Productivity Tools for Getting Things Done – TPW446

All the planning in the world won't help if we don't actually do the stuff we plan. In this episode we'll finish our mini-series about the GTD® method and talk about some of the tools we can use to implement the method and get stuff done.

Well-chosen productivity tools, used consistently, can help us get things done

A few weeks ago, in episode 440, I started a short series on David Allen’s Getting Things Done productivity methodology with a brief overview of the system. Then in episode 441, we did a little more detailed review of the first step in the GTD system, which is capture. In episode 443 I looked more closely at the next two steps: clarify and organize. Last week, in episode 445, we discussed the reflect and review step. 

All of those steps are important, regardless of what system or approach you use, but they are not the purpose of the GTD (or any other) productivity system. The purpose is in the name: getting things done. The last step is what the GTD system calls “engage”--it’s about actually doing the things.  

This week we’re looking at some of the tools we can use to do all these steps: to capture all that information, to clarify and organize it, to reflect and review, and ultimately to get to engagement.

Tools we can use to get things done

For a tool to be useful in implementing the GTD methodology it needs to have certain characteristics: 

* It should have a way to track projects separately from tasks, breaking down projects into their component tasks and identifying next steps to be added to the daily task list. 

* It should allow you to identify or view tasks by context--like where it needs to get done, or who else needs to be involved. This allows you to batch tasks more efficiently. 

* It should be available to you wherever you need it to be. 

* It should be as simple as possible, but as robust as you need it to be, depending on the complexity of your life.

On the GTD website they have a page that lists common tools and software they see their clients using. The biggest part of the page lists what they refer to as list managers--which makes a lot of sense, since so much of the GTD methodology revolves around organizing and viewing the information you capture into various lists.

They’ve developed their own Organizer that’s built on the GTD Methodology. It’s sold on the website as an editable PDF download for $29. They say you can either use it electronically (such as in a PDF manager like Adobe or  or print it out as a paper organizer. I haven’t used it but it looks like a great possibility for those who prefer a paper planner. They also offer guide books for implementing GTD in various digital task managers, including several I’ll mention below. The guides are $10 each and offered as immediate PDF downloads.

Capture 

Probably the most important features needed in a capture tool are ubiquity and “frictionlessness.” It’s got to be with you,