Introduction

This is part of a series where i talk about my GTD experience and  my setup.

Part 1 here talks about my plan and overview of my GTD system

Part 2 here talks about why i eventually chose iPod Touch 2G as my main to do list console

Part 3 here talks about why i choose Appigo ToDo for iPhone as my main task manager

Part 4 here talks about how to plan for big projects and smaller projects

Part 5 here talks about how to make use of Contexts, Tags to Execute your tasks

Part 6 here discuss about how you can review projects better using iThoughts mind mapping software

In today’s article i will talk more about execution of tasks and how you do that with the help of contexts and tags.

So what are Contexts and Tags?

In a sense, contexts and tags are categories that you assign to your tasks or projects so that you can better manage them. The problem for most people is that no one gives them a systematic way or methodology of grouping things. Because of this, alot of people i know feels categories dun work.

The worse i seen are color categories in MS Outlook. The problem with that is, whenever you look at that category color, you starting thinking:

What did i tie that color to?

and then,

What should i be doing for the category that this color is tied to?

That is just a waste of brain power i feel.You take 2 steps in your head to finally come to review what you need to do. Most of the time, u take so long to remember what that color is for haha.

How David Allen Categorize is based on primarily 3 kinds of actionable task that you will do:

Location Based

These are categorized as location restrictions that stops you from doing other tasks that happens when you are in this context. Some Examples:

• @Errands
• @Commuting
• @Office
• @Home

Appigo ToDo Contexts

I usually have these contexts on my Appigo ToDo Context instead of Tags. Why i use context is because context on Appigo ToDo is because you can only select one context and not multiple. So essentially it means,

If i am at the office, i cannot be at home

I thought for location based categories these are the best. A note is that some people would include an @Anywhere category for tasks that you can do anywhere. I don’t have that in mine as if I don’t select a context to filter or i don’t assign one, it automatically means i can do it anywhere.

Mode,Chunk Based

This is abit more tricky. David Allen describes that there are tasks that when you are in that category you can be more productive doing them at one go. Mine would include:

• @Waiting For
• @To Contact
• @Online w Computer
• @Project A
• @Project B

Some people schedule themselves or have a mind trigger to let them know that they are in such a mode or schedule work chunks like these. They don’t belong to a certain location but if you are reviewing what you are waiting for to be done so that you can reach your objective, you might as well look at what other bottlenecks are there. Same as for online with computer. if you are online, might as well finish all you can do online.

On Appigo ToDo, I use Tags for these, more as a preference since I leave the location based categories as Context and those that i would need to select multiple categories as Tags. So it means that i can select @Waiting for and @To Contact to see bottle necks and people necessary to contact.

Multiple Tag Selection in Appigo ToDo

People Based

These are categories of stuff that you would want to review with a particular individual or group of individuals. Some common ones are

• @Boss
• @Project Team A
• @Colleague A
• @Wife

So as you can see, they are not location but adhoc meet ups or arranged meet ups with people(s). On Appigo ToDo I use Tags (similar to Mode/chunk based tasks) so that i can select multiple people I have agendas with.

Schedule and Execute

This flow chart illustrates how you can make a decision about what are the steps that can take place in your typical day to get things done.

Having contexts and tags are well and good but how successful you are at doing it or executing the tasks and completing them is a matter of your understanding of yourself and your categories. I learn the hard way that doing and execution is important, if not work just keeps pilling up while you put so much contexts and tags that you spare little time in doing the actual work.

[Read the rest of this entry...]

Introduction

This is part of a series where i talk about my GTD experience and  my setup.

Part 1 here talks about my plan and overview of my GTD system

Part 2 here talks about why i eventually chose iPod Touch 2G as my main to do list console

Part 3 here talks about why i choose Appigo ToDo for iPhone as my main task manager

Part 4 here talks about how to plan for big projects and smaller projects

Part 5 here talks about how to make use of Contexts, Tags to Execute your tasks

Part 6 here discuss about how you can review projects better using iThoughts mind mapping software

In today’s article i will share with  you how I normally go about planning for tasks, projects and sub-projects.

Where are we now?

Ok, so in Part 1 I have presented this workflow chart which is how i would illustrate my collection, planning, processing and execution model.

Overall GTD Workflow (Click to see Larger Image)

Today, I will talk a fair bit on project planning. I skipped the collection portion cause I think this is a more complex portion of GTD thus i would explain more on this first.

What Constitutes as Projects?

Planning Project & Review

When you collected an idea, piece of information or a probem, you decide if it is actionable. If it is, the key to decide if it is a project or a simple actionable task is how much steps you need to execute to reach your successful outcome.

Remember, thinking about your successful outcome is important, just like defining clear and manageable goals, it keeps you on the right direction on what you are suppose to do.

Personally, that was what is described about projects, but to me there is no hard and fast rule. Why this is important is because you need to break a task down to actionable steps.

If it is too complicated, you do not know how to start the blardy task and you end up procrastinating on it.

So for task that is named:

“Get Son a new bicycle”

It can be a very simple actionable step, like go downstairs go to the nearest bike shop and buy the bike. That is, if you already know what you are looking for.  But most of the times it is not so simple.

That simple task normally consist of:

1. Ask Son what kind of bicycle he likes
2. Find out how much your family have to pay for the bike (budgeting)
3. Research on where to buy the cheapest bike on the internet
4. Give son a look at the bike see if he likes it
5. Find out what to look out for if it is the first time you are buying a bike
6. Go down and buy the bike
7. Wait for the bike to be delivered to you

So, you see, our task may not be that simple at all.

Another small problem that maybe isn’t that small

In life, most of the time don’t end up the way you wanted it to turn out. Take the example that in your work as an IT engineer, you are suppose to solve a problem on your IT system you are supporting.

So again, the simple task will go something like this in your normal to do list:

“Solve why the entries do not show up on the procurement page.”

It is a simple task, if you investigated and found that a bug in your source code will delete off these entries when the user view it. So Simple

Or it could be you investigated and turn out that the entries don’t come just from your system but goes to another system and then back to your system.

Then it becomes a bigger problem that could go something like

1. Find out from database whether the entries are there
2. If database entries are there, investigate at source codes to find out if there is a problem with the codes
3. If your codes do not have a problem, find out if the other system did give us the right entries to combine to ours
4. If they didn’t inform the engineers from the other system to investigate and get back to you
5. Engineer gets back to you say that the problem is related to them but they do not have the expertise to fix it nor the budget
6. Inform your boss about this and discuss with him
7. Set up a meeting between the manager of both projects
8. more shit stuff
9. more shit stuff

Yes, sometimes our lives can get quite bad in IT line. but it is a good illustration and our friends in other industry can attest that one small problem can remain small but most times they just get bigger and bigger and take longer and longer.

The above 2 serves as examples of why certain task, you have to break them down into projects with actionable steps. Had they remain as the original task entry, you will not see what needs to be done. I can list down the steps to this xamples well because i have experience with them, but sadly not everything is like that. Making them actionable and asking “What is the next action?” would enable you to kick start the engine to perform the work.

[Read the rest of this entry...]

Part 1: My Plan and Overview of my GTD® System

In the first part I will briefly talk about why i use GTD and its contrast to Stephen Covey’s methods. You will be able to reference my GTD Workflow to understand how I carry out GTD.

Part 2: GTD® with IPod Touch 2G

In the second part of the series, I will bring readers through the tools that i have used while learning and practicing to be more productive.

You will find some really old and nice devices that i have come across such as Palm, MS Outlook and why i chose the IPod Touch 2G as my current GTD Tool

Part 3: GTD® with Appigo ToDo

Here, I will explain why Appigo ToDo for iPhone & iPod Touch is a good software to carried out GTD, with great features like Lists,Projects, Repeating Tasks, Online Synchronization to ToodleDo

Part 4: Plannning Projects & Sub Projects

How do you do big tasks assigned to you? What differentiates a sub-project from a task? Here, I go abit in-depth to how you can plan Projects and Sub-Projects in your Project Review and Project Planning with Appigo ToDo

Part 5: Contexts, Tags to Execute your tasks

Execution of tasks based on where you are, how much time you have and how important they are can be very tricky. Here, I will describe my thought process and take readers through which tasks are done when and what to do when tasks are interjected in the middle of things.

Part 6: Review Projects using iThoughts Mind Mapping software

Getting a general perspective about projects can be difficult with mobile todo list software. Here is a look to see if a mind mapping software called iThoughts is able to alleviate that concern.

Part 7: A good and thorough review of a great GTD App 2Do for iPhone and iPod Touch

Here is an alternative to Appigo Todo for the iPhone and iPod Touch. What is great about it is that the Smart Calendars make executing tasks daily a breeze.

Introduction

This is part of a series where i talk about my GTD experience and  my setup.

Part 1 here talks about my plan and overview of my GTD system

Part 2 here talks about why i eventually chose iPod Touch 2G as my main to do list console

Part 3 here talks about why i choose Appigo ToDo for iPhone as my main task manager

Part 4 here talks about how to plan for big projects and smaller projects

Part 5 here talks about how to make use of Contexts, Tags to Execute your tasks

Part 6 here discuss about how you can review projects better using iThoughts mind mapping software

In today’s article i will share with  you guys the software to complete the iPod Touch picture which is Appigo ToDo list

Appigo ToDo

Before i got my iPod Touch, I have already decide which application to do list i would be using. This is after extensive research and comparison between Omnifocus,Things and other cheaper to do list.

Eventually these are the reasons that tilt me towards Appigo ToDo

1. Omnifocus backup and ubiquitous nature is only limited to desktop synchronization. Thats not good enough for me since my main computer is not a Mac but a Windows PC. I would much prefer that I can sync my to do list to a web application
2. Omnifocus cost 20 freaking bucks. When you look at the to do list application on the App Store it makes it hard to understand why it will cost 20 freaking bucks.
3. Things, although polished, have a big problem for me, no recurring task capability. you will always want an option where you can create a to do task that creates a “do 20 chin up for the week” task every saturday.
4. The reasons why i choose Appigo ToDo have alot to do with the Advantages listed next.

Projects and Sub-Tasks/Sub-Projects

One main difference about to do lists like these compared to outlook is that they are like mini project management applications. Most of our lives consist of small projects like

1. Enrolling your kid for the new year
2. Building your new personal computer
3. Taking over the new project
4. Secure the release of the set of documents

That’s what i normally require. Its either an Area of Responsibility or a Project to meet that area of responsibility.

Appigo ToDo allows you to have 2 levels of it. You can have Lists as your big project and Projects in your Lists as your sub projects.

Lists showing my Areas of Responsibilities

The Lists are very clear. The first one is a list showing All your tasks in all your lists. The red tag shows the overdue ones and the gray tag shows the total. You can color tag each lists so that in your task it becomes easily distinguishable if you are the sort of visual person.

Sub-Projects in your Project List

In your lists, you can denote one more level down which is your sub project. Very ideal for specifying mini projects. These sub projects are distinguishable by the tree icon.

One thing to note is that in these task view, you will only see the name of the sub project and not the tasks in your project. Some people will get annoyed by this and I can understand the technical limitation of it but i think it is a livable flaw. The grey tag shows the total number of tasks in the sub project and the red tag shows the number of sub tasks in the sub project that is due.

Note the due date listed below the task. For sub projects, you will see the most earliest due sub task’s due date. So in my “Building a iPhone app” project Sep 23 is the due date of my earliest due task.

Sub Project and its tasks

Touching your sub project will bring you to your project view where you can add, update and delete your tasks.

[Read the rest of this entry...]

Introduction

For those new to this article, it is part of a series of articles where I share my GTD system.

Part 1 here talks about my plan and overview of my GTD system

Part 2 here talks about why i eventually chose iPod Touch 2G as my main to do list console

Part 3 here talks about why i choose Appigo ToDo for iPhone as my main task manager

Part 4 here talks about how to plan for big projects and smaller projects

Part 5 here talks about how to make use of Contexts, Tags to Execute your tasks

Part 6 here discuss about how you can review projects better using iThoughts mind mapping software

In this Part 2 of the series I will share about some of my past systems that i used to do organizing and planning as well as my default choice now.

My past systems

I tried quite a fair bit of systems before this since my school days years ago.

Microsoft Outlook

I have never know to use a to do list but find out Microsoft Office opens me to a software that almost every knows about in Microsoft Outlook. It was fashion as an email client, but it does provide a rather robust Calendar, Contact List and To Do list functionality.

Desktop Task Manager Outlook

Problem

I thought the first thing that i don’t like about it is how hard it is to clear off all the done tasks from the list! I never had problem with the Calendars and Contacts but that is one aspect that i cannot stand.

What got me off this system wasn’t that however. As a student then, it involves alot of moving to school and really i cannot sync my task management system when in school since during that time computer wasn’t that advance and not many schools have very fully functional computers.

PDAs – The Sony Clie and the Windows Mobile PDAs

As i approach university, i began to use my hard earned pocket money on PDAs. They were expensive then, but damn were they useful.  You can plan your time table and create reminders and read books on them.

Sony Clie SJ 33

I especially like my experience with the Palm based Sony Clie. Its very responsive and together with Agendus for palm it was enough for me then.

IPAQ 2210

O2 Mini

I subsequently sold off my palm when i decide to move over to Windows Mobile Platform. My options were to get a PDA and i promptly got a HP iPaq 2210. The windows mobile platform offers more software and functionality, but also more niggling problems such as memory leak, crashes and all. But with Pocket Informant, it turned out to be one of the best capturing and organizing platform. I got myself a second hand O2 Mini when i decide to try an integrated device.

Problem

However, it is during this period that i realise the flaws of the To-Do list. Even with a robust software like Pocket Informant, having a single layer task management system  without buckets or multiple lists just does not make sense, cause that is just so much you can put in categories until it overwhelms you.

It is also during this period that i realise i got alot of tasks note down but which one do i do first? Before GTD, I got to the point where i didn’t check on my list for some time and just got completely off the system

Web Based Remember the Milk Heaven

Learn how to use Remember the Milk to do task management (click image)

In the first years of my working life, I had a much earlier experience compared to my peers on cloud computing and one of the first software that caught my attention was Remember the Milk.

Remember the Milk is a web based To Do list software that is hosted on their private server. There are paid versions and free ones but really if you are using web based task management the free one will just suffice.

Its got to be one of the most extensive javascript application that i have ever seen. Everything occurs almost on one single page and it works because of the extensiveness of ajax scripting.

When i first saw it i was thinking why i will not use it. I wouldn’t be online most of the time, if i don’t have internet connection, does that mean i can’t plan and do stuff any more? Luckily, Remember the milk have incorporated Google Gears which allow offline viewing. (its really well done.)

I really feel this is the right system and i blog about it extensively here how i used to work with it. Do take a look at this article to find out more.

[Read the rest of this entry...]

The folks at MindJet have finally put into place their powerful Mind Mapping Software for the iPhone and iTouch platform.

And its pretty steep at USD7.99. Cheaper than Appigo Todo but nevertheless it should be worth the money.

MindJet have been creating a smashing Mind Mapping desktop client that integrates well with Microsoft Suite of products.

So how good was this? I didn’t manage to test it out but take a look at the video right below this post. It should give you a comprehensive look at what it is capable of.

What can this MindJet do?

• Attach notes to Topics – with hyperlinks to phone numbers, website, email addresses and other MindJet maps
• Wireless upload download
• Auto align and arrange topics relative to each other
• Zoom and Scroll
• Landscape and Portrait Mode
• Cut,copy and paste, move and merge topics
• Insert color and icones
• Change color
• Expand and collapse Topics

How do you Upload and Download Maps?

The way to upload is the same as GoodReader which i mentioned here. It should make use of WebDAV protocol and should be a breeze. Just click on Transfer in the MindJet iPhone software and a url to your iPhone Device will pop out.

Click on that link and you are able to upload and download Mind Maps

What format is supported?

Do note that it supports only uploading and downloading in .xmmap format, which is not the normal MindManager format. Its not so much of a problem as you can open up the map in your  Windows client and Save As xmmap format.

Other than that you can upload it in

• Mindjet Native (.itm) format, which is the native format for MindJet for iPhone
• Freemind format
• OPML format (RSS feeds?)

So does that mean my map on the iPhone can be edited on Windows,Mac clients?

Yes. According to the FAQ.

Can I save my map as an Image?

No you cannot. According to the FAQ

Does it have To Do list function?

Yes it does.

What can i Embed In the Notes?

• www. will auto generate web link
• http(s) will auto generate web lnk
• A stream of numbers will generate a phone no you can call
• SMS:nnnnnnn will generate and link to the SMS application
• [map name] will generate a link to another map (that includes the brackets as well)

How much it cost?

$7.99 for now.

Mindjet for iPhone from Mindjet on Vimeo.

Overall its a smashing new application on the App Store. This is really good offering to your normal GTD To Do list like OmniFocus, Things and Appigo ToDo in that you can really plan your Goals and see how they link up.

I should be buying this soon.

[Buy MindJet at the App Store >>]

The guys at Remember the Milk are really trying to become the kings of task management with their ubiquitous task management system. I blog about it before that i used to spend some time on remember the milk as my main task manager and its a pretty good application.

The good thing about it is that

• they make task collection and reviewing a ubiquitous experience. you can find it
  • on their cool web interface
  • on google gadgets
  • on gmail
  • print it out
  • iphone
  • mobile web browser

Now you can add Android to it! My experience with Android have been that many establish task management developers have not taken to this platform yet and Remember the Milk looks to be the first among them to establish a foothold on this platform.

Shortly after refining their web task input methodology, they announce that their Android platform will be available to those that are willing to pay $25 per year for the Pro Account.

Here’s taking a look at the features and announcement:

Stay in sync.

Yup, it’s got background sync. Background sync! (Sorry to make all you iPhone users jealous! Everything that you create in the app syncs back to RTM (and likewise everything from RTM syncs to your device). That’s tasks, notes, lists, Smart Lists, tags, locations… everything! You can even use the entire app offline without an Internet connection, then sync up later when you’re back online.

Get notified.

The app wants to help you stay on top of things; it will pop up your reminders in the notification bar so you’ll know instantly when tasks are due. Running around town? The app can (optionally) keep an eye on your location, and let you know when a location with tasks is nearby.

Organize your way.

Organize efficiently by list, Smart List, tag, or location and prioritize your tasks. Not sure what’s next? See at a glance how many tasks are due today, tomorrow, and this week. Don’t like the ordering? Choose to sort by priority, due date, or task name for each list.

Manage your tasks.

Add and edit tasks with ease: choose from a quick ‘Add task’ bar and a full add mode. All the fields you’ve come to know and love are supported (task name, list, priority, due date/time, repeat, time estimate, tags, location, and URL) and you can even customize the fields shown. So if you’re big on tagging, you can set that field to always display when adding tasks.

Get stuff done.

Need to complete or postpone multiple tasks? No problem, just check to select those tasks in the list. You can also long press on individual tasks in the list to perform quick actions, or alternatively head over to the task view screen and do it all from there. You’ll be adding tasks just so you can say you’ve completed them.

Add tasks the Smart way.

Use the ‘Add task’ bar to add tasks with our new Smart Add syntax (e.g., “Pick up the milk tomorrow”). Save time with add by context: tasks added to your today list will be due today, while tasks added to Smart Lists inherit their criteria. If your Smart List happens to show all your high priority tasks that are due today and located at the office, any tasks added to this Smart List will automatically inherit all these properties.

Note it.

Need to store additional info about a task? Write a note for quick reference. You can manage your existing notes too, and easily edit or delete them. Email addresses and links in your notes conveniently auto-link to the mail and browser apps. Phone numbers in notes also auto-link for handy one-touch calling.

See tasks located nearby.

This is why we love devices that can detect your location! See your nearby tasks and plan the best way to get things done. Add new locations easily by current location or street address. Remember that if you locate your tasks in the app (e.g., “pick up the milk” at the supermarket), you can view them on a map on the web.

Your own personal tasks search engine.

Not only can you search for tasks by name, you can use any of the advanced search operators. Want to find your high priority tasks located within one mile and tagged with ‘errand’? Done! Save your favourite searches as Smart Lists for quick access.

A handy widget.

No need to leave your Home screen to see what’s due today; this widget will let you know what’s due (and overdue!) so you know where to get started.

The little touches.

Want to quickly switch from the Today to the Tomorrow screen? Just swipe the screen! Prefer landscape mode? No problem, just flip your device. Anything to make managing your tasks (and life easier.

Thanks to…

A big thanks to the RTM users in the Pro Tester Program who helped us to test the app, giving us lots of feedback and reporting the occasional bug. Bob really appreciated your help with testing!

Ready to use RTM on your Android device?

Just search for “Remember The Milk” on the Android Market; you can also find a download link here. If you don’t have a Pro account yet, you’ll be able to try the app free for 15 days (login to the app to start your trial).