- wiki based system like MonkeyGTD (too much messing around)
- physical notebook (inconvenient to carry, insecure)
- Gmail hacks (too much admin, unreliable)
- SimpleGTD (if server goes down you’re stuffed)
- ThinkingRock (very nice but more suited to deeper structured project management)
- RTM (over-engineered)
- other things – similar problems all the way

Basically I was looking for something simple, invisible (a good system should just work and be out of your face), portable between windows systems, something I control, ie not web-based, secure, and recoverable in case of data problems.

I was spending far too much time actually fiddling with systems, and while that feels good, it’s a convenient way to not be getting things done! In the end I re-read the book, went back to basics and used an electronic version of the original GTD tools – a simple notebook and a calendar. So my trusted system comprises:

- TabPad. A portable text editor which uses tabs across the top. A set of tabs can be saved and loaded with a single keystroke. I have tabs for INBOX, various @contexts, Projects, Waiting for, Someday/maybe and Reference. They are each a simple text file but all managed and interacted with inside TabPad. The ability to type freeform into these is a huge plus – as with a notebook – something you are constrained in doing in many of the other systems tried. Although not a strictly portable app, it does function as one in terms of its data. You simply need to repeat the settings (font, etc) on each computer that you use it on.

http://lfi.net/LFI/prjTP.htm

- SunBird PortableApps edition. This is the Mozilla calendar but the portable apps edition, which runs from a single folder and does not need to be installed. This is used for hard landscape stuff and reminders, ticklers, etc. In there I have multiple calendars for the various aspects of my life which have dated actions, such as Car (tax due, insurance due, MOT due, service due, breakdown service due, etc), Home (home tasks), Work (work tasks), a couple of project-specific calendars, etc.

http://portableapps.com/apps/office/sunbird_portable

- IronKey USB stick. This is a secure, always-on, hardware encrypted protected USB stick. I can run both of the above apps directly from the stick, and if I lose it the data is totally secure and backed up.

https://www.ironkey.com/

And that is it. It’s simple, portable, secure, no web server to rely on, data is safe, backed up.

I review the system at least once a day, usually before and after work. I also do a proper review of everything each week as per the GTD book. The reviews truly are the engine of any GTD system. Without reviews it stagnates and becomes a collector of tasks and just another complex to do list. You must condition yourself to do two things diligently:

1) review each day, review in depth each week. Always keep reviewing, ask “what is next?”, “how do I move this forward?”, keep reviewing and getting those simple next actions listed.

2) “crank widgets”, ie do those next actions, delete them from your context and review if it was a project to get the next one. Keep cranking widgets. Look after your trusted system with reviews, and it will look after you by making it easy for you to crank the widgets and get those tasks done. Keep asking yourself “what can I do right now, even if it’s one thing?”

While I am out and about away from my trusted system, I have either scribbled some tasks for a given context onto a scrap of paper in my wallet (every widget cranked is one less thing), and for dumping ideas I use my mobile phone’s voice recorder. I never really liked the HipsterPDA or PocketMod or any of those things – for me it was more fiddling instead of getting things done. Simple scrap of a paper and something to dump actions is fine. I always carry my phone around so it makes sense to use its voice recorder.

During reviews I clear the TabPad INBOX tab out, as well as the voice recorder any all the other places where ’stuff’ comes in. During the weekly review I also go through letters, bills and all the other crud which comes into one’s life from day to day. I try and focus daily reviews on the system itself and what’s already in there, plus anything urgent or important that’s turned up which requires attention or further thought.

So in summary, keep it simple, whatever works for you, but if your system is itself taking up too much time in admin, interaction, etc then it’s probably not right and deep down you’re using it as an excuse to procrastinate. Keep reviewing, iterating the lists, and keep cranking widgets wherever you are, get those lists down and keep them churning over – that’s your stuff really getting done!

Chris

http://culturedcode.com/things/

I have tried so many GTD programs over the years and nothing comes close to the simplicity and elegance of this system, I have it installed on my iPhones and Macbook and they sync together beautifully.

GTD systems should just work, no hassle, no confusion, just pure efficient organisation. They’re simply isn’t anything on the market that can touch ‘Things’ and I’ve tried them all. Once a system clicks it is an incredible feeling to suddenly see Things Get Done!

Try it!

Great easy to use task list software