Ask the Readers: Favorite Productivity Software?
Post by Leo Babauta.
I’ve been trying out Gmail Tasks, which is a pretty simple to-do list app in Gmail … I think it’s pretty useful. It’s not the most full-featured of to-do apps, but I like things simple. Remember the Milk (RTM) is probably still better, depending on your needs.
I’ve tried many to-do apps and other productivity software over the years. My current favorites:
- Gmail Tasks for my to-do list
- Quicksilver for doing everything via keyboard
- Evernote for remembering everything
- Gmail
- Gcal for calendar
But my preferences change all the time. :)
So I’d like to hear from you:
What are your favorite productivity apps? And why?
Share in the comments!
- Spewed into the world on 13 December 2008 in Productivity & Organization |
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Brilliant comments (180)
Noah Says:
December 13th, 2008, 19:12 pm
+ Apple’s Mail / iCal / Address Book combo for organization of messages, tasks and events, and contacts
+ Quicksilver for keyboard shortcuts
+ Gyminee for exercise documentation
Stephen Smith Says:
December 13th, 2008, 19:13 pm
Two different apps that I use are Wrike.com for web-based collaboration and handing larger, multi-part projects via e-mail and RSS, and UltraRecall for my own research and CRM purposes. UR even has a GTD interface that works really well for tracking and prompting.
Adam Sicinski @ IQ Matrix Says:
December 13th, 2008, 19:18 pm
Personally I utilize Mind Mapping software to keep track of my tasks, calendar and goals. At the moment I utilize a desktop client called Mind Manager.
I have literally built my entire life around Mind Mapping since my days at University. And I find that it allows me to not only better organize myself and manage my time, but also enables me to see the bigger picture like never before. I simply would not go back to standard software such as Microsoft Outlook or simple task managers.
If readers are unfamiliar with the concept of Mind Mapping they can read a post I wrote about this subject on the IQ Matrix Blog. The post is titled Advanced Mind Mapping Study Skills. It focuses on academic study skills, however there are a whole set of Mind Mapping software links presented within this article that can be utilized for productivity purposes.
John Rust Says:
December 13th, 2008, 19:22 pm
OmniFocus for next action lists and projects.
Mail, iCal, and Address Book for personal info and email.
Schoolhouse for school assignments.
DEVONnote for general notes and anything else.
Yep for PDF sorting and cataloging (general archive).
DrBurst Says:
December 13th, 2008, 19:27 pm
GFlash+ for the Blackberry bold, Flashcards on the go!
J.P. Says:
December 13th, 2008, 19:32 pm
I am a mac addict and these are the productivity programs that I use:
-Yojimbo–I organize all my pdf files that I have scanned in with my Fujitsu Scansnap scanner (recipes, guitar lessons, other paperwork), use it for bookmarks, notes, etc
-1password–holds all my logins, passwords, software licenses
-Mac Mail–email, rss feeds, tasks, etc
-MacJournal–For journalling and for keeping other notes.
Joshua Parker Says:
December 13th, 2008, 19:47 pm
I use NetNewsWire to house all my feeds - iCal, Address Book, and Mail.app with a few changes to make a nice GTD workflow.
K.H. Says:
December 13th, 2008, 19:51 pm
Things (http://www.culturedcode.com/things/).
Damian Says:
December 13th, 2008, 20:01 pm
I use Google Calendar, Docs, and Remember the Milk all integrated into the main GMail interface.
Beside that, I’ve been using Tiddlywiki for managing notes on the clients on my caseload, but I’m switching to Evernote for its PDF organization capacity - I have to deal with lots of forms, and it’s easier to just pull it up and print it out than get to the office’s central filing cabinet and find the forms I need (if there are any left).
Nabil A. Says:
December 13th, 2008, 20:12 pm
Check out Remember the Milk for your tasks. The Gmail tasks pails in comparison in every way.
Gerald Y. Says:
December 13th, 2008, 20:16 pm
I use Gmail for almost everything, for example file archiving (via gspace), to-do lists (gmail tasks), twitter (twitter gadget). Gmail is also my central contact management area.
Other than that, there is Gcal for collaboration and plannings between friends.
On desktop, thunderbird+lightning manages much of the above when I’m home..
Google Reader to save time from loading multiple websites. As of now, I got about 117 feeds… Just waiting for a decent desktop software that I could sync to it…
..
physicistjedi Says:
December 13th, 2008, 20:18 pm
Quicksilver - Obviously
Devonthink - Document Management, indispensable
iCal - Calendar, good enough, syncs to iPhone
OmniFocus - Tasks, syncs to iPhone
TextMate - Writing, programming etc.
And my toy projects:
- Kognite (http://code.google.com/p/kognite/) - Open source document management
- Jarvis - a personal assistant I am working on for gathering and reading some relevant info (weather, email, packages, to-do, birthdays etc.), especially as a morning alarm clock. Won’t be released anytime soon, but I’d like to get some suggestions.
JimB` Says:
December 13th, 2008, 20:19 pm
It’s OmniFocus for my GTD lists and tasks on the MAC and iTouch.
Mail and Calendar for communication and commitments.
Quicksilver for app launching
Evernote for capturing the web.
Google Reader for inspiration.
And Jott for input away from the computer.
Dean Says:
December 13th, 2008, 20:25 pm
OmniFocus
iCal
Address Book
MindManager
Apple Mail/gmail
textedit for notes
Quicksilver
Leif Says:
December 13th, 2008, 20:28 pm
DevonThink for collecting research and anything interesting
Journler for journaling, note taking, etc
QuickSilver
For my web app needs - Zoho and orchestratehq.com
Robert Says:
December 13th, 2008, 20:35 pm
DevonThink — several focused topic-specific databases (e.g., financial, several research databases); also use DevonThink for taking notes / writing drafts
Launchbar (it just works)
remember the milk (syncing to iphone just works; things / omnifocus syncing was never error-free)**
apple mail (for mail), address book (contacts), ical (calendar)
**I’ve tried Things, OmniFocus, Ready-Set-Do; each has strengths and opportunities for improvement
Anne Louise Bannon Says:
December 13th, 2008, 20:48 pm
I use 30 Boxes for my blog’s story budget (I review TV, so I need something easy to keep track of what needs to be posted when) and events/meetings coming up. I use ToodleDo.com to track projects and next actions and Jott.com for reminders and to text and email folks.
Gmail as my e-mail client, Google Notebook for notes and other such stuff and Gcal for daily schedule (when I use one).
And, thanks to iGoogle, it’s all in the one place.
Oh, and Pnotes for alarms.
Anne B.
Mike Says:
December 13th, 2008, 20:49 pm
I am all about google products. I use gmail, gcal, to-do and docs. I also really like Jott for doing this stuff on the road from my phone
Corey Says:
December 13th, 2008, 20:56 pm
Having tried RTM (including the Gmail plugin), OmniFocus, iGTD 2, Midnight Inbox, and maybe a couple other less memorable applications, my favorite for a while now has been Things.
I like that it’s a native app with syncing to my iPhone (which, for me, has been painless and error free).
More importantly to you, I find that it’s the app most suitable for implementing ZTD. I put my MITs in the Today slot, and I use the Scheduled slot as a tickler. Every morning, new tasks that are due (or have reminders set that they are due soon) and tasks that were previously scheduled show up in my Today slot. Every morning, I look at my Today slot and schedule (i.e. postpone) activities that are not going to be MITs.
I basically live in the Today slot, checking off my MITs as I perform them. Things has robust tagging and searching features, but I rarely need them. It also has projects and contexts (”Areas of Responsibility”), but I prefer to keep things simple, too. Otherwise I feel less inclined to maintain the system.
I’m really looking forward to the release version during MacWorld this January!
Steve Rubel Says:
December 13th, 2008, 21:00 pm
I am using Google for everything and in particular Gmail. I already use Gmail for notetaking and to store articles. My calendar is in GCal but I access it from Gmail and now I track my tasks there with the new feature. I am thrilled to have everything in one place. Keeps it simple. Less is more!
April Jones Says:
December 13th, 2008, 21:02 pm
I’m a Google addict too. I use Gmail and Gcal and Docs.
For my business I use Mozilla Thunderbird with Lightning and “Provider for Google Calendar” to keep them synced.
Freshbooks to manage my payments & invoices. Feedly for my RSS feeds. Sxipper to store log in info. And Morning Coffee & Read It Later FF add-ons to make my browsing more efficient.
John Lacey Says:
December 13th, 2008, 21:05 pm
I’ve found in the past Plaxo is very good.
However lately I’ve been living completely online using various Google sites/apps. I love the Google calendar (and its ability to have upcoming events appear in GMail), the Gmail to do list, Google reader….
Harmony Says:
December 13th, 2008, 21:17 pm
I live by Slickrun (keyboard launcher app) - http://www.bayden.com/SlickRun/
1st Clock keeps my day-to-day life running smoothly :) - http://www.1stclock.com/
For everything else I use either an offline Wordpress blog, or good old Word documents or post-it notes, for keeping track of projects, wish-list items, future ideas, etc.
I use Gmail for my to-do list.
stephanie Says:
December 13th, 2008, 21:40 pm
I love google calendar, and I use Wesabe for money stuff.
Vivek Ayer Says:
December 13th, 2008, 22:22 pm
Use Mind-Mapping, specifically vym (View Your Mind) for Linux. Works great. Available for OSX too.
Other than that, Linux Distributions these days include Tomboy, which is better than the default sticky notes. Tomboy has a wiki-style linking letting you creat multiple notes.
When I’m not at my Linux station, Google Apps covers me.
Vik Dulat Says:
December 13th, 2008, 22:38 pm
Gmail is king!!! I love the fact you can sort by tabs and you can use different colors for the tabs.
Gmail kicks some real butt.
Slacker Says:
December 13th, 2008, 22:39 pm
I’ve tried many many software, hardware, and paper solutions including using my blackberry, gmail, special software stickies, real stickies, outlook, whatever. I’ve finally discovered that the best one for me is the back of my business cards. Sturdy, clean, and to the point. Small enough to keep in my pocket. I’m sure you can appreciate that.
- Slacker
http://www.theslackermethod.com
Evan Meagher Says:
December 13th, 2008, 22:51 pm
Gmail + Tasks
Gnome Do
Compiz Fusion
Large Squared Moleskine notebook
Chris Says:
December 13th, 2008, 23:00 pm
Keyboard shortcuts!!! Anytime I use any new software I go looking for the keyboard shortcuts almost immediately.
All my short-term todo stuff goes on my iPhone “notes” application as soon as it pops to mind. It’s not a great task manager since I can’t move stuff around (it’s essentially a text file), but you can’t beat plaintext for simplicity.
I like Smartsheet for longer-term projects. But I work there, so I might be biased… =)
Rick Says:
December 13th, 2008, 23:05 pm
Leo, I agree with you on every aspect except I’ve become a huge Toodledo fan — especially since it syncs to the iPhone.
Evernote — collects and stores all the random bits of info
gCal — scheduling — syncs with iCal, my iPhone
Toodledo — all my tasks, syncs with everything
gReader — keeps me in touch with the “cloud”
small Moleskine notebook — in the pants pocket, all the time
Jott — when I’m driving and can’t write at the same time
Ork Says:
December 13th, 2008, 23:06 pm
Executor is my winner. I use many other like gmail, google reader and notetab, not to mention Firefox with all its extensions, but Executor is the one I use for app launch and many other things. I pass the majority of the day launching things including websites, programs, calculator, folders and files and all of this I do using Executor. This is the first tool that, if it’s not loaded, I pretty much don’t have how to continue using my pc.
Cheers!!
Ork
Dan Says:
December 13th, 2008, 23:24 pm
I’m pretty much google everything. Plus text edit for keeping ideas.
kathy Says:
December 13th, 2008, 23:49 pm
Evernote!
It’s the answer to “person who forgets everything” syndrome.
Herbie Miller Says:
December 14th, 2008, 0:15 am
Toodledo- for to-do list. ipod touch app syncs wirelessly with web-based client. I used Things for the ipod touch but I don’t have a Mac and the company hasn’t updated the syncing capability.
Google Cal- syncs with Outlook, but I hardly use Outlook any more. Love Gcal.
Newsgator- for cached RSS feeds on my ipod touch.
Google Reader- for RSS feeds on my pc. I wish I could integrate or use only one, but currently Google reader doesn’t cache feeds on the ipod touch, and I don’t like Newsgator on-screen interface as much as Google Reader.
Brad Says:
December 14th, 2008, 1:15 am
Google online apps for just about everything, including a to-do list widget in iGoogle for each day of the week.
And I don’t know if this counts, but Spaces on Mac OSX is an amazing way for me to keep personal/work/design/web programs all going at the same time without being overwhelmed. Its one of those things that I can’t remember how I worked without it.
Codemac Says:
December 14th, 2008, 1:24 am
org-mode for emacs.
Best thing since todotxt. Except it was before todotxt.
Nathan Says:
December 14th, 2008, 3:37 am
My productivity is totally based on Google products - I’m using Google Notebook for short notes and to-do lists, Docs for documents and articles to be published on different websites, and Google Calendar for you know what :).
Everything is on-line and I can access it all the time, I’m also using Dropbox for safety copies storage - believe it or not being aware all your important data is safely stored somewhere “out there” is making me very productive - finally I don’t have to worry about loosing files and I can work everywhere where there is connection to web - yay!
ruth Says:
December 14th, 2008, 3:41 am
- quicksilver for opening folders and files
- calgoo connect for syncing ical+gcal
- skitch for screencapping
- text wrangler for wrangling text and code
- time tracker for tracking time spent at home on work stuff
- organiser for tracking inventory
- dropbox for file access, sharing, and syncing
- “colorzilla” firefox extension for grabbing hex codes
Nicolas Soergel Says:
December 14th, 2008, 3:47 am
Besides many tools found in the above comments I like to work with checklists.
For that I could not find any better tool than gubb.net. I wrote an article on it in my Time Management Master blog.
http://memytime.wordpress.com/2008/11/09/use-checklists-for-routine-work/
Wilson Ng - Guam Says:
December 14th, 2008, 4:05 am
DevonThink - used for my collection of PDFs, web site articles, and my general file reference that I digitized. Includes all my invoices and receipts.
OmniFocus - The main ZTD workhorse for me. It’s much more mature than Things. Athough I liked Things’ simplicity, OmniFocus’ maturity won out. It took a while to get used to it but now I’m in the zone.
Now Up-To-Date/Contact - old but usable program. Still hoping for Now NightHawk or another Mac calendar/contact program to come along and sweep me off my feet.
OmniOutliner - for list type functions. Things to keep out of OmniFocus such as books to read….
Goal Geek Says:
December 14th, 2008, 4:05 am
The only apps not mentioned that I would add:
Backpack by 37 Signals (makers of Basecamp)
And for mind mapping, I prefer PersonalBrain over Mind Manager (though I use them both):
http://www.thebrain.com
thomas Says:
December 14th, 2008, 4:21 am
I use Things for tasks. Omnifocus is a mess of complexity, and this is coming from someone that used it from the beta. David Allen would laugh at omnifocus.
I use iCal.
I use mail.app, but gmail backs up everything.
I use Voodoopad for everything else. If I was a pack-rat I’d use devonthink. But I gave that up a long time ago. Voodoopad takes getting use to but is wonderfully flexible when you finally ‘get it’. (I have no idea how anyone uses evernote. Take away the online version and it’s an awful application.)
I think this is a great question, but kind of flawed because of google products. The new google task list is great if you just want a list and you use igoogle. If it wasn’t used by google no one would have heard of it.
My point is that people have bought into one place for everything, so they will use a inferior product to get that. And this comes from some one that uses and enjoys gmail and greader.
For many people, if google disappeared, they lose everything. No, not likely. But I’d rather use the best applications available, and gtasks is pathetic at this point. But, you know, it’s google and in one place!
“Everything is on-line and I can access it all the time”
Except when you aren’t online. I guess if a user never leaves the city, they’ll be online most of the time. For someone that travels a lot, often to remote places, I’d be screwed.
“finally I don’t have to worry about loosing files and I can work everywhere where there is connection to web - yay!”
Google ‘gmail vanished’ and read some of the links. You’re basically putting everything online and hoping it stays there. People put their lives into Iwantsandy and then were given 2 weeks to get it back or lose it. I’d rather be in charge of backing up my stuff. I know I’ll do a good job.
The idea that “I put everything online so it’s safe” would almost be comical if it wasn’t so ignorant.
Glen Allsopp Says:
December 14th, 2008, 4:32 am
I’m using ‘ToDoist’ for pretty much everything these days, it saves me a lot of time :)
Dennis Says:
December 14th, 2008, 5:06 am
At the moment I am using Microsoft OneNote.
Okay it is a but blown,, and I only use a minimal subset of features.
Especially for projects it becomes useful since you can simply paste almost everything into your notebooks.
It is not online, but nicely synchronizes with my handy and laptop.
And my most important productivity tool is: Leechblock for Firefox. It blocks all the time leeching websites during my work times, which helps getting rid of some bad surfing habits.
Tomek Says:
December 14th, 2008, 5:09 am
Since I’m into GNU/Linux:
1. GNOME Evolution to handle my GTD setup, somewhat similarly to what is described in “GTD with Outlook 2007″ whitepaper. (Thinking of switching to GTD Coordinator or self-made paper planner though)
2. GNOME-DO, which is inspired by Quicksilver
3. GNOME-Deskbar + Tracker for desktop search
4. timer-applet for my 2-minute timer.
5. GNOME Sticky Notes applet for “IN”
6. Workrave to remind me when to take a break. :)
7. Tomboy for General Reference
I don’t use webapps. I don’t think I want to give away control over my personal data.
Bonnie | free biorhythm Says:
December 14th, 2008, 5:43 am
I am obviously really un-technical, because I just use a document in OpenOffice writer to keep me organised.
It is basically a page containng a table with MITs and general to-dos at the top with deadlines, followed by a table detailing current projects with status and deadlines, then a table detailing upcoming meetings & appointments.
Then there are also boxes for useful contacts & random notes.
I’ve saved the document as a template and start a new one each week, adding new stuff and carrying over anything from the previous week.
I realise I could use some software to manage a lot of my tasks and appointments but I do like the simplicity of having absolutely everything in one place.
I think list formats work well for me because I tend to think of tasks ahead sequentially.
Vroobelek Says:
December 14th, 2008, 6:12 am
EverNote - for taking notes
Thinking Rock - to manage task in GTD manner
FreeMind - for brainstorming
TheBat! - as e-mail client
Alex Says:
December 14th, 2008, 6:21 am
iCal and Things! for tracking appointments and tasks;
Evernote for all my note taking needs;
NNW for feed-reading.
Everything with their appropriate iPhone equivalents.
Those are my fantastic four.
I’ve never been better organized.
Tavanb Says:
December 14th, 2008, 6:29 am
I use todoist and todoist add-on for firefox. Since the add-on has the functionality to add links as tasks, it also replaced read it later add-on for me.
Beside that, I use Scrapbook add-on to collect anything I like and for note taking.
Maros Says:
December 14th, 2008, 6:31 am
GMail and GCal are obvious choices for mail and calendar. For to-do list, I like http://treedolist.com/.
Chris Says:
December 14th, 2008, 6:31 am
iCal - Separates my life into very specific calendars. By far the most used and convenient application on my iPhone.
Holger Says:
December 14th, 2008, 6:34 am
I stick with a papersolution, the so called HelfRecht-Timer, an improved system with calendar, contextlists, month- and yearplans. I guess I like the oldschool-feeling of a pen scratching on paper - and I deeply mistrust most of the technical solutions.
Sumeet Says:
December 14th, 2008, 6:40 am
Gmail (Backed up to Desktop with Thunderbird)
Google Calendar - Synced with Outlook - Synced with Smartphone
Outlook with Jello Dashboard for tasks
Evernote and Onenote for brainstorming and reference
XMind for mindmapping
Pocket Moleskine for collecting thoughts and tasks on the move.
Sean Johnson Says:
December 14th, 2008, 7:34 am
I’m a bit biased… but I like David Seah’s Emergent Task Timer:
http://davidseah.com/blog/comments/emergent-task-timer-2008-updates/
and the online version of it that I built, BubbleTimer:
Thanks,
Sean
Christopher Papastefanou Says:
December 14th, 2008, 8:11 am
- Things (for both Mac OS and iPhone)
- iCal
- Apple Mail
- NetNewsWire
- TextEdit
- Notae (simple all-round database/notes app)
Three things are important when I choose software:
- Simplicity
- Integration among applications
- Sync between devises
Though I love my current setup, I’m always looking to improve.
I found a lot of interesting tips among the other comments. Thanks, everyone!
dria Says:
December 14th, 2008, 8:35 am
Things http://www.culturedcode.com/things/ - Simple, easy, reliable, great iphone integration. Couldn’t really ask for anything better.
janvnielsen Says:
December 14th, 2008, 9:41 am
My favorite is AUTOHTKEY for fast launching of websites, files and folders and also textstring replacement and all sorts of macros. I’m not a programmer, but from AHK I can extract real value and get that YES feeling when I succeed.
Portable ROBOFORM for remembering identification and passwords. Couldn’t live without it.
PURETEXT for removing all formatting from pasted text. Simple and brilliant.
I’m migrating from G-notes to EVERNOTE, for remembering small stuff.
TOTALCOMMANDER for synchronizing folders fast and easy.
MINDGENIUS mindmapping software for brainstorming, planning and structuring.
Becka Says:
December 14th, 2008, 9:49 am
Gmail, Remember the Milk, and simply Notepad for quick notes, with fast time date stamp and take so little room on the hardrive. These are my favs. I might one day use Gmail tasks, but I have used Remember the Milk for years now.
OPtimus Says:
December 14th, 2008, 9:59 am
I use Mindart. It is great for all the stuff I nedd to do at work!
Link
OPtimus Says:
December 14th, 2008, 10:00 am
I use Mindart. It is great for all the stuff I NEED to do at work!
Link
Isaac Says:
December 14th, 2008, 10:01 am
It is very interesting to read all these comments.
My business run on Salesforce.com (task list is lousy)
Emails: Outlook
List: Mindmanager 8 - excellent connection to outlook and web
Files archive: Sugarsync
Most staff I write on paper :-)
Eden Says:
December 14th, 2008, 10:16 am
OmniFocus for me. It’s the only productivity software I’ve been able to get comfortable with and use for an extended period of time.
Angell Says:
December 14th, 2008, 10:48 am
I am still using SimpleGTD.com as you recommended in Zen to Done. It’s still a great list app for me - but then I keep it very very simple. a few contexts - no projects and handle everything on the next actions page.
other than that - i use gmail for email and google docs for documents, etc. including my short, medium and long term goals.
also autohotkey for a bit of automation on the pc - and thats it.
sergio Says:
December 14th, 2008, 11:12 am
- Outlook Jello Dashboard
- NextAction! for Blackberry
- mGTD2: GTD for Moleskine v2.0
Best!
Patrick Says:
December 14th, 2008, 11:28 am
OmniOutliner Pro is the app I cannot live without.
iCal synced to my Blackberry Curve with Missing Sync and synced to gCal with BusySync.
(I’d be remiss if I didn’t mention that Tiger’s iCal was much better than Leopard’s. The current iCal is the most un-Apple-like “upgrade” ever.)
DI Says:
December 14th, 2008, 12:17 pm
Backpack (http://www.backpackit.com/) by 37 Signals is a great tool for notes, to-dos, files, photos, and COLLABORATION with team or board members! Totally awesome!
Gripping Yarn Says:
December 14th, 2008, 12:17 pm
Journler for the Mac, setup in GTD fashion.
iCal - using color coded group calendars and short to-do lists.
Experimenting with OmniFocus and Freemind.
I’ve been using Journler for about two years. It’s currently free/shareware, allows for applescripts, is highly customizable. I can import audio/video/images/PDFs/files effortlessly and view most of them in the application. Perfect for importing screencaps with notes. And I love Lexicon… I can browse my own Journler entries + media like an encyclopedia by indexed words (not just tags).
Michal Acler Says:
December 14th, 2008, 12:40 pm
Hello, I suggest you use application called Life Balance (http://www.llamagraphics.com/). If you try to manage your life on GTD methodics, it is the best solution! App is woking both Windows and Mac, there’s also iphone version :-)
Chris (from Lifestyle Project) Says:
December 14th, 2008, 12:50 pm
At the moment I am putting everything into a semi-GTD setup in Evernote which is on iPhone, work PC and Personal Mac.
For calendar I use iPhone synced to Work Outlook and Gmail.
Nate Marcel Says:
December 14th, 2008, 13:02 pm
I love:
http://www.nowdothis.com/
You posted it a while ago and it has everything I need for a short term attention deficit counter-hack.
Harry Says:
December 14th, 2008, 13:10 pm
I use GoalsOnTrack to manage all my goals and daily to-do lists. It’s very easy to use and most importantly you will always know how you are doing with your goals.
Scott Says:
December 14th, 2008, 13:13 pm
Omnifocus is the best app ever invented for to-do lists. The iPhone version of it syncing with the desktop version in the best!
Shasta Says:
December 14th, 2008, 13:59 pm
I’m new to ZTD/GTD so I’m still learning. What I need is something that will coordinate between my Novell Groupwise, my BlackBerry and my browser. I don’t like anything I’ve seen so far.
What works for me is a dual system of RTM and paper. I like RTM because it gives me flexibility and works on my igoogle page. I need something that I can look at any time I want which igoogle rtm gadget provides. It also allows me to work offline and even to print a list. I use it and the “Read it Later” app for Firefox.
I use paper to capture any idea at almost any time. Rumor is I’m getting a LiveScribe for Christmas and I’m looking forward to digitizing even my on-the-fly note-taking.
Laurie Says:
December 14th, 2008, 14:01 pm
My favorite productivity tool is a bull dozer. I can clean away of any amount of work really quickly with one of those! ;o)
Earl Says:
December 14th, 2008, 14:10 pm
The best outliner: Listpro. Listpro is to windows as Omnioutliner is to MAC
The best Notekeeper: Evernote
Calendar: Gcal (of course)
Email: gmail
reader greader
I would use a whiteboard but my office is often the public library.
Sean Says:
December 14th, 2008, 14:10 pm
Stickies - a free on-screen pop-up version of post-its.
I often get absorbed in what I’m doing and lose track of time. I’d be lost without stickies.
Nicole Says:
December 14th, 2008, 14:19 pm
Not software, but my favorite GTD-implementation (after years of going back and forth between paper and digital):
* junior-size loose-leaf planner for my calendar, inbox and checklists
* pocketsize moleskine for project lists and context lists
* separate pocketsize moleskine for someday/maybe lists
* contacts in Mac Addressbook (but I’m still looking for a way to get that on paper also, because syncing between the Mac and my phone keeps messing up some contact fields)
I’ve found that with digital I keep “refining” my system, to the point that I don’t get anything done anymore. Plus, I think better on paper. So paper it is for me!
LadyRoot Says:
December 14th, 2008, 14:24 pm
- Microsoft Outlook as a primary PIM
- Microsoft One Note - as a life organizer
- Microsoft Excel as my budgeting tool
Jon Leland Says:
December 14th, 2008, 14:29 pm
Nice thread. Thanks, “Tribe.” :)
I’ve been drawn into Things on my Mac for its clear use of categories and tags as well as TODAY and scheduling of “by when.”
For the team/collaboration project tracking, I’ve found CentralDesktop to be easier to navigate and to have a more robust navigation system, while also being more open (we added a small database extension to one client’s “workspace” for example.)
Affiliate link: http://signup.centraldesktop.com/jleland
Shawn Says:
December 14th, 2008, 14:29 pm
I use the To Do, Contacts, and Calendar in Lotus Notes. My company requires us to use it for email and I talked out IT guy into letting my try the new version 8 and it is unbelievably better than the previous versions. My assistant has access to my calendar and to do list and I have access to hers as well. Also the To Do list sync with my blackberry as does the email, contacts, and calendar. Only thing is though, whenever I work really hard to complete the items, she always has something else to go in there. ;)
Chris Says:
December 14th, 2008, 14:43 pm
I use todoist for keeping track of tasks and projects and find it a lot more convenient than Remember The Milk or any other to-do list software. It’s free and really easy to use. I also use Gmail and GoogleDocs to keep things organized and save important info.
Moving Mountains Design Says:
December 14th, 2008, 15:06 pm
I love Google Notebook. I have a problem with having stacks of papers and printouts and not being able to find anything. Since I started using Google Notebook that has all changed. I have stopped printing stuff out just to have a copy. I save it to a Notebook now and it is easily accessible from any computer in the world.
Darko Says:
December 14th, 2008, 15:12 pm
I use my cell phone’s task and calendar applications to remind me of tasks and deadlines. The phone’s notes app is for when paper and pencil aren’t close. The phone’s camera is to capture schedules and stuff I’m to lazy to write down.
I write most of this data in my pocket paper planner for backup and I also use it for “a bigger picture” planning and on meetings - it’s just quicker and more professional looking if you write important dates down on paper :)
I use MS Outlook for work mail and Google Mail for personal mail. Google Reader takes care of all my RSS subscriptions. Firefox and Foxmarks take care of the core internet setup.
Stuart Says:
December 14th, 2008, 15:21 pm
Mail + iCal + Things + Index Cards = GTD that works for me
Thomas George Says:
December 14th, 2008, 15:41 pm
Initially I wanted to do a web based system and for that RTM fits the bill perfectly.But the internet is too distracting,so that was abandoned.But that said it can work for some one who works on the computer for a living as long as he has that firefox extension which restricts access to work related sites and all that.Then Gcal for the hard landscape+RTM for the to do lists would work.
Since I have a very important exam to prepare for,the cracking of which is the main (and in accordance with ZTD principles the only goal for next year),I am going to cut the internet connection from January 15 after I finish some work I have to do.I did a time log and it is my biggest time hog.So chop chop.
So I am limited to paper and the desktop.
1.For capture-paper
2.For to do lists for the day- a piece of paper torn off and stuffed in the capture notebook.Discard at the end of the day (AFTER crossing them of course)
3.Journal-paper notebook with date written on the side for easy access
4.Learn a new thing everyday-I write it down in a notebook again paper.I might shift this to a private blog later using drivel.Microsoft live writer is the best but I use linux.
5.Routines-checklist on paper based on the Habitlist.
http://www.productivity501.com/habit-list/308/
6.Hard landscape-Lightning extension of Thunderbird.The advantage of using a computer is that one can have recurring events-birthdays etc.
7.Notetaking-I started using tumblr for taking notes from the articles I read on the net.It is very clean and simple to use.I abandoned google notebooks.Tumblr can be subscribed to using RSS.This enables it to be backed up to a desktop RSS client(LifeRea).I used to use evernote when I was using Windows-it is excellent.When I get back online,I will use Baskets which I had used before and liked.Microsoft one note seems to have a lot of fans if the reviews are anything to go by.But I don’t want to take the risk of running wine in linux.That would mean securing the system restricting permissions and all that.
8.Email-gmail with better gmail extension-labels and filters applied,zero inbox.Emails and contacts backed up with thunderbird.But that said I have very few emails -just from family and friends.So this system works well since there are few emails to back up.
9.RSS feeds-I use google reader and use separate accounts for different interests-finance,productivity,linux and general(humor,travel).I use Liferea to store the good ones.This is major work,hopefully google reader compatibility will be fully implemented in liferea when I come back from cyber hibernation.But overall using RSS feeds greatly increased my productivity.
Internet routine for next year at internet cafe -weekly
1.check gmail for email
2.check website related to my exam
3.log out
I did not read the suggestions given below so that I don’t get new ideas
Matt Kreiling Says:
December 14th, 2008, 15:43 pm
I’ve tried many: RTM and Vitalist were great for their simplicity, but the paper solution is best. I alternate between a moleskine and a legal pad. I like having everything on one page.
There is one web app/firefox extension that I find particularly useful for blogging, researching, and turning Stumbling into a useful activity - Google Notebook.
This application is amazing for clipping things from the web.
I wrote an article about how my biggest time waster, Stumbling, has become a valuable activity for collecting ideas, research, and content…all because of Google Notebook.
Sue Says:
December 14th, 2008, 16:28 pm
I absolutely love Remember The Milk. It seamlessly integrates with Gmail, which I keep open for most of the day while I work to manage email, by providing easy ways to create tasks directly from the content of email, and has options for sorting and prioritizing that efficiently take about as long to learn as they are quick to use.
Emily Says:
December 14th, 2008, 16:30 pm
Batchbook for CRM! Fantastic!
Google calendar, Gmail, Reader
RTM
Pearbudget
Sean Says:
December 14th, 2008, 16:42 pm
I like Gmail too, especially its conversational format and that colour coding for labels is great too for instant visual layout of who is who, what is what - especially on a page of emails to extract stuff from more easily. It doesn’t seem so overloading to the eye. I use Google Documents as its handy if I am out and about and I desperately need to get my hands on a document - so I can check my 3 phone or the nearest internet cafe as I don’t have a laptop; just a desktop for all my main stuff. Also I have used Remember the Milk but haven’t remembered to use it recently. I ask myself: am I collecting ‘gadgets’ just so I can think I am being more effecient - or are the gadgets really helping me ( to be helpful to others too!). I guess I have to simplify; commit myself to using two or three and go with that? Thanks Leo for helping us question what and why we use the software we do.
David Goodman Says:
December 14th, 2008, 16:46 pm
I’ve found gootodo.com helpful in clearing out my inbox and turning emails (both incoming and outgoing) into date-coded to-do items on my gootodo list.
Rudolf Adamkovič - Salutis Says:
December 14th, 2008, 16:48 pm
I use MobileMe and my wiki. All extremly simple and transparently synchronized.
Gunther Says:
December 14th, 2008, 19:23 pm
I use a dual-track method: PocketMod with one of my mechanical pencils and a Sony Clie SJ30 PalmOS-based PDA (almost six years old).
John Says:
December 14th, 2008, 19:27 pm
I use a combination of :
moleskine + pen
evernote
my life organised (http://www.mylifeorganized.net/)
Renée Johnson Says:
December 14th, 2008, 19:53 pm
I have tried pretty much every mac & web productivity app out there but recently started a new job and settled back into the basics and have actually been fairly happy that I’m not “missing” anything:
- Quicksilver
- Mail.app + Mailtags w/ built-in Notes + RSS
- iCal w/ the built-in Tasks (I don’t like the tasks but haven’t found anything I like better that is simple… I want to love Things but there are a few quirks I can’t get over… I check it out again every few months)
- Addressbook (don’t love it, but it’s integrated and easy)
- Adobe Lightroom + Flickr (work & personal)
- iTunes, using ratings & comments (for my volunteer radio show)
- Large Reporter Moleskine
Peter Efland Says:
December 14th, 2008, 20:28 pm
Even though I’m a huge Google addict and fan, then for anything regarding todo-lists and project management I use the absolutely fantastic RTM (rememberthemilk),
There’s a lot of different todo list software and gtd software out there. The force of RTM is that it has a super simple UI, but the tags and smartlists as well as the highly advanced search function makes it have a depth and customization as no other todo list tool.
Rahsheen from sheenonline.com made some great posts on how to set up RTM GTD style, and it works beautifully.
Peter Efland Says:
December 14th, 2008, 20:29 pm
oh, forgot to say: With firefox the RTM Gmail extension works fantastic. Much better than the Gmail todo list.
Ash Says:
December 14th, 2008, 20:44 pm
Outlook 07 + ToodleDo (Web-based, RTM-ish task manager)
i still haven’t found anything to put on the desktop surface, but right now i’m happy with this :)
Susan Says:
December 14th, 2008, 21:03 pm
Evernote - I like keeping list for each project & client. I even record hours with it.
NetNewsWire - RSS feeds
TweetDeck - I like grouping my Twitter friends
Scrivner - writing projects
Tabitha (From Single to Married) Says:
December 14th, 2008, 21:18 pm
I use Google docs and other google products and my husband uses mind-mapping software called The Brain that he absolutely loves.
Owen Says:
December 14th, 2008, 21:20 pm
I’m another one of those weird Linux people - I use:
Compiz - great if you can resist playing with The Cube
Gnome-Do - Similar to Quicksilver, haven’t had it long
and… a piece of paper. Only I’m out of that last one :S
I’m definitely trying out vym (mind-mapping, mentioned above) and Remember The Milk, but I’m with the person who said they don’t want to give personal details to the internet… slightly wary of that one.
WickyChicky Says:
December 14th, 2008, 22:27 pm
I still use my Palm Zire 31 for my task list and my contact/address book. I haven’t made the leap yet to mobile internet devices and my Palm has the basic apps I need and I like that I can take it everywhere.
nXqd Says:
December 14th, 2008, 23:02 pm
I Love todo.txt
Onenote for storing articles, journals, project, works :)
Chris Says:
December 14th, 2008, 23:25 pm
ToodleDo, hands down. I can sync woth my phone. It exports to any format I use. It syncs w/Google. Perfection
Amar Says:
December 15th, 2008, 0:00 am
Todoist (http://todoist.com/) is my choice - after trying out a lot of other options.
scott penton Says:
December 15th, 2008, 0:11 am
I still like ical, mail, and evernote. I have been playing with the tasks in my gmail, and I like how I can have gcal go into my ical and ical go into gcal and synced.
robert Says:
December 15th, 2008, 1:04 am
EVERNOTE! no doubt! The way it integrates between my home computer and iPhone is so worth it. It hs in many cases, omitted my need for note paper, post it notes and the like - definitely check it out!
Jim McGowan Says:
December 15th, 2008, 1:39 am
I use the following:
Toodledo Pro (Task management)
Ultra Recall (Document Management plus more)
Fastmail (My main email account)
Others:
Evernote for quick web clips, though no real documents in there.
OneNote 2007 for general notes - then import to Evernote if needed; ON has tables, EN doesn’t.
InfoQube/SQLNotes - I’m trying to get used to this in case Ultra Recall indeed stops all support.
Thanks!
Jim
Andrew Says:
December 15th, 2008, 2:05 am
Can’t see anyone on the list using HogBaySoftware’s TaskPaper [on the Mac]. It’s just what I need, in combination with a small notebook and a pencil!
Alex Says:
December 15th, 2008, 3:28 am
IMHO though http://www.jello-dashboard.net is free it remains the best windows GTD software.
Celes Says:
December 15th, 2008, 4:35 am
1. Post-it notes or DTNotes for putting sticky notes on your computer
2. Gmail for email
3. Excel for organizing my life around
4. Daily Journal for journalling
I’m quite a minimalist and usually refrain from trying out new softwares, but it seems like there are some interesting applications that others are sharing here! I’ll check them out shortly. Thanks for starting off this discussion Leo! :)
Miro Says:
December 15th, 2008, 4:51 am
I use Notecase Pro (http://www.virtual-sky.com/).
But than again, I am the author of that program :-)
Nice blog, I read it frequently …
Salutis Says:
December 15th, 2008, 5:05 am
Huh, 116 comments - that’s a lot. Seems to be interesting topic. ;-)
Darren Turpin Says:
December 15th, 2008, 7:38 am
I’m a big fan of Vitalist myself - they’ve made some great strides forward with their latest version, usability-wise.
Jeff MacDonald Says:
December 15th, 2008, 7:58 am
TaskPaper from HogBay 100%, it’s simple, versatile, pastes easily to email to managers etc.
Rainer Says:
December 15th, 2008, 8:43 am
OneNote 2007 is my favourite GTD tool. (With a side order of Outlook 2007 for the calendar.)
Grady Ormsby Says:
December 15th, 2008, 9:15 am
I have found that, by far, the best way to increase productivity is to click on “shut down.”
Daniel Hammond Says:
December 15th, 2008, 9:31 am
Emerge Desktop: Removes all the junk from my screen that I don’t need.
Yahoo! Widgets: Contains my to-do list, planner, and a bunch of other nifty, pretty things. Much nicer than Google Gadgets IMO.
Dropbox: Omnibus multicomputer storage. Put it in here, it shows up everywhere. :)
HotKeyBind: Launches programs from key chords.
RocketDock: Puts everything I need on one toolbar.
Launchy: Quicksilver launcher clone for Windows.
But, my favorite productivity tool is a whiteboard. Write anything on it, clean it afterwards, re-use. No waste.
Jessie Says:
December 15th, 2008, 9:41 am
I like http://deadlineapp.com/
It’s a very basic to do list.
Rahsheen Says:
December 15th, 2008, 10:02 am
Thanks for the mention, Peter!
It’s actually http://sheenonline.biz
The series on SuperCharging Remember The Milk
RTM is definitely my weapon of choice because it’s easily accessible from just about anywhere and it’s easy to make sure I actually record the tasks I need to and have access to those tasks even on the go.
Being able to break up the tasks with context tags is also a huge bonus
Lynn O'Connor Says:
December 15th, 2008, 10:18 am
What a terrific run down of productivity apps. I have tried many, but always come back to Vitalist as my main next action and project list manager. I have it organized with “contexts” that suit my style of working/needs. Its simple, intuitive, no learning curve. That said, I keep looking for as nice a desktop program as what happens when I travel outside of internet access –Vitalist has to come up with a desktop version.
Evernote for capturing things on the Internet that I want to save, send out to my student listserv, etc.
Many tries with DevonThink, I end up keeping pdfs of articles I think are important in a file on my mac. Very simple.
Yojimbo for all those little things like passwords, receipts/licences etc.
Zoho and Google for online storage of writing, Address for addresses. Gmail for professional listserv e-mail. Aol for personal email (a long habit). GCalendar for scheduled appointments.
Personal brain or Buzan’s imindmap for mindmapping –sometimes I use mind-manager, but I really like the flow of buzan’s program, and personal brain is great for showing the interconnections between data points.
Part of my vitalist is stale right now. I fool myself when I think that trying yet another program will deal with staleness. A long weekly review is in order.
John Says:
December 15th, 2008, 10:23 am
I use Things for my GTD stuff and Anxiety to keep the tasks “floating in front of me becuase if I don’t see them, well…they don’t get done.
I use gmail for mail and it’s integrated with my Apple mail.
I use ical for my appointments. I cal integrates with Things and Ankiety too.
Adam Says:
December 15th, 2008, 10:30 am
Well, I’m kind of surprised nobody has mentioned http://hiveminder.com. It’s a task manager that allows you to implement GTD pretty well. The thing I like the most about it is the bilateral task dependency: you can create a “but first:” and “and then:” relationship between tasks, and the default view is only to show stuff that doesn’t require you to do other stuff first. Contexts are implemented via tagging (@home, @work, etc). Items can be hidden until a certain date, due on a certain date, given a priority, have notes and comments attached. There’s a “Brain Dump” section on the screen at all times where you can use a simple markup to put tasks in, so it makes it really easy and seamless.
Aside from Hiveminder, I use Google Calendar for appointments / date specific items (which is nice because you can use ical feeds to import other calendar info).
I’m uncertain what to use at the larger level of info management, however. Gmail can store my contact info, integrates with Google Chat so that’s nice. I use Digsby for multiprotocol IM, email and facebook notification.
Diigo ( http://diigo.com ) is one tool that I use all the time. It’s a social bookmark manager that allows you to highlight sections of the webpage, and even comment on the highlights. You can share the page with others by putting it in a group or a personal list, or you can click “Send To” and email the page to someone (optionally including your highlights and one-off comments in the email).
I’m considering using Springpad or Evernote as a high level organizational tool.
Martin Says:
December 15th, 2008, 11:22 am
Life Balance (on both Mac and iPhone) - for GTD/ZTD with priorisation.
DevonThink - as an information warehouse.
iCal/Address Book for calendars and contacts.
NetNewsWire for RSS.
VoodooPad Pro for everything else (journal, project notes, etc). Very flexible.
Jeff Says:
December 15th, 2008, 11:39 am
I surprised that nobody in the first 100 uses Nozbe. It’s a simple and good-looking GTD web app that allows me to treat tasks as either a flat list, or a list grouped by context or project.
For my goals and daily good/bad habit building I use Joe’s Goals, a great free site with a clean and rewarding habit tracking interface
And gmail for everything else. This suite means that I am totally Web 2.0 and can be productive from any browser. I’m even experimenting with Mint for finances.
Jeff
Jack Says:
December 15th, 2008, 12:10 pm
email: Gmail like more and more people. it works!
notes: PocketMod.com (customized pocket notes)
mind mapping: thebrain (wow, all things with hyperlinks too)
calendar/tasks: Palm (Agendus desktop & Treo). Zen-like simplicity w/ sync-ability and I still haven’t found a web 2.0 app that does better.
web favorites: delicious.com (don’t leave home without it)
…and Jott.com (great idea for getting stuff into the system without crashing the car).
Mia Says:
December 15th, 2008, 12:18 pm
I would really like to try google tasks, but can’t seem to find them anywhere in my google account ! Any one else experiencing this problem? Or any one that could give me a hint as to where I can find them…? :-)
Could it be because I’m using the Danish version, maybe?
Alicia Says:
December 15th, 2008, 13:17 pm
Thinking Rock is great! I’ve been using it some months ago, it really implements a full GTD. The only thing I miss is an integrated mind map (for fulling the inbox) and a planner in it. By the way, do you know any good planner app for Linux (not Planner)?
Kind regards,
Minnow Park Says:
December 15th, 2008, 14:55 pm
Email: Gmail
RSS Reader: Google Reader
Task Manager: RTM on the web and iPhone.
Remember the Milk literally manages my entire life. Can’t live without it. And since it’s in the clouds, it won’t be going anywhere anytime soon.
Jessie Says:
December 15th, 2008, 15:31 pm
Things! (on mac and Iphone): As a doctoral student working on huge long-term projects (dissertations, publications, etc.), I love being able to define nested areas and projects and to organize further using tags. Haven’t had any issues with Iphone syncing - iphone functionality has been particularly useful for capturing all the to-dos that emerge at academic conferences.
I also use ICal for appointments, (mac)mail for email, EndNote for citations, and Journler to catalog abstracts/research notes.
Evernote also looks pretty nifty, but I’m still figuring out whether it makes sense for me. I’d love to hear from anyone who uses it along with Things.
Roland Says:
December 15th, 2008, 16:40 pm
A Windows Mobile Pocket PC smart phone. Hands down the most productive thing. (Does essentially the same as iPhone / Android).
Sync to PC: tasks, contacts, calendar, files
All email accounts.
Browser to view anything on the web.
MP3 player
Google earth
Word, excel, powerpoint viewer, PDFs, etc.
ebook reader
Calc98
Alarm clock
Camera
ADB Idea Lab (thought manager)
and 1000s of free or low priced programs.
It is a PC. (Android will overtake windows mobile before too long).
Adriano Ferrari Says:
December 15th, 2008, 16:57 pm
I haven’t found anything that meets my diverse needs (writing, getting in shape, studying, working, painting, etc…).
So I decided to write the software myself!
It’s a habit-tracker, with some clever stuff going on behind the scenes to help you actually STICK to it.
It’s general, so you can use it for everything from losing weight and quitting smoking, to writing a novel or getting in shape.
Peter Says:
December 15th, 2008, 18:18 pm
Outlook 2007 and OneNote, synced to Windows Mobile phone - not happy with the Vanilla apps.
Have been looking steadily for replacement apps for To-do and Notes in Windows mobile - would really like something like the good old Palm to-do and Notes apps, as they were simple and quick to use.
Bertie Says:
December 15th, 2008, 18:20 pm
Filofax for everything
Rem Says:
December 15th, 2008, 19:34 pm
Hello all.
I’m web-developer who uses Linux:
1. gVim - text editor where I code and write
2. Firefox with extensions:
a) Zotero for researching purposes
b) Foxmarks for bookmark sync.
c) Mozex for using gVim to edit content in browser
3. Kontact for my email boxes, calendar and reminders.
4. Tracks installed on my local server for GTD.
5. MoinMoin (wiki engine) installed on local server for references, drafts and document organization.
6. I’ve got large white board with a lot of markets of different color for brainstorming and teaching.
7. Paper and pencils for thinking and mind-mapping (software analogs didn’t satisfy me).
Right now I’m giving a try PersonalBrain, don’t know yet if I’m going to implement it in my day-to-day activities.
Eric Hamm Says:
December 15th, 2008, 20:04 pm
For me it’s Gmail and all of it’s little children. Eric.
Ericka Says:
December 15th, 2008, 20:06 pm
Google Calendar: My life would be in disarray without it. Used to remember bills, car repairs, paydays, the Ugly Sweater Christmas Party, CD release dates for my favorite bands, everything.
TextEdit: Used to jot down quick little notes until they are transferred somewhere else.
nowdothis.com: Only used when I have a task list to big to remember on my own. But love it because it helps do one thing at a time instead of multi-tasking.
Rob Says:
December 15th, 2008, 20:48 pm
Being an AD(H)Der, productivity and organisation has been one of those big issues I’ve had to tackle. Here’s the system I currently use.
+ GMail for email (hooked up to Windows Mail for when I need emails saved for offline access, uses IMAP server).
+ GCal for all events and birthdays, etc. I’ve set up GCal so that every morning at 5.20 am (long before I get up), my daily scheduele for all my calendars (personal, family, work, etc) has been sent to my Gmail.
+ FBCal to sync my facebook events/birthdays with GCal
+ Notezilla for desktop notes (similar to Mac’s stickies)
+ Slimtimer for freelance design work to log time
+ Leechblock to stop the natural habit of checking facebook etc when I’m trying to do work. Controlled procrastination, if you will.
+ Offline I use a notebook and pen to record any ideas and information that I may come across. Sometimes writing it down is enough to put it into action, other times the notebook becomes a handy reference tool.
I’ve also set up ‘Auto Power-On and Shut Down’ to turn on my computer at whatever time I set, and three minutes after that I have it schedueled to open up my GMail - at the same time, my iSnooze goes off as an alarm. This helps me greatly because I can jump straight into doing what I need to do of a morning - its helped me remain focused first thing in the morning.
Adam Says:
December 15th, 2008, 21:11 pm
Gmail, Gcal, Gdocs
Everything is just so nicely integrated into each other.
Carolyn Winter Says:
December 16th, 2008, 0:46 am
Like you, over the years i have tried many systems, but certianly not all of the online things you have mention. I may just have to noodle around there.
my system has evolved from the original Steven Covey time managment system. From there I determined the most important thing was to get an overall picture of my life and priorties. I love his axiom - “It’s easy to say ‘No’ when there is a burning ‘Yes’ inside.” I also gleaned that managing and priortizing tasks around 7 basic roles was about all a normal person could handle (i.e. Clients, Programs, Admin, Webmaster, Family, Quilting and Personal Pursuits)… so that helped in the planning of priorities and time day to day. Everything else goes on a Role list called “Maybe”. His system broke down for me on the week to week, day to day planning and executing. When I heard Bill Gates himself hires a weekly coach to help him with time managment, i gave myself a reason to stop trying to manage it all perfectly.
Instead, using Steven Covey’s model as inspiration and guidnace, I documented my big picture vision of things and the related roles that deliver on that vision. For each role area, i have defined in a sentence what it is, the maintenance tasks i do to keep it going, 3 new goals to grow this area and a list of indicators of success that let me know i have arrived. There is a page for each role plus one for the big vision with lots of white space to add new ideas and thoughts. I keep a printed stapled copy on my desk and look at this document at least 3 times a year more often if life gets off track, happily ticking off the things that have been accomplished and making revisions as necessary.
For the day to day, I have put in place (and continue to do this) systems that take care of things, building on an axiom from an admin assistant who ruled one of my earlier career posts.. She always barked at staff who didn’ t hand in a time sheet.. “Take care of the system and the system will take care of you.”
Getting things systematic frees me up to do other things (that eventually need a system!)
Finally, on one piece of paper - usually light card stock so I can find it, I always keep a running list and usually update it once a week. THE LIST has a section for each of the roles in my big document, and underneath each section the day to day stuff that needs to get done in that area. As new things come through the door, I add them to the list. If there is not a category on the list to fit them in I am triggered into asking “Why me?” or “What is this?” or “Why should this go onto MY list?” . Keeping only the things that belong on the list is the name of the game for my time management system. If the list gets longer than a page, I need serious help and stop to look at that. I love crossing things off the list, racing to cross off all the ‘have to do’s’ and making time for other things.
Finally, I consider my big picture document and the day to day list to be a finer application of the power of intention talked about so much for example by Deepak Chopra, Wayne Dyer, Lynne McTaggart and others. So to add a bit more magic and sparkle to my intentions and priorities each day, I repattern them as needed (as I normally do with intentions) using a system of energy work called resonance repatterning. This helps me to identify and clear the unconscious patterns of behavior that keep me hooked on old ways of using my time. In a way, my unconcsious patterns behave like counter intentions always cancelling out my coherent wishes. The old ways included never having time for my creative crafts, feeling guilty if I did and having a cupboard full of expensive inventory barely touched. I was constantly fighting fires, and dealing with crisis. At one point the Steven Covey system just seemed like another thing to deal with and no observable benefits. With repatterning, I managed to release the emotional blocks that stopped me from having time for myself and many other related patterns. But more amazingly, in the last year, I find myself more and more in the idyllac Steven Covey state called QII - doing important things - not urgently. For example, i have my programs and plans for all of next year all mapped out and 2008 is not over yet! This I attribute to getting ‘on the right wave length’ to coin a 60’s term by using repatterning.
Oh and from the world of marketing and advertising, i decided to market my prioties to myself - okay its just a fun thing. When I have time and feel creative I decorate the list with clip art and slogans in the footers!
The primary software I use is OUTLOOK for appointments and to co-ordinate schedules.
So that is the system that has emerged - a mixture of big picture and micro managing all in one.
Love your blog and thank you for the opportunity think this through.
Mark Says:
December 16th, 2008, 2:03 am
My setup is Mac based and includes MobileMe:
iCal & Mail
Evernote (on MacBook and iPhone)
Appigo’s ToDo for iPhone, synced to RTM
plus a cool little iPhone app called Iconic Notes.
Thanks to those who mentioned MindNode; just downloaded it and will give it a try.
Michael Kieweg Says:
December 16th, 2008, 5:10 am
Thunderbird with the Lightning Calendar for Contacts and keeping track of appointments, medieval fairs and archery tournaments and of course birthdays…..
Here I also schedule any tasks, that I have to fullfill during the following 6 weeks.
I use “My Phone Explorer” to sync with my SE M600i and that works fine for me.
Anything else is noted in a DIN A6 ruled Moleskine-Clon from Brunnen, modified with some “Hacks”.
1. Sticky Tabs to mark sections for Notes, Projects, ToDos, Contacts and Money
2. Sitenumbers
3. Second pouch in the Front cover, storing some pocketmods
4. Date, I started the Notebook at the “Head Cut”, so I can archieve my notebooks easily by date
oliver Says:
December 16th, 2008, 6:54 am
I use tudumo (http://www.tudumo.com/, offline Windows program) to organize my tasks
Oliver
Petar Says:
December 16th, 2008, 7:18 am
I use Jello http://www.jello-dashboard.net for the most of my work. I track my MITs in Note. Besides that, I use a simple notebook with only three tags: for Next Action, Delegate and Reference. Voice recorder in my cell for quick note. Very rarely, I use the back of some obsolete business cards for jotting.
Mono Says:
December 16th, 2008, 9:32 am
I’ve been using Note Thing for a while and bought it last week.
It has a pretty simple and compact design. I can organize things just like they are in my head.
It has a very powerful reminding mechanism including a random reminder.
Cheers,
Mono
Crappystagename Says:
December 16th, 2008, 14:38 pm
Can’t live without Evernote. Whenever I have an idea I’ll write it down on an index card or something and then put it into Evernote with labels and all. Then I can use the search feature to find whichever idea I’m after.
BettyW Says:
December 16th, 2008, 15:08 pm
I’m a musician with a techie day job that provides me with a Windows Mobile phone I must carry 24/7 (and for which they pay unlimited 3G web connection), so I based my tools around using it as much as possible. So:
Google Calendar - for logging non-day job time commitments for myself and also so that my bandmates can check when I’m busy before scheduling other activities.
All Gcal entries autosync one-way to my day job Outlook Calendar via Exchange (I could sync 2-way, but I don’t want all my day job stuff cluttering the Google calendar)
Day job Outlook Calendar - Contains all my work appointments and time off, as well as RL (=not work) commitments from the Google Calendar.
All Outlook calendar entries (including Google) autosync (2-way to/from Exchange) with my Windows Mobile cell phone calendar via 3G web connection, so changes made on my phone also download to Exchange (but not back to Google).
RTM Pro with MilkSync, a Windows Mobile app. that syncs 2-way between my cell’s Task app. and my web RTM account. So I can instantly capture any new to-dos/ideas on my cell if I’m not on a computer, and can organize them later to various categories, change due date, etc either via the cell or on a larger web access tool.
Berto at PricePlow Says:
December 16th, 2008, 20:33 pm
I use Firefox already, so for RSS I use the Brief plugin. I’m very happy with it but don’t have experience with Google Reader.
Vernon Blake Says:
December 16th, 2008, 22:09 pm
Gubb.net for any kind of list with lots of features.
Lauren Foukes Says:
December 17th, 2008, 0:30 am
I’m really into using FileMaker’s Bento2 right now. It’s only for Macs - but it’s an incredible personal database! I love how you can customize with media. I’ve been using it the most for organizing my address book (which can sync with Address Book in your Mac) and my recipes.
And of course can’t live without my Google Reader or GCal…!
Yogi Says:
December 18th, 2008, 20:47 pm
I use the stand alone Franklin Covey Plan Plus for Windows. It is the only software I have found that keeps tasks front and center along side the calendar. Also, it has a great search engine.
If you want to buy it or try it you will find it difficult to find on the FranklinCovey.com site, and they have also removed references to Vista. It works great with Vista and comes standard with a Vista Gadget for tasks, and it also comes standard with software for Palm and Windows hand held devices. Franklin Covey Plan Plus for Windows is absolutely excellent for organizing life and sales prospecting. The first time you try to sync your Palm or Windows device you may have to sync multiple times as the software and data is loaded to your device. It looks just like a crash. It took 5 calls to tech support before someone told me this was normal.
The Franklin Covey support is bad. The idea is to move you to their online software, or their Outlook add in. The Outlook add in lacks most of the advantages of the stand alone FCPP for Windows. But it does add ways to hide your tasks so that you don’t have to deal with them. The online software has less features than either the stand alone Franklin Covey Plan Plus for Windows or the Outlook add in Franklin Covey Plan Plus for Outlook.
You get a 30 day fully functioning trial, and if you call support and ask nicely they will extend that trial for another 30 days. At $90 US or less, Franklin Covey Plan Plus for Windows is a steal. And it will look like grand larceny the first time the Internet goes down from an attack.
Mark Says:
December 19th, 2008, 3:46 am
I use http://www.gtdagenda.com
It has everything I need to be productive: Goals, Tasks grouped in Projects, critical features from GTD like Contexts and Next Actions, Schedules & Calendar, and the very cool Checklists feature for habits.
Bradley Woods Says:
December 19th, 2008, 14:08 pm
Sounds about right! My big 3 are gmail,google docs, and evernote.
bmk81 Says:
December 19th, 2008, 14:17 pm
MS Excel
- writing lists
- useing filters to show only active tasks
- in cobination with notpad for several projects
- quick and dirty ^^
VJK Says:
December 19th, 2008, 18:28 pm
Excel (2007) - with the filter & sort functions. Headings are: Aspect, Area, Goal, Project, Sub Project, Next Action, Context, Mins (ie expected duration), Date (can be “ongoing” eg for watch what I eat when out).
So as I scroll across, I dig down from Life Aspect, via Goal, Project, to Next Action.
Pen & paper, sometimes Word, for project planning.
Outlook 2007 for email.
Notecards for if only a few things to do when out (eg milk, bread, post parcel etc), else print subset of Excel list.
Arthur Vanderbilt Says:
December 20th, 2008, 16:22 pm
I like variety and sometimes use simple tools, other times more complex ones, depending on whether I need to think deeply about my plan or just get cracking.
Paper:
- Filofax - This is my ultimate last stand … if I must know it, it’s in here somewhere.
- Circa notebooks
- 3X5 cards
- Molewhatevers and things like them
- Bibles with massive margins and lots of blank pages
Offline (Windows):
- Emacs + org-mode
- Achieve Planner
http://www.effexis.com/achieve/planner.htm
- TodoPaper - Windows TaskPaper (http://widefido.com/products/todopaper/)
- MindManager
- Personal Brain
- Evernote
Online:
- Evernote
- MyTextFile.com
Rob Says:
December 20th, 2008, 17:53 pm
iPhone: Things (awesome, flows), Evernote (for temporary stuff), TextGuru (text files). Omnifocus loaded slowly and was too complex.
Mac: Things (& sync with iPhone, quick tagging), Leap (great file tagger / organizer), text/rtf files, Evernote (concerned about data-lock and propreitary formats, though), occas mindmaps, toying with DevonThink Pro Office (though I tend to like open databases - see Leap).
Moleskine: freeform stuff.
Constantly reading posts like this and tweaking the system. Can’t stop….
Judy Says:
December 21st, 2008, 17:01 pm
launchy.com is a windows equivalent to quicksilver I’ve just fallen in love with.
cohnsey Says:
January 1st, 2009, 23:22 pm
Tweetdeck is a great tool to help you become more productive with twitter
Ramesh @ The Geek Stuf Says:
January 3rd, 2009, 4:16 am
Being productive is not about what software you use. Your approach/attitude towards being productive matters more than the software.
That being said, I use the following tools using the GTD principle.
Outlook - For Calendar and Tasks
Blackberry - Sync with outlook
Jott - To take notes while driving.
Free-mind - mindmapping software for managing big projects.
Note: mind-mapping is over kill for simple @context to-do list.
Sean Says:
January 3rd, 2009, 8:28 am
Hi Leo,
Wishing you and family a happy New Year in 2009 and to all fellow enthusiasts and participants of Zen Habits:0) Making things simpler is differently the ‘in’ thing when it looks like we will have to find a simpler way of doing things not only financially but in several aspects in the coming year.
All the best,
Sean
Vlad Says:
January 10th, 2009, 20:36 pm
Personally, I don’t like web-based productivity software. I get that it has its cons, but nothing beats comfort of nice desktop application.
For almost all productivity purposes I use Agenda At Once (http://www.agendaatonce.com/). It’s easier to use than any other PIM that I tried. Central part is a to-do list management with bunch of useful features (easy filters, task trees, almost everything is configurable, etc), but you can also manage calendar, notes and contacts.
And, what’s also important, I installed it to USB pen drive so I carry it with myself all the time.
Arfan Says:
January 16th, 2009, 0:01 am
I have to say Gmail is great, however my Blackberry To Do List is very great help to me. Because I literally have my blackberry where ever I go and I can check off the to do list of task I already completed. I check the Application whenever I have an email to make sure I am up to date with everything =)
koren Says:
January 19th, 2009, 4:36 am
I use Outlook for e-mails, calendar and notes. Excel (macros and links) for task and projects organized on daily/timely basis.
Diego Says:
January 19th, 2009, 10:23 am
Favorite Productivity Software?
- FreeMind …. mind mapping
- iCal
- Mac Address Book
- Mail.app
- JobLog …. to keep track of the time spent on a project
Diego Says:
January 20th, 2009, 6:56 am
- Things for mac ( http://culturedcode.com/things/ ) used with the idea of the Time matrix of Stephen Covey….. is really great !! Each erea could be a Quadrant of the 2 x 2 Matrix…
Download Wii Games Says:
January 31st, 2009, 18:19 pm
I have to say the google application are one of my all time favourites
Toronto SEO Says:
February 1st, 2009, 18:26 pm
I have to admit GMAIL is quite useful, I use it for my Business Emails as well.
BacarliW Says:
February 9th, 2009, 2:07 am
I use Outlook Track-It because it’s a tiny toolbar on outlook (a plugin) that flags emails and reminds you to follow up to them. Definitely a RECOMMEND!! A+
log splitter sale Says:
March 9th, 2009, 12:37 pm
Well to be honest I would say that my favourite app is gmail.
GPS Says:
March 10th, 2009, 1:00 am
I don’t like use internet-based tools for corporate purposes due to accessibility and security reasons.
In my opinion MS Outlook (as MS Exchange client) is the great tool for document sharing or exchanging, planning etc.
Of course Google services are good tools for private use.
