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Indexing and Comparing all GTD Tools/Apps - What to Compare?

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  • Indexing and Comparing all GTD Tools/Apps - What to Compare?

    Hey all, there really aren't many good resources out there that provide an objective list and comparison of all the available GTD tools, so I'm working with a few key people to put that together in a way that will allow new and veteran GTDers alike quickly and easily identify what apps or tools meet their needs. And yes, we'll be keeping it current.

    So my question for everybody here is this. What features do you want indexed?

    A few examples would be:
    - Platforms the app can be used on/synced with (mobile, web, windows, osx)
    - Date of Last Update
    - Integrates with Calendar
    - List can be sorted by context
    - Projects can contain sub-projects
    - Cost/Trial Length
    - Lists that allow Due Dates

    Etc.

    We'll be taking a considerable amount of time and financial investment to thoroughly index every single option out there, so please be thorough in describing what features we should or should not index for sake of comparison.

    The goal is for someone to have the ability to say they want a Mac app that syncs with their iPhone and sync's with iCal in OSX and this comparison grid will show them only the possibilities that meet those requirements, etc.

    I thank you in advance for your contributions to this thread. We will in return be contributing to GTDers everywhere with this grid as soon as possible!

    Thanks all,

    -Evan

  • #2
    Don't even know how possible this is but above all things would be to make it highly Customizable for the user.

    That's how you will basically please everyone! Implementing all the key gtd areas plus all the extra fancy integrated stuff and have it highly customizable your on to something special and versatile for every user with different wants and needs.

    Comment


    • #3
      Index which ones can be used WITHOUT A CLOUD e.g. just iPHone and mac.

      Make whatever you produce easy to use. I can imagine advanced users wanting lots of detail, but it would be helpful to have something people relatively new to GTD could use without getting bogged down in details.
      Last edited by ScottL; 12-28-2009, 07:38 PM.

      Comment


      • #4
        re: Comparing all GTD Tools/Apps - Already Done

        The comparisons have already been done. Priacta seems to have theirs updated fairly regularly. You might be able to partner with them to keep their stuff current or add more detail.

        118 GTD Software Apps - Researched Comparison

        Getting Back on the GTD Wagon - Review by Ed Eubanks

        Comment


        • #5
          Originally posted by Todd V View Post
          The comparisons have already been done. Priacta seems to have theirs updated fairly regularly. You might be able to partner with them to keep their stuff current or add more detail.

          118 GTD Software Apps - Researched Comparison

          Getting Back on the GTD Wagon - Review by Ed Eubanks
          Priacta went in an entirely different direction, pushing their own product in conjunction with their list of GTD apps. I'm looking to provide new GTDers with a much more comprehensive comparison and filtering system without the added confusion of "TRO" or any other system. I want to make it simple and easy for someone to come find what tool will best help them implement GTD, and enjoy stress-free productivity.

          The second link is brilliant. I'd like to provide something similar, but with the assurance that it's up-to-date within a day, rather than 6 months. Also have it eventually searchable and filterable by feature.

          Right now, I just need to understand what elements should be noted about each app. Going off of existing sites and common sense, here's what I've got so far:

          Platforms:
          Developer: (inc. link)
          Current Version:
          Current Release Date:
          Price/Trial:
          Calendar Sync:
          Email Sync:
          Lists Sortable by Context:
          Lists that allow Due Dates:
          Can Link Actions to Projects:
          Someday/Maybe:
          Priorities:
          Attachments:
          Sub-projects:
          Quick Entry Shortcut:
          Web-access:
          Print Lists:
          Mobile Sync:
          App Requirements:
          Distinguishing Features:
          News:

          Anything else significant that I'm missing?
          Last edited by GTDerEvan; 12-28-2009, 10:36 PM.

          Comment


          • #6
            re: Indexing and Comparing all GTD Tools/Apps

            Here is the list of features I compiled for my Ready-Set-Do! approach for the mac. I pulled it together from online bloggers who had stated criteria that mattered most to them for evaluating a GTD app. You might be able to use a similar categorization (e.g., First Impressions, GTD-Specific, Other Features).

            But I think it's easy to get lost in the complexity of features offered by various GTD programs and lose sight of the most important variable: e.g., getting things done.

            Honestly, it's very helpful to know what OS I need to have in order to run some GTD application, and I am interested in comparing various features across these offerings, but what I (and I'm going to guess most others are most interested in) is whether it's actually working for people. And by "working" I don't mean simply that I have captured all of my thoughts or organized all of my files. What I really want to know is does this application actually help people crank through their tasks? does this application develop the kind of trust from veteran GTDers after 3 years that it did from GTD newbies during its initial release date?

            What I would really like to see is people who have been using each of these applications for a committed period of time (at least six months to a year) blog about their experiences and rate the applications based upon how well they helped them get organized, the average number of tasks they complete per day with that application, and what their level of trust (not loyalty; there's a difference) is in that application after a year of use.

            Perhaps too much to wish for, but having some narratives to add to each application that go beyond a one-week trial would be much more informative, I think, for those looking to find the right GTD tool for their own workflows.
            Last edited by Todd V; 08-08-2012, 12:50 PM.

            Comment


            • #7
              Internationalization / language versions.

              Originally posted by ahheck01 View Post
              Anything else significant that I'm missing?
              - Internationalization / language versions.

              - Horizons of Focus support.

              Comment


              • #8
                Originally posted by Todd V View Post
                Here is the list of features I compiled for my Ready-Set-Do! approach for the mac. I pulled it together from online bloggers who had stated criteria that mattered most to them for evaluating a GTD app. You might be able to use a similar categorization (e.g., First Impressions, GTD-Specific, Other Features).

                But I think it's easy to get lost in the complexity of features offered by various GTD programs and lose sight of the most important variable: e.g., getting things done.

                Honestly, it's very helpful to know what OS I need to have in order to run some GTD application, and I am interested in comparing various features across these offerings, but what I (and I'm going to guess most others are most interested in) is whether it's actually working for people. And by "working" I don't mean simply that I have captured all of my thoughts or organized all of my files. What I really want to know is does this application actually help people crank through their tasks? does this application develop the kind of trust from veteran GTDers after 3 years that it did from GTD newbies during its initial release date?

                What I would really like to see is people who have been using each of these applications for a committed period of time (at least six months to a year) blog about their experiences and rate the applications based upon how well they helped them get organized, the average number of tasks they complete per day with that application, and what their level of trust (not loyalty; there's a difference) is in that application after a year of use.

                Perhaps too much to wish for, but having some narratives to add to each application that go beyond a one-week trial would be much more informative, I think, for those looking to find the right GTD tool for their own workflows.
                Excellent. Thank you very much for putting that together! In the near future, we'd like to get into in-depth reviews, including the experience. There will also be an ability for GTDers to include their own ratings and stories and experiences as well.

                For now, I'd like to keep things as objective as possible so we can simply compare feature set. Once we have that foundation, we'll make this resource much more dynamic, interactive, and comprehensive.


                Originally posted by TesTeq View Post
                - Internationalization / language versions.

                - Horizons of Focus support.
                Great additions to make. Thank you!

                I welcome any further ideas or suggestions! This is "for the people" so to speak, and considering we are just GTD'ers like anyone else here, it's also "by the people." Thank you again for all of your contributions! Keep them coming!

                -Evan

                Based on additional feedback:

                Platforms: (Describe what functionality each platform provides)
                Developer: (inc. link)
                Current Version:
                Open/Closed Source:
                Current Release Date: (how long since the last update?)
                Price: (Including any types of discounts or coupons available)
                Limitations: (Limits to number of projects, actions, etc)
                Trial: (Including listing limitations and length of Trial)
                International/Languages:
                Installation:
                Calendar Sync: (Specificly what does it sync with and how)
                Email Sync: (Specificly what does it sync with and how)
                Lists Sortable by Context:
                Lists that allow Due Dates:
                Deferred Start: (ie. Tickler list - will show up after specified date)
                Can Link Actions to Projects:
                Someday/Maybe:
                Horizons of Focus:
                Priorities:
                Attachments:
                Sub-projects:
                Quick Capture Shortcut:
                Web-access:
                Printable Lists:
                Reminders: (Email reminders, pop-up reminders, etc)
                Reports: (Displays what you've accomplished, etc)
                Mobile Sync: (Specificly what does it sync with and how)
                Search lists:
                App Requirements:
                Distinguishing Features:
                News:

                Comment


                • #9
                  interesting project...

                  recurring tasks
                  recurring events
                  regenerating tasks (reschedule x days after complete)
                  import (CSV, Outlook etc.)
                  export
                  Reference notes
                  event notes
                  task notes
                  global search
                  keyboard shortcuts
                  backup
                  security/password protection
                  checklists (reusable)

                  Comment


                  • #10
                    A few that often get left out....

                    Looks like everyone has covered most of the essentials. Here is where I find many apps lacking:

                    Customizable Reporting capabilities (by project, by whatever fields I want)
                    Have the ability for a user to add a few custom fields and throw them in the mix (sort, filter, report, etc.)

                    Comment


                    • #11
                      Here are some things I would like but seldom find:

                      Ability to change the order of the action list manually so it is not just in alphabetical or the order of due dates but tentatively in the order you want to do them today.

                      Being able to see both lists of projects and actions at the same time, so you can check each project has an action easily. I dont want a link, too much maintenance of the system, but I do want to do a quick minireview from time to time, quickly.

                      I want to be able to see all my tasks grouped in context but all on the screen at the same time. Again, very useful for checking all projects have at least one action, and also I just like to be able to see a full list of all my commitments (this is possible on Outlook but on surprisingly few other systems).

                      Post dated tasks so that I can't see them now but they pop up on their start date in the future. A nice alternative to putting them in my calender where I won't do them on the day anyway and will then have lost the reminder to do them.

                      An easy way to transfwe to someday/maybe and back again without losing the @Context on the transfer. This should be possible for actions and projects. This is possible in Outlook as you can create a subfolder in Tasks but it is not possible on many other applications.

                      Very quick entry of actions without having to open a program or change a window and to be able to do this quickly for a succession of actions while looking through emails or looking through a document on the same computer.

                      Comment


                      • #12
                        quality of support

                        While i realise that it doesn't lend itself to the check-boxes in a comparative table, i think the nature and quality of support that a developer offers is a key feature of its long-term viability. Similarly, robust user forums would also be a important factor, although again difficult to quantify.

                        Comment


                        • #13
                          Originally posted by lareaarnett View Post
                          Looks like everyone has covered most of the essentials. Here is where I find many apps lacking:

                          Customizable Reporting capabilities (by project, by whatever fields I want)
                          Have the ability for a user to add a few custom fields and throw them in the mix (sort, filter, report, etc.)
                          Agreed. We've got "reports" as an attribute to index. Down the road, when there are additional in-depth reviews of each app, we'll be able to dive into this aspect in more detail as you described. For now, to fit information that specific about each attribute would make this already massive grid of information quite overwhelming. Thank you for the contribution though!

                          Originally posted by tominperu View Post
                          Here are some things I would like but seldom find:

                          Ability to change the order of the action list manually so it is not just in alphabetical or the order of due dates but tentatively in the order you want to do them today.
                          Excellent. Added.

                          Originally posted by tominperu View Post
                          Being able to see both lists of projects and actions at the same time, so you can check each project has an action easily. I dont want a link, too much maintenance of the system, but I do want to do a quick minireview from time to time, quickly.

                          I want to be able to see all my tasks grouped in context but all on the screen at the same time. Again, very useful for checking all projects have at least one action, and also I just like to be able to see a full list of all my commitments (this is possible on Outlook but on surprisingly few other systems).
                          Great point, but something that will be elaborated on in future in-depth reviews. Too difficult to quantify within a comparison grid for now. Truly an important feature though, so don't hesitate to continue mentioning things of this nature and complexity!

                          Originally posted by tominperu View Post
                          Post dated tasks so that I can't see them now but they pop up on their start date in the future. A nice alternative to putting them in my calender where I won't do them on the day anyway and will then have lost the reminder to do them.
                          Definitely. This will show up under "Deferred actions".

                          Originally posted by tominperu View Post
                          An easy way to transfer to someday/maybe and back again without losing the @Context on the transfer. This should be possible for actions and projects. This is possible in Outlook as you can create a subfolder in Tasks but it is not possible on many other applications.
                          This too will be something that will need elaboration on a per-app basis in more in-depth reviews.

                          Originally posted by tominperu View Post
                          Very quick entry of actions without having to open a program or change a window and to be able to do this quickly for a succession of actions while looking through emails or looking through a document on the same computer.
                          This is a big one! This is under "Quick Capture Shortcut".

                          Originally posted by chris101 View Post
                          While i realize that it doesn't lend itself to the check-boxes in a comparative table, i think the nature and quality of support that a developer offers is a key feature of its long-term viability. Similarly, robust user forums would also be a important factor, although again difficult to quantify.
                          That's a VERY important factor that we hope to incorporate over time, as naturally those things take time to asses. For now, we're including the most recent update date, so we can see how on-top of their app developers are. We'll get more into this later, but definitely an excellent point to make!


                          Thanks for the replies, guys and gals, and keep them coming! We've updated the list, and even added a pre-qualification list of must-have features for an application to even be represented on the eventual "master list" of sorts. Please contribute any further thoughts or ideas to either list in this thread!


                          - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -

                          Required Features (Feature an application must have in order to be represented on this comparison list)
                          [*]Lists Sortable by Context
                          [*]Printable Lists
                          [*]Customizable contexts

                          [*]What else should go here?


                          Features or Attributes to Index and Compare

                          Platforms: (Describe what functionality each platform provides)
                          Developer: (inc. link)
                          Current Version:
                          Open/Closed Source:
                          Current Release Date: (how long since the last update?)
                          Price: (Including any types of discounts or coupons available)
                          Limitations: (Limits to number of projects, actions, etc)
                          Trial: (Including listing limitations and length of Trial)
                          International/Languages:
                          Installation:
                          Calendar Sync: (Specificly what does it sync with and how)
                          Email Sync: (Specificly what does it sync with and how)
                          Identify Actions within a project as sequential or parallel:
                          Lists Sortable by Context:
                          Allows Actions to be sorted manually:
                          Lists that allow Due Dates:
                          Deferred Start: (ie. Tickler list - will show up after specified date)
                          Can Link Actions to Projects:
                          Someday/Maybe:
                          Horizons of Focus:
                          Priorities:
                          Customizable Fields:
                          Attachments/Notes on Tasks/Projects/Events:
                          Sub-projects:
                          Quick Capture Shortcut:
                          Recurring/Regenerating Tasks/events:
                          Web-access:
                          Printable Lists:
                          Reminders: (Email reminders, pop-up reminders, etc)
                          Import: (CSV, Outlook, etc)
                          Reports: (Displays what you've accomplished, etc)
                          Formal Review Feature:
                          Mobile Sync: (Specificly what does it sync with and how)
                          Global Search:
                          Keyboard Shortcuts:
                          Backup:
                          Security/Password Protection:
                          Reusable Checklists:
                          App Requirements:
                          Distinguishing Features:
                          News:

                          Comment


                          • #14
                            Under required features, you have "Printable lists". Do you mean printed to paper? If so, that's going to eliminate most mobile solutions that I'm familiar with. I'd suggest that you rethink that one.

                            Comment


                            • #15
                              Originally posted by ceperry View Post
                              Under required features, you have "Printable lists". Do you mean printed to paper? If so, that's going to eliminate most mobile solutions that I'm familiar with. I'd suggest that you rethink that one.
                              Great point. I think the only thing that really makes up a "GTD" application is a list manager that allows you to assign contexts to actions, and actions to projects.

                              That said, I think there are many more important features to make a GOOD one, but that's what this site will be fore anyway.

                              Thanks for the thought! Any others?

                              -Evan

                              Comment

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