It would be great if the authors of this blog or readers could explain my query above through an illustration.

Thanks

The majority of my “stuff” arrives via GMail, and I also try to use Toodledo both Web & iPhone for capturing everything else. And I’m still drowning in “stuff”, so something’s not working!

I would LOVE to have a single system – GMail – for all my GTD needs, but this doesn’t work well on the iPhone (difficult to add multiple labels when selecting from around 300 or so).

I am trying yet again to get all my mail organised and using the new GMail feature of nested labels is helping.

I have groups of labels under the headings of Context & People; Project (includes project specific information not just Actions); Reference (information not specific to any project). I also use “Superstars” to flag Next Action; Action; Waiting for/Delegated.

1. Does anyone use GMail exclusively as their GTD app, and if so, how do you have yours setup?

2. If you are using ToodleDo how do you split email stuff between your email program and ToodleDo. Do you send ALL actions (> 2mins) to ToodleDo?

All help/suggestions/feedback gratefully received!

Thanks, Iain

My twist on using Toodledo is:
a) upgrade to the Pro Subscription so subtasks are enabled.

b) Create a folder called #Projects (like “@” prefixes Contexts, “#” prefixes a Project lists as I can’t action a project, only tasks within a project).

c) Items within the #Projects folder are project titles. I attach a note to each project item that is a brief synopsis of the project; source, objectives, deliverables and critical time lines. Very useful to be in one place during reviews to remember why I’m trying to drain the swamp.

d) Subtasks are then used under each Project title for the actionable items. Contexts are assigned, etc here.

Once this is set up, a quick click on the #Projects folder gives an instant view of all projects. Using the tools in Toodledo then lets you zoom in to the related tasks and contexts while still bundling all contexts for everthing in the system.

Side note: At the moment, I actually have two sets of projects folders, one called #Projects-Work, the other called #Projects-Home. I find it a focusing tool mentally to keep separation. Also allows a quick way to print out a list when the boss (work or spouse) asks “So what are you working on anyway?” Conceptually I thought of it as one set of projects list for each area of responsibility. Key thing (as we keep getting reminded) is not to get carried away designing the system, but to build a minimalist system that you actually use.

I havent even finished reading all the good comments here, but I had to respond to Mr Gerber on his IE pop-up issue. If you switch to Chrome or Firefox, you will not have that issue, and with a little getting used to, you will have a MUCH better browser experience.

Also, with regard to Projects as a context or as folders in Toodledoo, I just wanted to chime in with how I have been doing it.

I have a Folder called Projects, and I enter anything that is a project as a task with a status of either Planning, Active, or Someday. Then, during weekly review, I create folders for any projects that are Active, and would need the added dimension of a folder to collect tasks. (Some dont need that much detail).

I am interested in the other iPhone apps that sync with Toodledoo, I am not loving the iPhone UI of the Toodledoo app, but I am certainly getting more stuff out of my head and captured on lists.

However, this issue of projects, next actions and contexts still leaves me puzzled. As a security consultant in the IT industry, I am used to having all information and resources at my fingertips. So basically 90% of my next actions would be in context @Laptop. I have some contexts @Boss, @Secretary, @MondayMeeting etc. which are very useful. But for ther other next actions (in context @Laptop), it seems more attractive to sort them by project (or by customer, in my case).

Is the sorting by contexts getting less and less important in an “always on” world, or am I missing an important point here?

These Top3Lists are:
@NextUp – primary action items for the next day or so,
@OnDeck – secondary action items for about the next week, and
@Errands – action items that can be worked in as I’m running around from place to place or focused on when I set aside a chunk of time.

My Weekly Review keeps my projects from stagnation by keeping these Top3Lists focused on whatever needs to happen over the next few days & week.

Date-specific stuff is driven by my google calendars that send a daily agenda & email reminders to my google email.

My project & Top3Lists are on 3×5’s that I carry in a FranklinCovey Index Card Holder Wallet.

To have my google email & calendar function like a personal assistant, I only use my google email my calendar & task items. In addition to sending an email reminder for date-specific appointments and due dates for project tasks, I’ve got it set to send 2 text message reminders to my phone at an hour & half hour before appointments (or whatever travel time I need) to give me time to wrap up & travel to the appointment.

All other email goes to another account which I work to zero out, making project & reference folders as needed. A prefix of 10 keeps the folder high on my list. Changing the prefix to 20, 30, 40, or 50 adjusts the priority as much as necessary given my Weekly Review.

Your question is timely for me because I have just converted a collegue to GTD, and he has set up ToodleDo in the same way as you, namely, setting up Projects as ‘Folders’.

As background, I orginally setup my GTD system using MS Office and so did not have the option of both folders & contexts. With Office I was restricted to only having Contexts (‘categories’ in their language). This suited me fine because the GTD system treats Projects as just another context list anyway. So I was simply following the GTD system.

On moving to Toodledo I maintained a context list of Projects, not realising that using folders and contexts could help solve the problem being discussed in this thread (ie. linking projects and next actions). And so with time I discovered using ‘Subtasks’ (see above) and this was a breakthrough change for me.

So either method (using folders or subtasks) can work, but upon a bit of reflection, I think that I find using subtasks better because …

1. I can assign start dates, end dates and prioities to my projects because they are entered as a task (with subtasks). This is very helpful when looking at my list of projects in weekly review. As far as I can tell, you can’t assign dates and priorities to Folders.

2. When I look at my Project list I can expand or collapse all the subtasks under each project. That is also helpful and I don’t think you can do it with folders (but having not used folders much, I could be wrong about that – I’m happy to be corrected)

3. Using a context of @Project is more consistent with GTD methodology. Not essential, but I like to stick with the tested wisdom of the system.

4. This is a minor thing … but when I new project comes onto my desk, I find it easier to capture it in ToodleDo by simply assing a new task with context as @Project. When using folders you need to create the folder from the new folder section.

5. This point has only occurred to me today … but I think I will start using folders for my Areas of Responsibilities (eg. Job Roles/Responsibilites, Home, Husabnd, Father etc.). I think it will be very helpfuol to be able to isolate all the tasks & projects for each area of responsibility. At the moment I am kinda doing this through my Context lists (eg. @Work, @Home etc.) but I think using the folders will add a new level of insight.

So there is an (overly detailed!!) response to your question. I hope it helps. I have certainly benefitted from having to think about it ;-)

Go well !!
Anthony

PS: the is one frustrating thing I have encountered using Subtasks. When I first add a new subtask to a project … my internet explorer pops up a warning about scripted windows. Each time I need to select ‘allow temporary access’. I am sure this is just a setting problem with my browser, but I haven’t gotten to the bottom of it yet.

But, actually doing next actions is easiest when you have them organized by context, so that you don’t have to look through each project to see what you can do given the context you are currently in.

That is why I use OmniFocus. It organizes your next actions in both ways.

It links contexts and projects. It is available on my desktop via internet. It also syncs seamlessly with a iPod touch/phone application.

It is subscription based, but is well worth it for its functionality and ease of use.