Categories | Best Practices of GTD | Software
After working with the GTD system for quite awhile, I find tracking next actions in Outlook to be pretty easy. The harder part is tracking projects. Where do you do that and how do you move from the 10,000 ft. level to the runway?
Wayne Pepper, a senior coach and presenter with David Allen Company replied:
I keep my Projects list in Outlook Tasks. I simply create a category in Tasks labeled “Projects”. Then, whenever I process a thought, an email, a piece of paper that has an outcome associated with it that will take more than one step to complete, I create a new Task and enter into the Subject field the name of the Outcome (for instance, “tune-up car”) and then I identify the very next action (call mechanic to find a good time), and I create another Task with that action in the Subject field. I would then categorize that next action as a call by selecting the “”@Calls” Category. I then review my collection of Projects (my Projects List) once a week during Weekly Review, making sure the project is still relevant, making sure that I have appropriate Next Actions supporting it, and focusing on how much attention that Project has or has not been receiving as a way to assist my focus and intuitive choices for action into the following week.
Our GTD & Outlook Setup Guide also walks through using Outlook Tasks for managing both your Projects and Next Actions. It’s a great resource for applying GTD to Outlook.