LifeDev - Latest Comments in Open Thread: What’s Your Organizational Setup?

Re: Open Thread: What’s Your Organizational Setup?

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Re: Open Thread: What’s Your Organizational Setup?

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Re: Open Thread: What’s Your Organizational Setup?

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Re: Open Thread: What’s Your Organizational Setup?

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Re: Open Thread: What’s Your Organizational Setup?

Alison Robin — Sun, 09 Nov 2008 02:53:35 -0000

For day to day issues, I have a calendar on my fridge and another in my bag.
For other things, I use a system that I refer to as chronological piling.

Re: Open Thread: What’s Your Organizational Setup?

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Re: Open Thread: What’s Your Organizational Setup?

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Re: Open Thread: What’s Your Organizational Setup?

double.L — Mon, 31 Mar 2008 11:02:14 -0000

some words from a GTD-Newbie apple-addict from Germany:

MacBook Air with Mail (my one digital inbox, which I empty everyday to zero), iCal (keeping all my appointments), both synchronized to my iPhone.
And OmniFocus as my GTD-Tool, which is unfortunately not syncable to my iPhone, but according to the manufacturer it will happen soon.
So at the moment I write everything on Notes, which I sync manually every day.

Works great for me, and I really love the liason of the apple-apps.

Re: Open Thread: What’s Your Organizational Setup?

IPnerd — Sat, 22 Mar 2008 03:49:30 -0000

Here's a roundup of my current GTD setup: http://ipnerd.wordpress.com...

Re: Open Thread: What’s Your Organizational Setup?

JM — Fri, 21 Mar 2008 09:07:06 -0000

I am a GTD disciple too.

My main inbox is the Lotus Notes e-mail one. Additionally I process daily the sticky notes I have been spreading around (I am home office based while not travelling) as well as my physical inbox.

The system I use is ResultsManager, a MindManager add-in from Gyronix.

I normally use the "Daily Actions Dashboard", which I run separately for private and work stuff. There are some other more specific dashboards that I use where applicable, e.g. "Committed Work Actions by Person".

For the weekly and monthly reviews I use the "Review Dashboard".

Re: Open Thread: What’s Your Organizational Setup?

Shari — Thu, 20 Mar 2008 18:56:52 -0000

I started electronically with Google documents. I added Google notebook because I can keep it on top when I'm surfing/working. I put ideas and notes there because there's no need to update-it's the same at home and work.

With Google calendar I track my appointments and deadlines; spreadsheet is for my projects. I put more detail here.

I keep a moleskins handy for when I'm away from my electronics. I have index cards for when I'm working with books or magazines. When I need an alarm, I use my cell phone.

Re: Open Thread: What’s Your Organizational Setup?

E.Slaher — Thu, 20 Mar 2008 03:13:48 -0000

I use a stack of cards for my tasks. Each task gets it's own card. I then sort the cards according to the importance of the task and the deadline, and get to work on the top most important task. This is for my work related task list.

I keep my work and personal projects files, lists and action steps in computer folders.

I have two email boxes, one for work and one for personal email. I have an inbox try at work, but none at home since everything gets done, filled or trashed ASAP.

I use my phone's calendar to remind me of tasks, meetings, thing to do at certain times and personal things I need to take care off. This way I know at all times when I'm free and when I'm booked for something else - providing that the phones battery allows :) Online tools just aren't flexible enough. The phone also doubles as a mobile inbox for ideas and other bits of information.

Re: Open Thread: What’s Your Organizational Setup?

Brett — Wed, 19 Mar 2008 00:26:01 -0000

I use a combination of GTD and Merlin Mann's Inbox Zero. I work cross-platorms, so use Inbox Zero for my Microsoft Office email/tasks. I use Google for everything else. Google Notebook can easily be GTDed. I have to say that since switching to Google (Gmail, Calendar, Reader, Docs), my life has been MUCH easier! If anyone is interested in how to apply GTD/Inbox Zero to Microsoft Office, let me know: I have a paper/presentation on it.

Re: Open Thread: What’s Your Organizational Setup?

Beth — Wed, 19 Mar 2008 00:01:40 -0000

I'm a writer, working full-time at home, and after 6 months freelancing I've settled on a system that works with me, not against me.

My most important tool is the Unschedule. The book it came from, The Now Habit, changed my life. (I had already tried GTD and basically flunked out. I was allergic to any kind of to-do list until I had mastered the procrastination-busting techniques in this book.)

On the unschedule, I get to fill in my work only AFTER I've done at least a half hour. So, the unschedule has trained me to (a) be mindful of whether I'm working or just goofing off and (b) work in solid chunks of 30 minutes or more. As a bonus, I get a record of how I spent my time (invaluable for a freelancer).

I also color-code my work on the unschedule: yellow for business overhead like checking email, orange for research or interviews, and pink for actual, honest-to-god writing.

The rest of my system? Well, my to-dos and appointments I track with sandy (www.iwantsandy.com). Low-maintenance and works beautifully.

I keep my inbox empty (I started afresh one day by dumping all the old stuff into an archive folder). Everything gets entered into Sandy and/or archived.

For writing and note-taking, I use a Linux app called Tomboy. It automatically links notes to each other wiki-style, and gives easy access to your history of notes, in order of when you last accessed them. It also auto-saves. Heaven! I do most of my day-to-day writing and interviewing in Tomboy. (I've also got a notepad on my desk for impromptu scribbles.)

My most important psychological tool is separating my "wants" from my "needs", task-wise. If I list the 10 things I'd like to accomplish today, I'll get overwhelmed and not do any of them. But if I list the things I MUST do today - today it was writing a short article and sending out a quote for an upcoming project - it's easier to do those things and then, in the glow of accomplishment, either tackle a few more or take a well-earned rest.

Re: Open Thread: What’s Your Organizational Setup?

Nicklaus Deyring — Tue, 18 Mar 2008 18:56:37 -0000

My setup for years now has been Palm for calendar, ShadowPlan ( http://www.codejedi.com/ ) for task and project management (which syncs with my palm treo), and thunderbird with easy archiving folders. I've also got simple filing system for paper archiving.

I love shadowplan; it's the only thing stopping me from going iPhone instead of Treo. It combines all my location specific tasks (@work, @phone, etc) with mobility (phone and multi computer sync) with tabbed-based project management that is so simple and yet so necessary for my work as a designer.

Re: Open Thread: What’s Your Organizational Setup?

Sam Spurlin — Tue, 18 Mar 2008 17:39:06 -0000

Google Calendar for all my 'hard-landscape' stuff. I share calendars with my girlfriend so we are aware of each other's schedules.

Next, one spreadsheet in Google Docs & Spreadsheets to clock my project list, next action list, and waiting list. You can see how I format it at the following URL (http://spreadsheets.google.....

As for ubiquitous capture, I use an index card folded in half that I keep in my back pocket. One side of the fold has my MIT's for the day, the other side of the fold has my hard-landscape activities. The back is completely blank to allow space for notes, ideas, etc.

End of the day rolls around and I add any information from my index card into my digital system. All e-mails are dealt with immediately. Information is gleaned and entered into Next Action list and then the e-mail is archived. If it is something that needs to go into my calendar (appt., deadline, meeting, etc.) I immediately do so and then archive the e-mail.

Simple and accessible from anywhere (with an internet connection).

Re: Open Thread: What’s Your Organizational Setup?

Tosin — Tue, 18 Mar 2008 17:10:21 -0000

My organizational setup consist of a pad of paper, gmail, rtm and my day planner.

Re: Open Thread: What’s Your Organizational Setup?

Qleyo — Tue, 18 Mar 2008 17:07:24 -0000

lol at the outlook lot worrying about street cred.

I used to use RTM but now stick to a simple @today text file (which is displayed on my desktop using Geektool) with Quicksilver to append new items.

A lot of jottings go in stickies and dates in iCal which are synced to my blackberry along with an email of my @today list. Like CF, I've adopted a lot from zen to done and trash liberally, e-mails past a week old are archived and others deleted immediately.

I carry around a black&red notebook always and jot ideas/notes - alot of my client creative brainstorming happens on the tube commuting (owned a couple of better looking notebooks in the past but found I hated to write in them lol). I also create notes on my blackberry for new words/topics to research on etc whilst reading.

Re: Open Thread: What’s Your Organizational Setup?

Summy — Tue, 18 Mar 2008 17:01:56 -0000

I've enhanced GTD (see http://www.successmakingmac...) and use outlook for most of my tracking. I use my treo for mobility. I will use a spiral notebook at meetings and for data collection but when I get back to my desk I transfer my next actions and project plans into outlook or word documents as appropriate. Reference material gets scanned in and filed appropriately so my notebook sheets are torn out and trashed.

Re: Open Thread: What’s Your Organizational Setup?

Dan — Tue, 18 Mar 2008 16:39:31 -0000

While I use Outlook for work (email, notes, calendar, journal function), I make up for it by getting the job done (which tends to blow you right by a lot of street cred insecurities). Jott has for months and months done much to push post-its from my life.
Outlook syncs to my 8525 mobile (great tool with WM6) so I have most of my productive life in my pocket. Outlook syncs to my gcalendar for a sort-of quick look (share personal events with family) or limited backup function.
ScanSnap is my paper inbox - I have a Fujitsu desktop personal scanner which makes me a little more paperless every day, scans to pdf (OCR with a check box) conveniently, and allows me to both recycle (rather than paper file) soooo much and make files much more portable to a collection of Kingston (keyring size) 2gb micro SD cards with USB adapter included. (Also use acrobat to merge and bookmark pdf'd documents for a digital client file.)
Works for me!

Re: Open Thread: What’s Your Organizational Setup?

glen — Tue, 18 Mar 2008 15:37:18 -0000

Heh, it's funny to see all the Outlook users thinking they've lost cred :) Don't worry, I'm sure there are other closet Microsoft users out there... the most important part is that it works for you.

Some really great stuff here. Keep it coming! :)

Re: Open Thread: What’s Your Organizational Setup?

Eater — Tue, 18 Mar 2008 14:55:10 -0000

http://blog.eater.org/2008/...

Re: Open Thread: What’s Your Organizational Setup?

JenniferH — Tue, 18 Mar 2008 14:41:52 -0000

I'm glad Jared lost street cred before me. :)

I'm Jennifer, and I use Outlook.

Actually, I used to be a huge Franklin Covey adherant but updating from paper to Outlook was inefficient at best. So I got a Palm Z22 (any remaining cred down the drain).

I hate using the Palm, but I can synch it with Outlook and I don't miss or double book appointments anymore.

Honestly, my best planing tool is my heart. Every morning, I check my calendar to see how much unscheduled time I have. Then I write a list on unlined paper the tasks I want to do that day. I always feel motivated when I do this.

If I have deadlines, I use Outlook to keep track of them and the smaller steps leading up. But going with the energy in my heart, with what feels current, is the best system I've had so far.

Re: Open Thread: What’s Your Organizational Setup?

Jared Goralnick — Tue, 18 Mar 2008 13:40:26 -0000

I'm about to lose some street cred here, but it works:

I use Outlook 2007's tasks and message flags (with reminders) to keep track of tasks. What's great is it syncs wirelessly with my Moto Q so I'm always on top of things. Same goes with my Outlook calendar.

For project based work I use Basecamp, and I subscribe to the calendar feed for any important milestones. I can also use message flags that can turn into reminders when necessary.

All my notes on my Outlook approach are written up here, just wanted to link since it seemed so different.

When mobile, I use jott.com for any ideas I come across, which then get passed to email system, transcribed. If short enough I'll write stuff in my Moto Q and better organize it as a task later in Outlook. Generally, I try to have my laptop with me for all business functions--and I use OneNote to take notes. It rocks and even records the audio of discussions.

I don't check email until I've accomplished something major every day (blog post, strategic decision, etc.) and then I usually close it up again after 1 or 2.

Unlike Courtney, I avoid paper at all costs. And scan when necessary.

Other tools that help:
* DarkRoom
* AwayFind.com (self plug)
* Gmail Apps for your Domain (for my personal stuff, we use Exchange for work)
* GotVoice to get all my voicemails transcribed and minimize my inputs to just email...which I process daily to zero

Just figured I'd post since my ideas are so different. Such a fun thread you've got here!

Re: Open Thread: What’s Your Organizational Setup?

CF — Tue, 18 Mar 2008 13:05:05 -0000

I'm more ZTD (Zen to Done, from Zenhabits), and a very simplified version:

one to-do list
minimal inboxes (one paper, one electronic)
process to zero daily (my goal at least!)
trash liberally
automate as much as possible
spend time doing something else!

Can't tell you how much the single inboxes and process to zero has reduced my stress levels - it's very simple (not necessarily easy) and really works wonders.