Next Actions
Non-Typical Lists
By far, most of my usual, day-to-day focus on task management centers around my regular task list. When I’m (pardon me) getting things done, 90% of the time the tool that guides me in knowing what needs to be done is my list on my Mac or iPhone.
Likewise, in the focus of my Next Actions column, my attention is, by and large, captured by the tools that make this usual, day-to-day task management more efficient and effective.
But there’s no doubt that, as useful as these typical lists are, there are times when I need other lists. In this column I’ll focus on a few of the tools I use to manage non-typical lists.
Irregularly Scheduled Tasks
My regular task list revolves essentially around contexts and due dates; while a lot of guys function with more developed tasks (including estimated time, priority, energy, etc.), I generally can get by with these two as the key markers for planning and execution.
My task management gets shaken up, though, when it comes to tasks that have a non-specific or “fuzzy” due date. Many of the tasks that I regularly complete for work fit this category: it isn’t essential that I do it precisely by a certain date, as long as it gets done within a general time-frame. For example, I’d like to meet one-on-one with each of the designated leaders in the organization I serve, about once a month or so. It is acceptable if that occasionally goes to six weeks every now and then, or if it happens with only a two- or three-week span sometimes as well; what is important is that the meetings happen with relatively regular frequency.
There are a couple of ways of handling this with a typical list: I could simply schedule a recurring task (“Meet with Jim”) for each, staggered apart by an appropriate amount, that repeats every month. I could set up a recurring scheduled appointment with them, assuming they were willing (and organized enough) to set up an appointment for the same date and time every month.
But with the recurring task, if it goes longer than the defined period then I have a task that is lingering in “overdue” status for a while, clogging up my reviews. If I do it much sooner, then I have to remember to check it off early—creating another action-step for what should be a fairly simple task. With the recurring appointment, it not only depends on like organization from the other party, but it also precludes a certain level of flexibility in my schedule, or once again adds additional actions (in rescheduling) to an otherwise straightforward task. It also locks me into accomplishing the connection in a certain way—a lunch appointment, for example—when I could just as easily accomplish it with a meeting over coffee, a visit to his home or office, or a round of golf.
Enter Sciral Consistency, which is designed exactly for this. With Consistency, you define a range (by number of days) before the task needs to be completed, and it offers visible feedback about how close to due the task is. For example, “Meet with Jim” is assigned a completion range of 15–42 days, and there are color-coded cues as well as a countdown of days until it is due again. The range of due dates is shaded green, and after that is orange (for the last day of the range) and red (each day thereafter). Also, the countdown numbers are larger in size. While the layout and interface look like a colorful spreadsheet, once you are familiar with the application it is easy to get a sense of what demands immediate attention (and what can wait) at a glance.
This strikes me as a function that would be fairly easy to integrate into other task managers, especially the more robust ones. In fact, Frictionless does have a form of this, and others could easily follow. It could be as simple as a switch that would activate Fuzzy Task Mode or something to that effect, or it could be a checkbox that allows a date range to be specified instead of a specific date. Until that happens, though, Sciral Consistency is a good addition to my GTD toolbox.
Shopping Lists
You can certainly handle shopping lists in a lot of the task management applications listed below. Some of them have features designed for this: OmniFocus for iPhone, for example, utilizes the iPhone’s GPS (or cell tower triangulation) to switch contexts based on location—so theoretically, you could have a context for each store you regularly shop in to have your shopping list for that store appear. Neat idea.
But the problems are several: for one, lists set up this way mean way too many contexts and items for my tastes; I prefer to keep my contexts to as few as possible, so “errands” is my context that includes shopping, but obviously that’s far too broad for specifying a location. Another problem is building my shopping lists: even though I end up doing about 75% of our grocery shopping, for example, I rely on my wife’s input for a lot of the items that need to go on the list—but not all of them. I need a way that she can send me grocery lists that is easy for her to use, yet also easy for me to sync with my iPhone.
I came up with SplashShopper, which functions well as a stand-alone for my iPhone, yet allows a desktop client for my wife to sync with as well. She builds a list on the desktop client, I sync it periodically (usually on the morning I plan to shop!), then add the items I need. SplashShopper is also helpful, in that it has tools that allow us to track prices at various stores, so budgeting and weekly meal-planning are supported by this as well.
Incidentally, SplashShopper comes with some basic To-Do list function on-board, so it could actually become a one-stop application for some. It’s certainly worth checking out that way.
There are a good number of grocery list applications in the App Store, and I’d be surprised if SplashShopper is the only one with a desktop sync option.
Goals Planning
One of the GTD fundamentals that is easy to overlook in the day-to-day and week-to-week is the bigger-picture planning and dreaming: what David Allen calls a 50,000-foot elevation view. It is vital that we periodically take time to look at the large-scale aspects of our lives. A concrete take-away from this sort of reflection might be the answer to the question, “What are my goals for the next 1, 2, 5, or 10 years?” Goals Planning is easy to overlook, but crucial to the health and welfare of our productivity.
Once again, some GTD systems have this built in. If you use 37Signals’ Basecamp for task and project management, for example, you could view “Milestones” as a good way to implement goals planning. Largely, though, there isn’t much implementation of this level of GTD in the average task management application, which is understandable and probably helpful. Reviews are the place to dwell on these, not in the nitty-gritty of daily task accomplishment.
When it comes to goals planning and tracking, there are some good tools available. I’ve been playing around with LifeTick, which helps with comprehensive planning and tracking. Other services are available online, from those that will simply e-mail you reminders of your goals (Free Goal Setting and E-Mail Goals) to planning and tracking (Progress Planner, My Life Changes, My Goal Manager, Higher Awareness, and 8 Goals.com) more fully-orbed goal brainstorming (Life Tango). There’s even Goal Setting 1, a sort of goal-planning social network.
This list is by no means comprehensive, nor have I put all of these through their paces. I can’t vouch for any of these as “good” services for you; a Google search for “online goal planning” will produce a similar result to what I list above.
If you’re into a more traditional goal-planning route, you might find the wisdom and templates that Michael Hyatt recently offered on his blog. Hyatt is the CEO of a major publishing company, a GTD practitioner, a Mac user, and a great blogger—and his post on setting and evaluating life goals is a real asset.
Feedback
What are the non-typical lists that you regularly use? What solutions have you found to manage them? I’d love to get your feedback in discussion through the comments to this article.
iPhone Apps
A quick glance at the App Store reveals dozens of task management applications available—far more than the (now) meager list than I offer below. Is anyone using these? If so, I’d love to get some word on what you like (and what you don’t) in the applications you’re using.
As usual, I welcome any feedback on my list, or suggestions for additions. I won’t always add every suggestion, but I’ll look at them and evaluate whether they fit with what I’m trying to cover.
Locally Installed GTD Applications
Action Tracker
Developer: Mac Productive
Current Version: 1.3.1
Price: Free
Development Status: Release
iCal Sync: Yes
QuickSilver Plug-in: No
Web-app Sync: No
Print Lists: Yes
iPhone Presence: None
Required Applications: FileMaker Pro (free Runtime version available)
Distinguishing Features: Also organizes notes, contacts, and other information related to projects.
News: None
ActionTastic
Developer: Jon Crosby
Current Version: 0.9.3
Price: Free, open-source
Development Status: Beta
iCal Sync: Yes
QuickSilver Plug-in: Yes
Web-app Sync: Yes
Print Lists: Yes
iPhone Presence: None
Required Applications: None
Distinguishing Features: Processing engine; iPod sync; Mail and MailTags compatibility.
News: ActionTastic now has a new Web site.
EasyTask Manager
Developer: Orionbelt.com
Current Version: 2.1
Price: $20
Development Status: Release
iCal Sync: Yes
QuickSilver Plug-in: Yes
Web-app Sync: Yes
Print Lists: Yes
iPhone Presence: App (free); Web App (free)
Required Applications: None
Distinguishing Features: Windows version available; automatic advance of uncompleted due tasks to today.
News: New in version 2.1 is Wi-Fi syncing, badges, and a few minor tweaks. (Note: the iPhone version is up to 1.5, which also supports Wi-Fi syncing.)
Frictionless
Developer: Twin Forces
Current Version: 2.0d18
Price: Free, open-source
Development Status: Release
iCal Sync: No
QuickSilver Plug-in: Yes
Web-app Sync: No
Print Lists: Yes
iPhone Presence: None
Required Applications: None
Distinguishing Features: Quick-entry box; fuzzy repeated actions.
News: None
Ghost Action
Developer: Ghost Park Software
Current Version: 1.1
Price: $20
Development Status: Release
iCal Sync: Yes
QuickSilver Plug-in: No
Web-app Sync: No
Print Lists: Yes
iPhone Presence: None
Required Applications: None
Distinguishing Features: .Mac syncing (without iCal running); PDA/iPod syncing.
News: None
iGTD
Developer: Bartek
Current Version: 1.4.5.6
Price: Free
Development Status: Release
iCal Sync: Yes
QuickSilver Plug-in: Yes
Web-app Sync: No
Print Lists: Yes
iPhone Presence: None
Required Applications: None
Distinguishing Features: Compatible with Address Book, Mail, iSync, and MailTags, as well as Web browser support, Path Finder, Yojimbo, MacJournal, and others; quick-entry feature; simple yet powerful interface.
News: A recent post on the forum suggests that there may actually be life for this application. But it has been almost a year, and from what I’ve heard and read many of their users have moved on. I wonder if they will be able to recover.
iCog
Developer: HensPace
Current Version: 1.88
Price: Free
Development Status: Release
iCal Sync: No
QuickSilver Plug-in: No
Web-app Sync: No
Print Lists: Yes
iPhone Presence: None
Required Applications: Python 2.4 or later
Distinguishing Features: Compatible with any OS running Python (including Windows); very simple text-only utility.
News: None
mGTD
Developer: Jeff Fisher
Current Version: 1.3
Price: Free
Development Status: Pre-final
iCal Sync: No
QuickSilver Plug-in: No
Web-app Sync: No
Print Lists: Yes
iPhone Presence: None
Required Applications: Mori 1.6.11
Distinguishing Features: Expands Mori (digital notebook) functions to include GTD principles.
News: None
Midnight Inbox
Developer: Midnight Beep Softworks
Current Version: 1.3.1
Price: $35
Development Status: Release
iCal Sync: Yes
QuickSilver Plug-in: No
Web-app Sync: No
Print Lists: Yes
iPhone Presence: None
Required Applications: None
Distinguishing Features: Action timer; quick-note and quick-action hot keys; Mail compatible; automatic data collection.
News: None.
OmniFocus
Developer: Omni Group
Current Version: 1.5
Price: $80
Development Status: Release
iCal Sync: Yes
QuickSilver Plug-in: Yes
Web-app Sync: No
Print Lists: Yes
iPhone Presence: App ($20)
Required Applications: None
Distinguishing Features: Mail- and Spotlight-compatible; simple interface with powerful view features.
News: Version 1.5 is now in full release, bringing interface improvements, Bonjour syncing, better archiving, and an improved ability for the database to self-maintain and repair.
Ready, Set, Do!
Developer: Todd Vasquez
Current Version: 1.3d
Price: $20
Development Status: Release
iCal Sync: Yes
QuickSilver Plug-in: Yes
Web-app Sync: No
Print Lists: Yes
iPhone Presence: None
Required Applications: None
Distinguishing Features: A very different approach using a set of AppleScript routines to impose organization and communication across a computer’s entire file system; multiple language support.
News: None.
TaskPaper
Developer: Hog Bay Software
Current Version: 2.0
Price: $19
Development Status: Release
iCal Sync: No
QuickSilver Plug-in: No
Web-app Sync: No
Print Lists: Yes
iPhone Presence: None
Required Applications: None
Distinguishing Features: Simple, text-based system; no-frills, intentionally designed as an alternative to more fully featured systems.
News: New version 2.0 brings a system-wide quick entry window, AppleScript support, improved search, and a handful of other improvements.
Things
Developer: Cultured Code
Current Version: 0.9.4
Price: $50 (pre-release price of $40 with sign-up for newsletter)
Development Status: Alpha
iCal Sync: Yes
QuickSilver Plug-in: No
Web-app Sync: No
Print Lists: Yes
iPhone Presence: App ($10)
Required Applications: None
Distinguishing Features: Features will include: iCal sync; repeating tasks; Mail compatibility; network and multi-computer operation; and import/export options.
News: Cultured Code has announced that Things 1.0 will be released at Macworld Expo on January 6, 2009.
Thinking Rock
Developer: Avente Pty Ltd
Current Version: 2.0.1
Price: Free, open-source
Development Status: Release
iCal Sync: No
QuickSilver Plug-in: No
Web-app Sync: No
Print Lists: Yes
iPhone Presence: None
Required Applications: None
Distinguishing Features: Cross-platform compatibility through Java; interactive collection and processing.
News: None.
What To Do
Developer: Objective Satisfaction
Current Version: 1.3.2
Price: $29
Development Status: Release
iCal Sync: No
QuickSilver Plug-in: Yes
Web-app Sync: No
Print Lists: Yes
iPhone Presence: None
Required Applications: None
Distinguishing Features: Drag-and-drop intensive for easy reorganization; .Mac syncing for multiple computers; XML export.
News: None
Locally Installed General Task Managers
Anxiety
Developer: Tom Stoelwinder, Model Concept
Current Version: 1.0
Price: Free/Donationware
Development Status: Release
iCal Sync: Yes
QuickSilver Plug-in: No
Web-app Sync: No
Print Lists: Yes (through iCal)
iPhone Presence: None
Distinguishing Features: A menu-bar utility that gives a HUD-like interface to iCal tasks; sorts by calendar; Mac OS X 10.5 only.
News: None
Check Off
Developer: Second Gear
Current Version: 3.8
Price: Free/Donationware
Development Status: Release
iCal Sync: No
QuickSilver Plug-in: No
Web-app Sync: No
Print Lists: Yes
iPhone Presence: None
Distinguishing Features: A menu-bar utility that manages basic task lists; syncs with iPods; a .Mac Backup QuickPick is provided.
News: None
Dejumble
Developer: Thinking Code Software, Inc.
Current Version: 1.2.b19
Price: $19
Development Status: Release
iCal Sync: Yes
QuickSilver Plug-in: No
Web-app Sync: No
Print Lists: Yes (through iCal)
iPhone Presence: App ($8)
Distinguishing Features: A simple yet powerful menu-bar style task list manager, with tags, groups, notes, and a handful of other options.
News: Beta development continues for the new version 1.2.
Docket
Developer: Surprise Software
Current Version: 1.3
Price: $20
Development Status: Release
iCal Sync: No
QuickSilver Plug-in: No
Web-app Sync: No
Print Lists: Yes
iPhone Presence: None
Distinguishing Features: A neat basic list management application. A Windows version is also available.
News: None
DoIt
Developer: Jim McGowan
Current Version: 2.6
Price: Donationware
Development Status: Release
iCal Sync: Yes
QuickSilver Plug-in: Yes
Web-app Sync: No
Print Lists: No
iPhone Presence: None
Distinguishing Features: .Mac support and AppleScriptability. Also supports file attachments and categories for lists.
News: None
High Priority
Developer: Aram Kudurshian
Current Version: 1.11 (Mac OS X 10.4 only)
Price: $6 (personal); $12 (family); $60 (business)
Development Status: Release
iCal Sync: Yes
QuickSilver Plug-in: No
Web-app Sync: No
Print Lists: Yes (through iCal)
iPhone Presence: None
Distinguishing Features: A system preference pane, creates a menu in the menu bar that lets you create and update your iCal tasks.
News: None
Hot Plan
Developer: Intuiware
Current Version: 1.4.1
Price: $20
Development Status: Release
iCal Sync: No
QuickSilver Plug-in: No
Web-app Sync: No
Print Lists: No
iPhone Presence: None
Distinguishing Features: Tracks a substantial amount of information about a given task, including completion status, priority, time remaining; supports tagging, color-coding, and locking of tasks. Also allows collection of URLs and files.
News: None
iClock
Developer: Script Software
Current Version: 3.0.5
Price: $20
Development Status: Release
iCal Sync: Yes
QuickSilver Plug-in: No
Web-app Sync: No
Print Lists: No
Distinguishing Features: Offers a menu bar–based method of managing task lists; includes .Mac syncing.
News: None
Life Balance
Developer: Llamagraphics
Current Version: 5.0.2
Price: $65 ($80 bundled with Palm version)
Development Status: Release
iCal Sync: Yes
QuickSilver Plug-in: No
Web-app Sync: No
Print Lists: Yes (through iCal)
Distinguishing Features: Gives “meta-feedback” about tasks: how much time are you spending in different areas of your life (i.e., work, family, hobbies, etc.), and are you keeping it balanced? Palm and Windows versions available.
News: A minor release, again without any release notes available—anyone have feedback on what is improved?
Organized
Developer: iSlayer
Current Version: 1.11
Price: Donationware
Development Status: Release
iCal Sync: Yes
QuickSilver Plug-in: No
Web-app Sync: No
Print Lists: No
iPhone Presence: None
Distinguishing Features: Dashboard widget with calendar events, tasks, notes, and world clock.
News: None
Stapler
Developer: The Blue Technologies Group
Current Version: 1.1
Price: €7.50 (about $10)
Development Status: Release
iCal Sync: No
QuickSilver Plug-in: No
Web-app Sync: No
Print Lists: Yes
iPhone Presence: None
Distinguishing Features: Is a combination notepad and to-do list manager, with creation date, notes, and a check-box for completed items. Tasks can be color-coded based on a low-level preference set-up.
News: None
ToDo X
Developer: Omicron Software Systems, Inc.
Current Version: 2.2
Price: $15
Development Status: Release
iCal Sync: Import from iCal only
QuickSilver Plug-in: No
Web-app Sync: No
Print Lists: No
iPhone Presence: None
Distinguishing Features: Offers categories, priorities, and attached notes.
News: None
ZooDo
Developer: InterfaceThis
Current Version: 1.0
Price: Free
Development Status: Release
iCal Sync: Yes
QuickSilver Plug-in: No
Web-app Sync: No
Print Lists: Yes (through iCal)
iPhone Presence: None
Distinguishing Features: A basic task creator for iCal, serving as a collection bucket.
News: None
Browser and Web-based GTD Applications
30 Boxes
Price: Free
Description: Lean and fast, including a calendar, task list, and limited Gmail interaction. Also RSS and iCal feeds, SMS, and sharing. Nice interface, too.
43 Actions
Price: Free (donations get extra features)
Description: Specifically designed as an iPhone web-app, it’s light and lean for EDGE network optimization. Submit inbox items via e-mail, Twitter (with donation), Jott (with donation), and the usual features.
GTDAgenda
Price: Free
Description: Another Web version of a GTD tool, with the standard features, plus addition of Goals, check-lists for recurring tasks, schedule management, and an iCal-compatible calendar. A mobile version is also available.
GTDInbox
Price: Free
Description: A Firefox extension for GTD integration with Gmail. Prepackaged labels, a Review process, specialized searches within Gmail, quick-entry for tasks, and printable. Works well in conjunction with RememberTheMilk. Current version, 2.0.8.4, is open-source; requires Firefox.
GTD-PHP
Price: Free
Description: A PHP solution designed to be locally installed. A simple tabbed interface, capture, and process stages; weekly review. Currently at version 0.8.
Neptune
Price: $10/year
Description: Includes a collection inbox and context or project task viewing panes, as well as inactive projects and tasks. Daily e-mail reminders of tasks; new tasks can be added by e-mail; data export.
Next Action
Price: Free
Description: Uses Google Gears and Firefox; has a lean, basic interface with multiple-list management capability. Works with or without a network connection.
Nexty
Price: Free
Description: PHP-based, so it installs locally and runs in your browser; supports contexts and reminders.
Nozbe
Price: Free
Description: Has markers for which action will be next and a time estimation for tasks. Contexts are visible and identifiable. And it is easy to collect and process quickly. iPhone-ready.
SimpleGTD
Price: Free
Description: Tabs for next actions, contexts, projects, and done actions; drag-and-drop organization; easy un-doing of tasks.
Toodledo
Price: Free
Description: Has a Firefox plugin and a Google gadget for easy collection; also supports e-mail, voice mail, and traditional entry for collection. Includes a good overview of GTD in co-operation with its tools, as well. iPhone-optimized.
Tracks
Price: Free
Description: A Web server that runs locally, or hosted through tracks.tra.in. Fast, lean, and pretty, it offers calendaring and a multi-user component. Currently at version 1.6.
Vitalist
Price: $5/month (premium)
Description: Is a wide-scale GTD system: collection, project management, recurring actions, and tickler files. Includes a mobile edition, iCal and RSS feeds, and e-mail and SMS reminders. An iPhone-specific version is available. A premium (paid) version also includes security encryption, collaboration, file attachments, and calendaring.
iPhone Applications (not Web Apps)
- Chores,
- Dejumble
- DoBot ToDos
- EasyTask Manager
- Lists by MobilityWare
- Lists by Tynsoe.org
- My Lists
- OmniFocus
- Outliner by CarbonFin
- Tanjas Checklist
- Tasks
- Things
- ToDo by Appigo
- To Do by Erica Sadun
- Zenbe Lists
Copyright © 2008 Ed Eubanks, Jr.
Also in This Series
- The Last Action · May 2012
- Master List, April 2011 · April 2011
- GTD for iOS/iPad · February 2011
- E-mail Tricks and Tools · August 2010
- Master List, May 2010 · May 2010
- Inbox Overload · April 2010
- Master List, February 2010 · February 2010
- Getting Back on the GTD Wagon · December 2009
- Master List, June 2009 · June 2009
- Complete Archive
Reader Comments (6)
Things: Tasks
Evernote: Knowledge base. Easily and quickly searchable and syncs via cloud from Mac to iPhone (and PC's if you're so unlucky). If it's a thought or conversation I need to reference later, it goes here.
Curio: whiteboarding ideas and drawing connections that
can best be seen via flexable, intuitive visualization.
But to handle the shopping (with partner input also required) I like Zenbe lists.
Remember the Milk: tasks, shopping lists, wish lists. Very mac-like: It Just Works. Add something, and it just appears on my iphone. Also, RTM works offline (Google Gears). There are discussion lists on how to use it for GTD.
DevonThink (now version 2) for reference, projects. Artificial intelligence-based searching for sophisticated text analysis. If you've looked at this before and were disappointed---have a 2nd look. Version 2 is way faster [!!]-- it is amazing, even with version 2 still in public beta status. Scan things in from paper, save PDFs, and now you can import any file, and view it with quicklook inside DT. DevonThink now has multiple databases. If it 's too pricey you can use DevonNote, which has many of the features for only about $30.
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