WHAT TO ORGANIZE:

Organizing identifies the various placeholders or “buckets” where actions and support material are stored that you’ve processed. David Allen has also described organizing as simply “things are stored based on what they mean to you.”  The four primary action lists are:

• Projects
• Next Actions (with optional subcategories by context such as Calls, Computer, Office, Home, Errands, Agendas (people and meetings) and Anywhere)
• Waiting For
• Calendar (for time-specific actions, day-specific actions, and day-specific information only)

Organizing also includes setting up your workspace, a reference system for non-actionable information, and incubation systems (Someday Maybe and Tickler Systems) for possible later actions.

SOME QUESTIONS TO ASK WHEN CHOOSING YOUR TOOLS:

• Are there any tools already in place that you plan/need to still use? Like a corporate calendar?
• Where is your email?  Not required, but certainly helps to have your email and lists near each other.
• Who else needs to see your data?   Does it need to be on a shared server or would local be fine if you go digital?
• What do you tend to be drawn to–paper or digital?
• Is security a concern? Are you okay with your information being in the cloud?
• How would you back it up, if needed?
• What are you willing to carry around?
• What tools are you already familiar with?
• Would you trust putting almost anything into it?
• Is it scalable?
• Can you easily learn how to use it?
• What are you willing to pay for it?
• What does it need to sync to?

 ORGANIZING SUCCESS FACTORS:

• A good rule of thumb when choosing tools (especially your Calendar, Waiting For and Next Action lists which will get the heaviest traffic) is “can I maintain this easily if I am sick in bed with the flu?” That will tell you whether you’ve overbuilt it or not.  Don’t build your system at the height of your creativity and complex thinking.  It’s too risky that you won’t be there all the time and won’t be able to easily work your system when you need to.
• Settle on something as a list manager.  Yup. This isn’t marriage. It’s just a list manager. Let go of the idea that the perfect list manager is out there, if it’s holding you back from picking something that will be good enough at least to try. You can always change it later if you really need to.
• If you’re still on a learning curve with GTD, you may not want to add to that learning curve by picking tools you’re not familiar with. Instead, start with something you already know, like a paper planner.

Now, I know I haven’t mentioned specific tools.  There are a rare few that David Allen has personally vetted for GTD. That doesn’t mean there aren’t plenty of tools that will be a fantastic support for you though. And there are loads of suggestions from your fellow GTDers on this blog and in our Forums. Bottom line? Pick tools you’ll be more attracted to than repelled by.  Trust your lists for holding your reminders more than holding them in your mind, or your mind will fire you and take the job back.

Just joining this series? Read part one on Collect and part two on Process or part four on Review.

Kelly Forrister is a senior coach & seminar presenter with the David Allen Company

I’m a fan of gadgets. I love shiny new objects that promise to deliver bigger, stronger and faster results. The problem with a lot of these shiny new objects is that there is a learning curve for most (if not all) of them and even when the knowledge is set firmly in place, they are only part of the equation. It’s the other part that often lets us down. That other part is us.

We often get bogged down in the details, mired in a slew of hidden tasks that pile up in our electronic folders and leave us with our heads spinning. And as a bit of a technophile myself, I’ve had it happen to me on several occasions. When this happens, I turn over my trusted system to a device that I can trust with its implementation: paper.

Paper is a powerful device in its own right.  It is simple in both design and execution. You write something down, and with the act of writing it out you have enhanced your chance of doing something productive with it.

There’s no framework as to how you lay out your productivity plan when you have a blank piece of paper in front of you. You can build your own, use an existing template or adapt an existing system to make it your own. As long as you’ve got a system in mind, you’re only limited by how it appears on paper by your own imagination. In a sense, paper is freeing.

There is simplicity in using paper over electronic devices. It doesn’t have an operating system that needs rebooting, and it is always wireless.  If you hand someone a piece of paper with action items on it, they can look at it and understand it without having to refer to a manual. The only operating system that would ever require rebooting when paper is used is the user.

The cost of paper is another bonus. Costs can range from a few dollars for a simple junior legal pad to hundreds of dollars for elegant paper products. Again, it is the user who will define how well the paper is used — so an expensive planner could be worthless if not used diligently while a dollar store legal pad that is used extremely well would be priceless.

Whether you choose paper to implement GTD or some form of software comes down to personal preference and choice. Some, like me, might use software to handle the bulk of their work while using paper to outline other work.  It all comes down to to what works best for you. Paper is a great gateway device for someone getting started with GTD.  For those who have more experience with the methodology it can be used to great benefit as well. Anyone with some GTD know-how can tailor paper to the fit the system.

The key is not tailoring the system to fit the device. Doing that will result in doing very little.

An obvious but rarely noticed tool may be my key to ultimate productivity.

At David Allen Company, we consider many things when setting up a workspace. I recently reconstructed my workspace in a way that has stepped up my energy and focus to a whole new level. I made this improvement by switching to a stand-up desk. This is an amazing tool that has helped me to be more productive and ergonomically correct; a win for my company and for me.

The benefits of a stand up desk have really surprised me.

I didn’t realize that the reason it felt so hard to sit at my desk during the day was because I am naturally inclined to move a lot. I have energy coursing through my body every minute of the day and found it increasingly difficult to stay focused for a long amount of time without getting up to move. I was blaming my lack of focus on a need for social interaction, because I’d get up to mingle or grab a cup of tea. But it was actually something much simpler.

Many people are comfortable when they are sedentary, or prefer a comfortable chair while working. However, we can’t assume that this works for everyone. It took someone else in our office – OK, the someone is my sister – requesting a stand up desk, on a suggestion from her GTD coach, for me to see the light on this issue. When I saw her working on her feet I realized that she was embodying a free physical space, which allowed her to move easily from her inbox, to her files, to her shelves and back to her computer. When I started using a stand-up desk, not only did it inspire a more efficient movement in workflow, but it was a huge relief to know that there was a way for me to feel energized while doing my work, and not locked into one position all day.

Since I have gotten my stand-up desk, I have noticed the following benefits:
• I am much more inclined to work through a solid block of time without needing an interruption for my energy to explode.
• When I do need to sit, I can do so in smaller increments and stretch my legs out which eliminates the need for me to interrupt my work to stretch or take walks (although I still love taking walks on my break).
• I no longer feel the tightness in my legs when I walk out of the office at the end of the day, nor do I dread sitting down again for my commute home.
• I feel the release of a “constricted” mindset, which inspires creativity and freedom in my work.
• I have quicker access to my surrounding workspace.

For those of you who have become fans of yoga, Pilates or stretch classes on your lunch breaks, please consider that movement can exist throughout your entire day. And for those who don’t participate in those classes, it might make sense for you to take a look at how you can keep your energy fluid and vibrant. Do not be discouraged if you work in an office that has not offered this option; you might be surprised at the reaction you get when you explain what effects it might have on your efficiency. Remember that your mind is constantly processing data, but your body is also taking in a constant flow of information and energy. Make sure you are taking care of both.

Kari McGee is an enthusiastic team member at David Allen Company. She works on the administrative team for our GTD Essentials program and GTD Interactive course. We hope you enjoy her story!

This is helpful for us in our long-term planning for GTD Setup Guides.

Thanks!

David Allen Company Education Team

GTD® WORKFLOW MAP SET – SMALL FOLDED VERSION

The GTD Workflow Map is a stunning visual learning tool for understanding how David Allen’s models for control & perspective come together. Set includes: one small folded color Workflow Map and a DVD with David coaching you through the Map. This folded version of the Map is idea for international customers looking for more cost effective shipping options.

Order your Workflow Map Set today.

I have some of my best ideas in the shower.  I don’t know if it’s the hot water or the lack of distractions, but things pop into my head and I know that I’ll need to take action on them.  But when I’m halfway through a shower, I only have two choices: try to remember it, or get out and write it down.  Neither really works well. One results in a wet floor, and the other means I spend the rest of my shower anxiously trying not to forget.

Of course, the GTD answer would be to write it down. But pen and paper don’t survive long in the shower.  Fortunately, I remembered that when I’m scuba diving I sometimes carry a small writing slate to more easily communicate underwater.  I grabbed my slate and put it in the shower.

Now, I write down anything that comes to mind when I’m showering.  After I’m dressed for the day, I can grab the slate and add any action items to my queue.

You can get a dive slate from your local dive shop, or from an online store.

1. eProductivity for Lotus Notes
2. Blackberry synchronization with Lotus Notes
3. MindManager from Mindjet
4. ActiveWords
5. Pamela Professional for Skype

Read more . . .

If anyone is telling you a specific piece of software is required for GTD–good chance they don’t understand GTD.

We do have a few key tools that we personally use and recommend that have gone through David Allen’s extensive vetting process. You can find a link to those in our online store.  If you don’t see your software listed here, it means we do not have a recommendation at this time, but a search on GTD Times and our public Forums should give you quite a few helpful suggestions about what other GTDers are using.

If you have been wanting to try out a Tickler File, here’s your chance. The David Allen Company store has their popular GTD Tickler System file folder set on sale for $29.95, a discount of 25% off the regular price.

Check it out now! 

You can hear how David uses his new iPad on the latest Up Close with David podcast series on GTD Connect.

This 45 page Guide, created by David Allen and the senior coaches, will show you how to:

• Manage your email effectively on the BlackBerry–including how to get email to zero
• Use BlackBerry Tasks for your Projects and Actions–including descriptions and examples of what goes on different lists
• Use the Calendar as a critical foundation for actions–with shortcuts for switching between different views
• Create useful reference lists in MemoPad–for managing the “non-action” part of your life as well
• Move faster with speed keys and shortcuts–referenced throughout the Guide and on handy quick reference sheet
• Navigate around the BlackBerry easily–with tips on customizing some settings to match the way you work

*210 MM wide and 297 MM tall (about 8 1/4 x 11 3/4 inch), used in Europe, and rest of the world, except the US and some neighboring countries where ‘letter-size’ paper (8 1/2 x 11 inch) is used.

Does your employer block productivity apps on your BlackBerry, iPhone, or Android Smartphone?

With the recent discussions about Apps and how consumers want the freedom to find, evaluate, and purchase Apps for their Smartphones, I wonder how many users are able download and use a productivity application and how many have policies that prevent them from doing so.

If you found a productivity application for your mobile device that was proven to increase your performance, would you: a) be allowed to install it? b) encounter resistance (or refusal) from IT to allow you to install it? c) make a business case to management for why this App should be allowed?

Please take a moment to take the quick poll then scroll down to share your comments.

I’m not asking whether you think Smartphones connected to enterprise systems should be locked down or not – there are many valid arguments for both sides of that discussion. What I most want to know is what the current climate is like when it comes to productivity applications on mobile devices and what organizations are doing to encourage/permit or discourage/restrict users from downloading and using productivity applications on their mobile devices.

On April 3, 2010, Apple released the iPad to the world.  A day later I completely changed how I do my weekly reviews.  Like most avid GTD’ers, I kept my weekly review to be a sacred and solemn time.  I normally did my reviews on Sunday evening in my home office so I could really dig into what was happening so I could get clear about what I had coming up the next week.  My weekly review was anchored to a time and place where I believed I needed to be to get through my lists.  Not anymore.

The weekend the iPad came out my weekly review was done on the couch sitting next to my 5y old son while he watched a movie.  I have to tell you, it was great.  I was in a relaxed place, with little distraction, and I was able to focus and process like never before.  Now before you hit enter on your comment asking how could I concentrate while sitting next to my son while he was watching a movie or stating there is no way someone could get a good weekly review done in that kind of setting, see if you can give me two more minutes to explain.  I’ll bet I can convince you it can be done in that kind of setting and it is so worth it.

Quick, think of the three most important things to you?  Got them?  Great.

Do any of those things relate to some area of focus at one of your higher elevations?  They do?  Perfect, now you can do a weekly review on an iPad.  Honest.

When I did my weekly review on my iPad I was able to do it while embracing an important area of focus for me – spend time with family.  My son didn’t care that I wasn’t watching the movie, but that night it was important for him just to have me sitting next to him.  I had my list manager open, was able to process my inbox, fire off a few emails, jot down some notes for later reference, and plan for my coming week on my calendar.  The iPad offered a lower intrusion barrier while sitting there with my son and that was what made things nearly perfect.

As I’ve continued to do my weekly reviews on my iPad for the past month I’ve learned a few things about my system and have made a few adjustments.  For example, I started to see my contexts list was starting to get out of control.  I had @computer:work, @computer:home, @computer:Maximo, @computer:reports.  Reviewing on my iPad allowed me to see that I had some contexts lined up almost 1:1 for a project list.  Culling my contexts down has made reviewing and lining up what to do next even easier.

Now I will be the first to admit that doing your weekly review on an iPad may not be for everyone.  For some, their weekly review is like I mentioned before, a solemn and sacred time for them to get clear – almost like meditating.  If that’s your style, great, stick with it.  No need to fix something that isn’t broken.  My transition from laptop and desk chair to iPad and lounge chair was probably a little easier because I’m basically using all the tools I had before.  I have an iPhone and a Mac, so most of the tools I had previously been using as part of my weekly reviews were ported almost seamlessly to the iPad.

The iPad’s form factor has also allowed me to do more mini-reviews and capture sessions.  For example, I knew for a long time there was a gap in my system where I wasn’t doing a good job capturing action items form meetings.  I have terrible hand writing and just the thought of having to try to review my notes repulsed me.  Those notes would previously gone into my paper inbox for later processing.  Now I just hold back for an extra 10-15 minutes after a meeting and capture my action items or needed follow-ups in electronic format.

OK… now you can you hit submit on your comment.

FWIW: The entire article was created, edited, and posted to GTD Staff via my iPad and iPhone.

Jason Verly is a Project Manager during the day and a tech crazy husband and father of two at night.  He is avid GTD’er, longtime GTD Connect member, and can be reached via email or on Twitter as @MyGeekDaddy.

Letter-size GTD Coordinator- Item #805099 - Last we heard, there were 4,700 units available in Staples stores.

Junior-size GTD Coordinator- Item # 805102 – Last we heard, there were 900 units available in Staples stores.

So, which Staples stores have them? This is where the adventures begins…

The easiest way to locate one is to  do a live chat with Staples.com to find the location of the store closest to you with inventory.  They have access to the full inventory and will be of great assistance. Give them the item numbers above or the name “GTD Coordinator.”  Unfortunately, if you call a Staples store the staff will not be able to find one, but the live chat agents will at least save you from hunting around to all of your local Staples stores.  If you do find one, they will be in the paper planner or calendar section of the store.

We’ll post what we know about 2011 inventory as we learn more about Mead’s plans.

1. In
2. To Home
3. To Office
4. Read/Review
5. Action Support
6. Waiting For Support

An additional six folders are blank for you to label as you wish.  Paired with the GTD System Starter Kit, you’ll have all of the key ingredients for getting a solid GTD system off the ground. Simply add “FREE FOLDERS” to the notes section of your order on checkout (no need to add them to your cart) and the File Folders will be included for free with your order. International orders qualify too!   Questions? Contact customerservice@davidco.com.

For more GTD videos, check out GTD Connect, our online learning center. You’ll find nearly 100 Videos on GTD Connect, from “2 Minutes with David Allen” clips to replays of our monthly Webinar classes.

Click to see larger image

A Community Contribution from Brian Isikoff, sharing how he manages GTD lists on his new iPad

I’m a four+ year adoptee of GTD, an IT Procurement professional since 1992, podcast producer, writer, and all around nice guy. Lastly, I’m the owner of a sparkly new iPad.

That iPad has quickly become the center of my GTD system. The form factor is the key for me.  The device is highly portable – certainly around the house, neighborhood, and many of my favorite destinations. The iPad’s planner-ish size and capabilities allow me to not only implement GTD but take many of actions captured in the system. To complement the native Apple calendar, contacts, and email, I added Toodledo (which syncs with the free web service of the same name.)

My iPhone  also running a synced copy of Toodledo (and calendar, email, safari, etc.) which provides the little notepad / Moleskine equivalent to my system. It’s also a little more discrete than pulling out an iPad – ideal for the BART train, while on a walk, coffee break or arriving at a meeting a little early.

Implementation Specifics

Click to see larger image

I set up Toodledo with the context view as the default. Rather than play around with tags or folders, I set Projects – Home, Projects – Work, and Sometime / Maybe as contexts. This ensures my central view (that context view) displays all my lists. I know from prior setups that having decentralized lists leads to a system breakdown for me.

I use an @ as a prefix for my contexted action lists. While I like using the symbol in general (it reminds me to take action), it more importantly pops all the prefixed lists to the top of my central view. This hits my central list preference of alphabetized action lists followed by projects and lastly my blue sky (someday / maybe).

For list specifics, I’ve added an @ Bills context – giving my monthly bills a scan on weekly and ad hoc reviews is a convenience for me. My @Calls has morphed in an @ Calls / Email list (since I can handle both with the phone and / or pad). With my primary @ Work and Projects – Work lists (and associated delegated, staff agendas, and focus lists) on my work laptop in Outlook, my iPad @ Work and project list serves as a capture point for actions I come up with when not at work. I merge them in my daily morning reviews in the office.

[Editors note: Although we're pretty jazzed about the iPad too, this is a community contribution and Brian's personal experience. This is not an official recommendation or endorsement for any of the tools or services mentioned.]

What does the David Allen Company recommend for implementing GTD® Task lists on the iPhone?

The iPhone was not built with a Tasks application, so you will need to find an App that will support the GTD best practices for a list manager (e.g. sort by category/context, allow but not force due dates, allows related notes to be attached to the Task, etc.)  What you choose for the iPhone would depend primarily on what do you need to sync it to.  The corresponding application you want to sync it to (Mac, PC or Web) would narrow down the best application for you to install on the iPhone for Tasks. The end result is that you would have a Tasks application on the iPhone–>syncing through a service–>that then shares that information with a corresponding application on the web or desktop.

Also, be sure you understand what makes a good GTD list manager. For example, if you read Getting Things Done, or even any of our Setup Guides, there are some key things a good list manager would need to have to work well. It’s not just about storing a flat list of To Do’s.  If you understand the best practices, then you’ll find the sea of Apps in the iTunes store much easier to wade through.  If you’re starting from scratch on all of this, read this post on How to Choose a GTD system.

The only platform we have any specific recommendations for is Mac. We recommend and endorse OmniFocus for the Mac and iPhone.  For PC and Web users, there are many options, but we do not have any specific recommendations around that at this point. We will post updates if that changes.

(I suggest you copy and paste into your word processor, and customize it for yourself. If you have a boat, go fishing regularly, or have other special kinds of trips, you might want a separate checklist for those. I used to additionally have a “take to boat” checklist, when I was sailing regularly.)

David Allen’s Travel Checklist

UNDERWEAR
SOCKS
SUITS
TIES
DRESS SHIRTS
SLACKS
CASUAL PANTS
BELTS
DRESS SHOES
JEANS
SPORT BELT
SNEAKERS
T-SHIRTS

TOILETRY KIT

HAIR DRYER
GLASSES
SUNGLASSES

ALARM CLOCK
UMBRELLA

BOTTLED WATER

GLOVES
OVERCOAT
CUFFLINKS

RUNNING SHORTS
RUNNING SHIRTS
RUNNING SHOES
RUNNING SUIT
RUNNING GLOVES
EAR MUFFS
BATHING SUIT
SWIM GOGGLES

MOCCASINS
SANDALS

SWEATERS
JACKETS
SCARVES
SLIPPERS
SHORTS

SUN LOTION
BUG SPRAY

STATIC SPRAY
TOTE BAG
IRON
STEAMER
SHOE RUBBERS
HANDKERCHIEFS
TENNIS BALL
NECK & BACK SUPPORTS
CLOTHES BAG
CLOTHESPINS

COMPUTER
AC CHARGER CORD
DC POWER CORD
DICTATION GEAR
HANDHELD CHARGER
IR KIT for POWERPOINT

CELL PHONE
PHONE BATTERIES
PHONE CHARGER

BATTERIES – AAs & AAAs
EARPHONES

BRIEFCASE
PACK
KEYS

TICKETS
CLIENT INFO
CITY INFO
UPGRADE CERTIFICATES
MAPS
MISC. READING

OVERHEADS
MARKER PENS
BUSINESS CARDS
PROMO MATERIALS
WRITING PAD
MODULE PADS (xtra?)
ENVELOPES
PETTY CASH ENVELOPE
IN-TRAY
COACHING SUPPLIES (LABELER, LAMINATES)
AIRLINE CARDS/UPGRADES

CAMERA – 35mm/Pocket
FILM
BINOCULARS

HANDLED?
PRINT OFF THE WEB
PHONE SILENCED
WEATHER CHECKED
CAR RENTAL
CAR P/U ARRANGED
COMPUTER BACKED UP
LOTUS NOTES REPLICATED
HANDHELD  SYNCED
TICKLER FILE FORWARDED
SPRINKLERS
CASH

International

PASSPORT
ADAPTERS
FOREIGN LANGUAGE BOOK

If you’re the “mover” type, would you use something like this?

New GTD Coordinators complete with blank forms and 2010 calendar:

Letter-size GTD Coordinator – Item #805099 – Out of stock in the Davidco store.   In stock at various Staples stores throughout the U.S.  Clerks are unable to look this item up if you call the store as it is not in the Staples online store.  Staples has 4700 units available in various retail locations. The easiest way to locate one is to  do a live chat with Staples.com to find the location of the store closest to you with inventory.

Junior-size GTD Coordinator- Item # 805102 – Out of stock in the Davidco store. In stock at various Staples stores. Clerks are unable to look this item up if you call the store as it is not in the Staples online store. Staples has 900 units available in various retail locations. The easiest way to locate one is to  do a live chat with Staples.com to find the location of the store closest to you with inventory.

Refills pages for existing GTD Coordinators:

Calendar Refills: Day Runner offers the following items which will fit your Coordinator:  Item #’s 061-785, 068-785, 481-185, 481-785.  These items are available on www.ataglance.com as well as www.dayrunner.com websites.  Mead has elected not to stock a customDavid Allen 2010 calendar refill-only product;  please customize your coordinator with the 2010 calendar of your choice.

Blank Forms Refill Paper: In stock in the DavidCo store for both Junior size (very limited quantities as of 4/26/10) and Letter size.  Includes blank forms for action lists and more. Does not include a Calendar. Some Staples stores also carry these as item #36367 (Junior) and #806744 (Letter).

If you have any questions, please contact our customer service team.  Thanks!

A pretty common question we get from BlackBerry users is how to integrate Outlook Tasks with their BlackBerry.  For the most part, there is a good one-to-one sync between Outlook Tasks and a BlackBerry device–if your service and server allows it (check with your carrier and/or IT dept. to find out if this is or can be enabled for you.)

If you setup Outlook like our GTD & Outlook Setup Guide describes, you should be able to have that carry over to Tasks on the BlackBerry.  The trick for seeing your Task categories is to “Filter” them.

Several of our staff use BlackBerry devices, including presenter + coach Wayne Pepper.  Listen to Wayne’s podcast on how he uses a BlackBerry for GTD (16 min). He also wrote about an app he uses on his BlackBerry for quick capture.

I’ve been slightly bugged for years in places like hotel rooms, looking the next morning at my unpacked stuff, wondering which batteries I had run down and which ones were still charged. I finally found a solution that works for me.

If you travel with extra batteries for phones or computers, put a rubber band around the ones that are charged. When they are depleted, they don’t have one.   If they don’t have a rubber band, they’re dry. If they do, they’re charged.

(Extra tip: You need to make sure that you have and use a little pocket somewhere in your travel gear to hold the rubber bands when you take them off when you install the charged batteries.)

Before we get started, I should identify the basic function of the software.  MyCaption allows the user to create and annotate Tasks, Appointments, Memos, Email, SMS messages, at the touch of a button.  The process is such that after the software captures the user’s vocal recording, that data is sent to the company’s servers, where it is delivered to the BlackBerry device as one of the above formats.

So how can it work for GTD?First, as a Collection Tool.  Let’s say I’m out and about and I have a thought that I want to remember to watch David Allen’s latest Webinar on GTD Connect.  I would push the side button on my BlackBerry (which I’ve specifically mapped to the Task function) and a recording interface pops up.  I can then speak for up to 3 minutes, offering whatever information I might need (“watch David’s Webinar on Priorities”).  What I then receive back within 5 minutes is a notice that MyCaption has created a new Task, and I’m given the option to go to Tasks.

Notice however, that I identify this function as Collection.  That’s because I cannot yet place that Task within a Category, neither can I create a new Category if I wanted to.  In speaking with the developers of MyCaption, this is a function that they are currently investigating, but for now it’s unavailable.  So after creating this new uncategorized Task, I’ve essentially captured “stuff” that needs to be processed.  What I will do then is to sync my BlackBerry at some later point in time, and the Task shows up in my Outlook Tasks uncategorized (at the top of my view) and I now can Process this new input as I would any other new piece of collection: by asking “what is it?” “is it actionable”, etc.  Using my previous example, I would open the Task and categorize it as something to do “@Online”.  The inability to categorize while you speak is clearly a limitation, however the MyCaption solution is much more streamlined than paper collection as far as I’m concerned.

While that describes my primary use of the software, there are other features that many of you may find very valuable.  I can speak a reply (or replay all) to an email.  I can do the same with SMS text.  I can create an appointment through speech, you can annotate a Task so that my speech shows up as text in the “Notes” section of the Task.  My lifestyle is not so mobile that I find all these features useful, but as I hear of more and more BlackBerry users giving up their laptops on the road, these features may end up being mission-critical life-savers.

I should note that there can be a delay to receiving input (Tasks, etc.) from the MyCaption servers, and that can prove sticky if you’re trying to cleanly shift your thinking from one area to another, only to have the first area come back at you, but to me that’s a minor distraction, and the functionality of MyCaption well-compensates this downside.

There’s also the requirement that for email, recipients need to be either identified as MyCaption recipients on the BlackBerry, or your Contacts need to be loaded on the MyCaption servers, also a minor downside.

All in all, I find MyCaption to be one of the better GTD tools around for the BlackBerry.

Wayne Pepper is a senior presenter and coach with the David Allen Company.  While this review is based on his personal and objective opinion as a GTD expert and BlackBerry user, he received a free copy of this software to do this review.  Please note that this is not an official endorsement from the David Allen Company. We are not affiliated with MyCaption.  But they have a cool tool that works well, and we think you might like it too.

In the original Getting Things Done, much of the focus was on paper systems with an electronic complement. These days much of our world is the opposite.

I try to have as much as possible in electronic form with a paper complement. Having things on a computer or PDA allows it to be searchable and easily changed from one category to another. But just because we can search for something doesn’t mean we should. Why not just know where it is?Despite limitations of paper systems they do have the advantage of offering visual and tactile boundaries where a computer based system allows data to stagnate easily and just be searched. This clogs not only the system but our heads!

I have several programs on my iPhone dedicated to organizing and sorting information.  But I found myself using all of them all of the time. That didn’t make sense – I don’t open my file cabinet every day. My electronic boundaries had broken down! To-Dos had meandered to my references and journals had infiltrated my to-do lists. I found myself adding projects and actions to my reference memos because I had that program open but we would never add a To-Do into our file cabinet! So, electronic boundaries needed to be set and implemented as everything had turned into a digital inbox. Here are some tips to clean the digital house.

I use SplashNotes for my contextual action lists and ShoveBox for my digital file cabinet. ShoveBox is really great because it can handle PDF files, pictures, web archives and bookmarks as well as text. It also syncs with it desktop companion. The calendar program (iCal) is obviously for items that need to be scheduled. I found the Notes program to be less than useful so for me that is relegated to short text for mental affirmation and meditation. I also use a program called The Daily Tracker for habits that I am forming or breaking. All of these are on the first page or the dock.

By putting an item in the appropriate program my head felt immediately better because it knew where to look! I didn’t need to check my electronic file cabinet every day. A quick morning scan of the calendar and a check of my contextual action lists was all I needed. After a workout I know to enter it into the Daily Tracker for logging. If I encounter dead time I can open Notes and review my meditations.

With all of my content in order – and it does take time just as the paper review process – the GTD system can continue to flow into the modern era and beyond.

Peter Tambroni is currently a classical musician, music teacher,writer and photographer in suburban Chicago. He holds degrees from the Crane School of Music and the University of Illinois at Urbana – Champaign. He is currently vice president of the School District 83 Teacher’s Association.  Peter maintains and writes for MostlyBass.com and EvolvingEducator.com.  With his busy schedule, using GTD methods is an absolute must!

Because the iPhone was built without a Tasks application it means building not only a secure syncing solution, but a corresponding App on the iPhone. I thought Lotus would be doing that, but not from any releases I’ve seen so far.

A guy wrote to me this morning to ask what solutions are out there for this, as he’s about to roll out iPhones to their entire workforce. They use Lotus Notes and he’s been unable to find anything that will sync Notes To Do’s to the iPhone.  He asked if we are building it (no plans to.)

Has anyone heard of anything coming or available that will sync Lotus Notes To Do’s to the iPhone?  We’d love to hear about it.

But, I also think it’s important to acknowledge that GTD isn’t about always being tidy. In fact, the moments when GTD is most valuable are the messiest and ugliest moments. Take this recent snapshot of my desk, for example.

This is what it looks like after a week that included four speaking gigs, two road trips (to get to some of the aforementioned speaking gigs), an all-day conference, and two birthdays (my husband’s 40th and my son’s first). Oh, and that’s in addition to my full-time job at clockwork.net, blogging at geekgirlsguide.com and trying to maintain some semblance of a personal life. Gaaaah!

But, you know what? That’s LIFE. It’s freakin’ messy. The minute something feels “done” or “perfect” — something comes along to mess it up. The real power of GTD is in realizing that it’s not about how awesome your desk looks, it’s about realizing that — for most of us — there is no such thing as “done.” We have to get comfortable with  that fact.

Ultimately, my desk tends to reflect my state of mind: when my desk is a mess it means that, before I just go about mindlessly cleaning it, I need to get my head back in order. What are my priorities? What do I need to do? What do I want to do? What can I realistically accomplish in the time I have?

In my own life, it played out like this: on Tuesday morning last week (around the time this photo was taken), I sat down at my desk and felt immediately overwhelmed. Every inbox in my life was literally bursting at the seams. Instead of freaking out, I grabbed a very large cup of coffee and began a Weekly Review. I immediately started to feel  calmer. I checked the calendar to ensure that I could spend the day getting things back into focus. My inboxes slowly started to dwindle.  (By the way, the most frustrating thing is processing one’s inbox while more input keeps coming in — getting to zero took me all day.)  I channeled my energy either where it was most needed (urgent  emails!), or where I most felt like letting it go (Did I remember to book that hotel for our anniversary weekend?). I ended the day feeling like things weren’t perfect, but they were good enough for now, and I’d finish the rest tomorrow.

I’ll be the first to admit that this discipline of defining the edges of my own work doesn’t come easily. I’m the type of person that will stay up until 1am to finish something because I feel compelled to, not necessarily because it needs to be done. But, I’m working on it. I’m working on learning that my time is finite and I could literally spend
the next 7 days in front of a computer working non-stop with no breaks for sleep or meals and I still wouldn’t be “done.” I’m not a widget maker, I’m a knowledge worker and my work is never done.

Yeesh, it feels uncomfortable to even say that!  “Hello, my name is Meghan and my work is never done.” But, it’s true. And the more I practice saying it, the more I believe it, and the less I feel compelled to keep my inboxes at zero all the time (which, I can tell you from experience, is a losing game). The more I believe that I’m never done, the more I can choose to close my computer at 5pm and give my kids my full attention or keep my iPhone turned off on a date with my husband. These things are just as — if not more — important that my inbox or my desktop.

So, the question is not: is your desk spotless right now? The question is: do you feel in control right now, and how long would it take you to get there? If the answer gets a bit messy, don’t worry about it.  That’s part of the game.  After having said all that, I totally want to see your awesome desk. (Send those along to us at editor@gtdtimes.com)

Meghan Wilker is a regular contributor to GTD Times. She’s also been featured in David Allen’s In Conversation series on GTD Connect, spotlighting some of the most fascinating people in our network of GTD’ers around the world.

On his desk, Andy uses Inbox, Pending and Read/Review trays.

He also uses a Tickler File system for hard copy items, and OmniFocus on the Mac for action list management.

To learn more about how David Allen has his space setup, grab the free article Organizing your Workspace. If you have GTD photos you’d like to share, please send them along to us at editor@gtdtimes.com.