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adrian.nair.au |
How I have implement GTD using Toodledo on my iPhone4.
by Adrian Nair ([email protected]) Updated: Version 2 17th Oct 2010 - now using Priority, Goal, Length - modified my “Contexts” - toodledo is chief task management for personal life, for work I have implemented EverNote - have stopped using the status “Planning” for managing Projects - updated explanation of Toodledo Statuses I use, and their mapping to GTD 1. Fields I don't use I don’t use the following fields on purpose. - Folders (still determining how to manage projects, so might use this later) - Tags - Star - Start Date - Start Time 2. Priority New tasks default to “negative”, and any tasks that are not Next Action Context lists, eg. active, waiting, someday/maybe. Note: Active/Waiting refer to calendared items - details later. - "Top" : means I need to do it within the next 2 days. - "High" : within next 2 weeks / this month - "Medium" : within next 2 months / by end of next month - "Low" : the rest / after next month / 3 months - "Negative" : default priority for new tasks, active, waiting, someday 3. Goal Partial list (not showing my full list) Lifelong Goals - Health - Leisure / Hobby - Support (e.g. weekly backup toodledo data, monthly review list of “Someday” Status) Long-term Goals - Family / Home (e.g. buy new bedsheets) - Finance Short-term Goals - Assets - Lifestyle - Resolve Existing Issues 4. Length I use this for putting in estimation. 5. Context Important: Only use “Contexts” for tasks with status “Next Actions” (Strictly GTD). This means anything that doesn’t have the status “Next Actions” shouldn’t have a context. E.g. If something used to be in “Next Items” and context “Shopping”, and then I decided to do it this Saturday, then I put in due date for this Saturday, change the status from “Next Action” to “Active” (I use Active to mark appointments), and then I remove the context from Shopping, and set the context to none. If something is in calendar, then it is no longer a “Next Action”, hence “Context” should be removed. 6. I have updated my "Contexts" - Agenda - Errands - Home - iPhone - Office / Internet / Computer (“Office”- this is for cases where personal errands can only be done during work-hours e.g. contacting citizenship office for appointment can only be done weekdays Mon-Fri 9-5) - Shopping 7. Settings 7.1 Preferences that are ON. (Rest are OFF) * Show More List Details ON * Lock Potrait Rotation ON * Multi-line Titles in List ON * List Dividers ON 7.2 Synchorisation that are "ON" * Sync on Start/Quit ON * Sync on Edit ON * Sync Timezone ON 7.3 Application Badge: Hotlist Count 7.4 Start Page: Hotlist 7.5 Alert Sounds : Beep Beep 7.6 Fields Used & Order * Priority (Default Value : Negative) * Length * Goal * Status * Context * Due Date * Due Time * Repeat 7.7 Hotlist Settings * Use settings from toodledo: No, use different settings * Include tasks with “Top Priority” * Or a due date that is “Overdue or due today” 8. Status: Mapping GTD statuses Toodledo statuses 1. Stuff/Inbox "No Status" 2. Trash "I just delete it" 3. Someday 3. Someday 4. Reference "I file it in my Google docs" 5. Projects Still figuring out how to implement projects. 6. Calendar 6. “Active” for non-recurring tasks, “Waiting” for recurring tasks 7. Next Actions 7. Next Actions 8. Waiting for someone 8. Delegated 9. Workflow: Mapping GTD workflow to [Toodledo] 1. Stuff/Inbox ["No Status"] | V Q1. What is it? (Purpose of questioning myself is to force me to reword my stuff into answer) | Q2. Is it Actionable? | --> NO ---> 2.Trash ["I just delete it"] | ---> 3.Someday [3.Someday] | ---> 4.Reference ["I file it in my Google docs"] | V YES | V Q3. What is the Next Action? --> 5.Projects [Still determing how to do this] | | | | | V | | less then 2 mins --> Just do It! | | | V | 8. Delegate it [8.Delegated] | V Defer It | | | V | 7. Next Actions [7.Next Actions] (Set context, goal, priority, length straight away) | V 6. Calendar [6.ACTIVE] or [WAITING for recurring tasks] (Set due date, due time, reminder, and update iPhone calendar as that synchs google calender. Set context to none, as this is now calendared. Change priority to negative) This message was edited Oct 16, 2010. |
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adrian.nair.au |
How I have implement GTD using Toodledo on my iPhone4.
by Adrian Nair ([email protected]) 1. I don’t use the following fields on purpose. a. *Folders (right now all projects are in planning, so might use this later) b. Tags c. Priority d. Star e. Goal f. Start Date g. Length h. Start Time 2. Only use “Contexts” for tasks with status “Next Actions” (Strictly GTD). 3. Contexts a. Agenda / Calls b. Errands / Shopping c. Home d. Internet / Computer e. *Work (Have now taken this out to separate work life tasks to another system) 4. Settings a. Preferences that are ON. (Rest are OFF) i. Show More List Details ii. List Dividers b. Application Badge: Hotlist Count c. Start Page: Hotlist d. Alert Sounds : Beep Beep e. Fields Used & Order (Default Values : None) i. Status ii. Context iii. Due Date iv. Due Time v. Repeat 5. Status: Mapping GTD statuses Toodledo statuses • 1. Stuff/Inbox "No Status" • 2. Trash "I just delete it" / or you can use 2. Cancelled • 3. Someday 3. Someday • 4. Reference "I file it in my Google docs" / or you can use 4. Reference • 5. Projects 5. Planning • 6. Calendar 6. Active • 7. Next Actions 7. Next Actions • 8. Waiting for someone 8. Delegated 6. Workflow: Mapping GTD workflow to [Toodledo] 1. Stuff/Inbox ["No Status"] | V Q1. What is it? (Purpose of questioning myself is to force me to reword my stuff into answer) | Q2. Is it Actionable? | --> NO ---> 2.Trash ["I just delete it" / or you can use 2. Cancelled] | ---> 3.Someday [3.Someday] | ---> 4.Reference ["I file it in my Google docs" / or you can use 4. Reference] | V YES | V Q3. What is the Next Action? --> 5.Projects [5.Planning] --> Project Plans | | | | | V | | less then 2 mins --> Do It! | | | V | 8. Delegate it [8.Delegated] | V Defer It | | | V | 7. Next Actions [7.Next Actions] (Set context straight away) | V 6. Calendar [6.ACTIVE] (Set due date, due time, reminder, and update iPhone calendar as that synchs google calender) |