feel like you are fulfilling your purpose through any of these roles?

    All you have to do is ensure that what you’re chasing is meaningful to you; this will bring focus and motivation as you strive to achieve your goals.

    If you have your purpose defined, then that’s awesome! You know what drives you and why.

    But, if you don’t feel like you have a purpose nailed down, it’s good to start by asking why.

    For example, why are you working in your particular job or industry? If the reason is vague or unclear, then your motivational energy will be the same. In which case, you may find yourself not having a direction for where you’re headed in life.

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    If you’d like to learn more about finding your purpose, then I recommend you check out this article:

    How to Get Motivated and Be Happy Every Day When You Wake Up

    Seek Out Continuous Education

    Now, this may seem less common when you think of self-care, but lifelong learning is incredibly useful and an important component of taking care of yourself.

    It’s Super Practical

    Lifelong learning is extremely practical these days and does not require as much effort as it may have in the past. Long gone are the days when you could only find information on something by visiting a library. In this day of the internet, anything you can imagine is at your fingertips.

    You don’t need to physically go to a learning institution to learn. You can watch Youtube videos to learn new skills, take online courses to earn a degree, and scroll through an endless amount of articles, books and journals from reputable news and informative sites.

    When you’re constantly pushing yourself to learn and take up new things, your mental health also improves. Research shows that an active and engaged mind is responsible for diminishing age-related memory loss and improves overall cognitive abilities.

    Your Confidence Will Skyrocket

    You’ll also have improved self worth as it teaches you to step outside of your comfort zone, which will undoubtedly improve your confidence.

    You’ll also connect better with others by expanding your knowledge base. Learning exposes you to a multitude of new ideas and perspectives that you may have otherwise never considered. This also increases your adaptability. Whether it’s at work or just wanting to adapt to society, your peers, and loved ones, life long learning prepares you to take on new challenges.

    You’ll Be More Desired in the Job Market

    Another obvious reason for continuous education, is that your employability will also increase.

    With the ever changing economy, and huge influences from technology, social media, science etc., job descriptions today are moving targets. Assignments and roles change so quickly in response to changing business demands, it becomes a Herculean task to keep a job description database current.

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    In years past, stability was a characteristic of the world of work. Procedures, information, jobs, and organizations were established and provided continuity. Education was completed in the first 14 to 22 years of one’s life, followed by a long career occasionally punctuated by short-term job training.

    Today, however, jobs, companies, and technology are disappearing and being created simultaneously. To remain current and maintain a competitive advantage in the human capital marketplace, an individual is challenged to continually learn.

    People return to school at every age to enrich their skills and knowledge for their current positions. Some even prepare themselves for new jobs or career changes, moving them forward into new opportunities and technology.

    We can be assured that we will be challenged to continue to learn new tasks and information throughout our lives. Successful careers belong to flexible, curious learners who are prepared for opportunities because they know themselves and where they make their best contribution. As Peter Drucker, the father of modern management stated,

    “Knowledge is choice.”

    Lifelong learning also increases social awareness and perspective. To genuinely understand and empathize with others, increase social awareness, and foster strong interpersonal relationships, it’s important to seek out new perspectives. Enhancing the skills that positively impact emotional intelligence can bring even greater happiness and success, both personally and at work; and, this is all part of self-care.

    Improve Your Habits (Both at Work and at Home)

    Now, the last piece of advice I want to introduce to your self-care regimen, is to improve your habits.

    Habits define who you are, and are built up over time. You are what you eat is a great example of this. If you make it a habit to eat foods that nourish your body, rather than make your body feel bad, then you will be much healthier overall.

    Good Habits Allow You to Reach Your Goals

    Since habits dictate your days and nights, such as waking up every morning to get to work before a certain time, or brushing your teeth before bedtime every night, they play a major role in whether we do or do not reach our goals.

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    When you form habits that allow you to progress towards your goals, you’re automatically living a purposeful day, everyday.

    Habits Make Your Time a Priority

    How do you spend your free time? Do you opt to lounge on the couch watching Netflix passively, or do you engage in activities that support your purpose in life?

    It’s natural to waste a lot of time during the day, but fostering good habits will make you set a pattern for how you spend your time and give you the choice of what you choose to spend your time on. By improving your habits, you’ll find that you can be a LOT more productive. When you create good habits, you become more efficient with your time and a lot less is wasted.

    This in essence creates an overall positive influence on your life, allowing you to treat your mind and body well, which is why improving your habits are so important to self-care.

    Your Well Being Comes First

    We live in such a fast-paced society, where we are often so caught up in our work, families, maintaining our social lives, our studies and everything in between. It’s an understatement to say that life can get a little overwhelming at times.

    If you’ve ever watched the safety video onboard a plane, you’ll know that they always ask for a parent or adult to put on the safety mask first, before tending to the child. This may sound selfish, but the fact is that if you truly want to ensure the child’s safety, then your safety needs to come first so that you can protect and care for the child without complications from your end.

    The same goes for self-care. We need to ensure that our well being is priority, so that we can be the best for the people around us.

    Listening to yourself, practicing lifelong learning and improving your habits are steps that you can take to ensure you’re constantly in the best state of mind, alongside the indulgence and rest that you reward yourself with.

    Featured photo credit: Photo by Raychan on Unsplash via unsplash.com

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