The mistake I see many new GTD’ers make is expecting to find a tool to “do” GTD.  A tool doesn’t do the thinking for you, it stores the thinking for you.   So,  then does it even matter what tools you use when it comes to organizing your projects & actions?  Sure.  Here are some questions to ask yourself when choosing what your GTD system will be:

• 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?
• 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 scale-able?
• Can you easily learn how to use it?
• What are you willing to pay for it?
• What does it need to sync to?

Is there a perfect GTD system out there? Sure, it’s the one you trust and use so your mind is free.

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Wikipedia defines a killer app as “…so necessary or desirable that it proves the core value of some larger technology.”  So, what are your killer GTD apps?  What do you use regularly AND find to be essential to your GTD implementation?

• Where do you keep your lists? Your calendar?
• Do you sync to a handheld? If so, what is that?
• Your favorite collection tools?
• Killer desk supplies?
• Project planning, brainstorming and creative mapping tools?
• What else??

[Small request:   If you are commenting about an app, please disclose if you are the developer and/or involved with it in some way. Thanks.]

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I’ve recently had the opportunity to play with an integrated software/capture service called MyCaption.  I want to use this post as a way to introduce BlackBerry® owners to the benefits of the software in your GTD® practice.

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? [Read more →]

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Here is a list of all of the FREE GTD resources offered by the David Allen Company:

• GTD Times – This is the the official blog for David Allen, GTD & the Coaches.  Loads of helpful advice, tips, tricks & strategies for implementing GTD.
• Podcasts - Includes the GTD best practices series with David & his team.
• Coach’s Corner - Dozens of free articles from the Coaches, from GTD philosophy to tactical tips and tricks. [Read more →]

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I recently spoke with Dean Hering of Netcentrics about the Getting Things Done Outlook Add-In. We had a fun chat about how the product came to be and what it does these days for GTD’ers on Outlook. Listen now.

Right before the podcast, I Tweeted that I’d be speaking with him and I asked Dean some of the questions some of you sent to me (such as getting tech support, Office 10 release, how it interfaces with Toodledo and more.)

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I recently interviewed Ken Case, CEO for OmniGroup, about the ever popular OmniFocus for Mac.  You’ll hear about the history of OmniGroup, what their company culture is like today, what OmniFocus does for a GTD’er, and more.  Here’s an excerpt:  

Ken Case: The big thing that we tried to do as we were designing the application is really think about the parts of the GTD workflow that we could address, and automate those, and then maybe not try to touch the parts that didn’t make as much sense. For example, we don’t do calendaring; we leave that to whatever calendaring system you already have. I use the calendar app that’s built-in to the iPhone, but you can use a paper calendar or whatever works for you for that part of the system. We do focus on the GTD collecting and processing–capturing stuff out of your head and getting it into your inbox. We tried to make that really easy with a keystroke…

LISTEN NOW>>

Grab a list of all of the OmniFocus speed keys.

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One of the tools David Allen uses on his PC is ActiveWords, a tool often described as “solving a problem you didn’t know you had.”  It essentially streamlines the navigation and common tasks we do all day long; send emails, go to web sites, create new tasks, insert text, open files and more.  Recently, David recorded a podcast with Buzz Bruggeman, the developer of ActiveWords, to explore this tool in more detail for our GTD Toolbox series.

LISTEN NOW>>>

For those of you on Mac, you have a similar function through QuickSilver.  If you want to reach Buzz about ActiveWords or any of the other products he mentions, you can reach him at buzz@activewords.com.

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In our new series called GTD Toolbox Tours, we’ll be highlighting and reviewing different tools, products, software and gear that can support your GTD implementation.  We’ll cover list managers, labelers, pens, file folders and everything else that makes your GTD system hum like a Ferrari.  This week we’re starting with a podcast with Eric Mack, the designer of a software tool called eProductivity for IBM Lotus Notes.

In our recent podcast  on The Perfect GTD List Manager, we shared that one of the most common questions we get is, “Which tool should I use for my GTD lists?”  Specifically, you want to know which tools David Allen uses!  While the GTD approach is tool-agnostic, we have our personal favorites, as we know many of you do as well.  eProductivity for IBM Lotus Notes is one of those, and is the tool David (and most of the staff at DavidCo) use to help manage our workflow.  Even if you are not a Lotus Notes user, we think you’ll find value in hearing from Eric about what he learned would make the ultimate tool for David Allen to use.

In this podcast, Eric Mack (@EricMack) shares with Coach Kelly Forrister (@GTDCoachKelly) on some of the design philosophy and underlying features and principles that make eProductivity a tool David recommends.  (Note: There’s a free trial and on the podcast Eric also offers a $100 off to the first 50 people that contact him by June 15.)  Some of the features discussed on the podcast will make more sense if you check out some screenshots.    LISTEN NOW

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