GTD & project management software

A GTD implementer asked: Can I use project management software for my GTD lists?

Coach Wayne Pepper: From our perspective, project management tools are good for Project Support, not necessarily Next Action lists though. In other words, if I have a project that is so complex and intertwined that it needs to be broken down into several sub-projects–many of which are contingent upon one another–then that kind of tool is a really good tool for supporting that project by capturing all those moving parts and pieces, and identifying how they relate to one another. Those tools are not as good however, for capturing and contextually categorizing all the discrete, granular next actions which support all those moving parts and pieces. A simple list manager is often a better central hub for organizing ALL of your Next Action–related and not related to your projects.

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3 Comments

  1. I find that I have very few standalone actions and almost all projects in the GTD sense as I understand it.

    Example: apparently simple atomic next action “phone to make appointment” easily morphs into a project if I get voicemail and leave a message asking for an appointment. Now I have to set a follow up at a date appropriate for the time scale, in case they don’t get back to me which is a second action and it’s now become a GTD project. If I have to follow up I want to know when I called originally so it’s not enough to create a new simple action, I have to keep an audit trail.

    So I think the question is deeper than it appears or there are different definitions of project in the question and answer. Of course it’s also entirely possible that I’m not fully understanding GTD!

  2. @GregK
    I think you are grasping GTD just fine.

    Using your example it could very easily be a project if you define is as one, however I’m not sure it fits the definition of a Project.

    I would say you have a project if the steps to get it done are not obvious. For example, I don’t setup a project “brush teeth” because I know the actions to accomplish that. Also, I don’t have a Calendared item telling me to mow the lawn – it’s obvious when it’s time to mow the lawn. (these are examples from one of David’s seminars)

    Back to your example, since your phone call leads to leaving a voicemail… you may be doing enough by setting up a “Waiting For” and then reviewing that list weekly.

    Hope that helps.

  3. Hello there, dear author! I just finished reading your article on “GTD Project Management Software” and I wanted to leave a comment to share my thoughts.

    As a fan of the Getting Things Done (GTD) methodology, I found your article to be a valuable resource for understanding how project management software can be integrated into the GTD workflow. Your insights on the key principles of GTD, such as capturing, clarifying, organizing, and reviewing tasks, were spot on. I appreciated how you explained the benefits of using project management software to support these GTD principles and enhance productivity and organization.

    Your discussion on the features and functionalities of project management software that can align with GTD, such as task capture, categorization, prioritization, and progress tracking, was informative. You highlighted the importance of selecting software that integrates well with the GTD methodology and supports efficient task management and collaboration among team members. I also found your tips on how to evaluate and choose the right project management software for implementing GTD principles to be practical and helpful.

    Furthermore, your insights on the potential challenges and pitfalls of using project management software in the context of GTD, such as overloading the system with too many tasks or becoming overly reliant on technology, were thought-provoking. You emphasized the importance of maintaining a balance between technology and human judgment, and using project management software as a tool to enhance productivity, rather than as a crutch.

    In conclusion, your article on GTD Project Management Software provided valuable insights on how project management software can be integrated into the GTD workflow to enhance productivity and organization. Thank you for sharing your expertise and providing a helpful resource for GTD practitioners. Keep up the great work!

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