What are your killer apps for your GTD system?

toolboxxsmallWikipedia defines a killer app as “…so necessary or desirable that it proves the core value of some larger technology.”  So, what are your killer GTD apps?  What do you use regularly AND find to be essential to your GTD implementation?

  • Where do you keep your lists? Your calendar?
  • Do you sync to a handheld? If so, what is that?
  • Your favorite collection tools?
  • Killer desk supplies?
  • Project planning, brainstorming and creative mapping tools?
  • What else??

[Small request:   If you are commenting about an app, please disclose if you are the developer and/or involved with it in some way. Thanks.]

Join the Conversation


  1. Being a Technologist, and Managed Services Provider, we deploy Connectwise PSA to create an entire ecosystem of custom lists, triggered workflows, client-facing services & sales commitments, reminders, reference documentation, back office activities, full project management across all business practices and time/expense management.

    Its the “Operating System of IT” and it rocks. It even links them all together making one asset a single mouse click away from any other.

    Very nifty. Highly recommended.

    DISCLUSRE: We’re a Connectwise Partner who has used many PSAs including Autotask, MS CRM, and a fewer less known platforms.

  2. * Keep lists in Things for Mac which syncs with Things for iPhone
    * Calendar is iCal which syncs with iPhone
    * Favorite collection tools are Things and Evernote
    * Killer desk supplies? I love Logitech’s wireless mice
    * For Project planning, brainstorming, drafting emails and letters for finishing later, I use Evernote, which syncs with all computers, web & iPhone.
    * I have two Macs and the ease and stability increase productivity without question
    * Dropbox is a killer file-syncing app for Mac and Windows. Along with Evernote, it’s the top killer app of all!

  3. Toodledo for list management (www.toodledo.com). Think I first heard about it on Lifehacker. Very fast and flexible; has some GTD elements to it. Free version is quite useful; I paid the $15 for an upgrade sort of just to thank the developers. Hot list, due date, and priority weighting system are helpful to me.

  4. Agree with Jim Moeller’s list except I use the Mac’s other popular GTD list manager OmniFocus.
    Like Things, it has an iPhone app that syncs perfectly.
    I also use Mail Act-On for fast processing of email.
    I too love Evernote for storing all my Reference material, Dropbox for syncing files and my Logitech Mouse.
    Funny how the best products stand out.

  5. Omnifocus is essential for all GTD project and action lists
    iCal for calendar
    Yojimbo for notes

    Sync to Treo via missing sync (but it is a bit buggy)

    Collection tools are small 3 x 5 spiral pads & my camera

    Best desk tools: on my mac kids size mouse, and small keyboard. I have small hands. Also my ScanSnap scanner.

  6. Outlook, iMExchange to view/edit outlook tasks on my iPhone, and dropbox and delicious for my reference files and read/review. I’m not much of a mindmapper, though I do use freemind for my diagram of my 20,000 foot level and recommend it to those who find mindmapping useful. Finally, not an app per se, but our house is carpet-bombed with notepads and pens, particularly on the shelf by the bathtub, where I often do my best thinking.

  7. I’m an Outlook guy. I love ClearContext plugin. I use an Android phone with activesync. For tasks (since they don’t sync through activesync) I use Toodledo which syncs with Outlook. I then access their mobile site on my phone. It’s a great solution!

  8. I’m using Omnifocus on both my MacBook Pro and my Iphone for ‘to do lists’, just normal Ical calendar for appointments and the best combination ever, Evernote and my SnapScan scanner, to try to run a paperless office. Everything which comes in goes through that combination.

    I’ll have to use PC on my normal job, so DropBox is also an unmissable tool for me.

  9. I wish for a killer app. Given I do about 70% of my GTD inbox processing at work PC at work, and 30% at home on a mac, it is a real nuisance to have solution that allows me to be productive in both places and sync to an iphone. It would be nice if an email could be turned into a task at either place with a drag.

  10. For my Mac I use Shovebox (free) for capturing all my ideas and “stuff” coming in. Gmail tasks + calendar and Dropbox. At at my office PC I use Scribbly (Adobe AIR free app) to capture more stuff.

  11. Being a linux and emacs guy I use emacs org-mode http://orgmode.org/ for everything. It’s based on full-text search with lots of handy abbreviations for contexts, but I guess you have to be somewhat friendly with emacs to really appreciate it.

    What’s a bit lacking at the moment is synchronisation with google calendar, I have to do that by hand at the moment, so all my appointments appear on my T-Mobile G1. And I’m currently working on bindings to synchronise it with Remember The Milk, because I’d like my @Errands context to automatically appear in Astrid (http://weloveastrid.com/) on my G1.

    Disclosure: Since org-mode is an open-source project, you could say I’m somewhat involved in it because I regularly nag about features and bugs on the mailing list and very rarely send in a tiny patch 😉

  12. Omnifocus for personal, Daylite for business. but-the most important app for a mind-dump is Jott-for mac and Iphone. voice and text ability to Jott down any idea ever-and make reminders on the spot that text me to do stuff.

  13. Omnigroup’s Omnifocus on iPhone and Mac, 1password to hold all of my dumb dorky little things, cheapest plastic intrays at home and at work, plastic expandable folder for moving inbox and my trusty moleskine for on the run brainstorm/capture that won’t fit in my iPhone. Been working this set-up since Omnifocus came to the iPhone and I can’t imagine using anything else.

  14. Listable is a free task application for the iPhone and web. It allows you to seamlessly share your lists, and provides push notifications so that you can see what others are doing on the lists that you’ve shared with them. It also has a cool “Activity Feed” to see what others in your groups have been working on.

    Get it on iTunes or sign up for free on the web site at http://listableapp.com.

  15. I do everything in an Excel spreadsheet. Lists can be sorted according to Topic, Context, Priority, date.

  16. I use Eproductivity for Lotus notes for my action lists, calendar and checklists. Also use mindmanager for project planning, meeting notes and project tracking. Some others – active words, snag it, blackberry (with eprod synced), circa binder for printed lists and goal tracking, excel for time tracking, of course, can’t live without my brother labeler and notetaker wallet!

  17. I live in Outlook, and I could not function without SimplyFile from TechHit, a $40 plugin that actually prevented me from making the leap to a mac book pro because they dont make the app for mac.

    simplyfile learns how and where you file email, and allows you to convert a mail message to tasks or appointments with no more than 2 or 3 keystrokes.

  18. ToDo, Notebook, and EverNote for iPhone, along with the included calendar. Works well because my phone/collection system is always with me.

  19. My killer app is not an app, per se, but is a zippered, shoulder-strapped compact sized organizer from Franklin Covey that has all of my lists, calendar, and basic purse stuff, all at my fingertips. I have so many ideas that I needed something with me at all times to get them out of my head and into my trusted system. I love it, and love GTD. I’d like to know how others with ADD/ADHD have implemented GTD? Any tweaks?

  20. Our best, daily killer app is all analog: the hipster. 3 x 5 cards and a mechanical pencil. Indispensable and fast, most entries/processes are done before I could turn on most machines/software.

  21. Evernote allows me to stop “keeping” stuff. Drop it into evernote, find it later.

    I tried to do the same with gmail, but there’s too much flowing through it.


  22. Time/System Daily Calendar
    Activities Checklists
    Lined Paper
    Mechanical Pencil
    Sharpie Accent Liquid Highlighter
    Mount Blanc ballpoint pen
    David Allen Co. ballpoint pen

    These analog tools tie together digital systems that are designed not to work together – i.e. work systems (Outlook) segmented from personal (Apple) by IT design.

  23. Hi there!

    Great idea. I hope you will follow up on this with a summary of mentioned tools. My answers:

    Where do you keep your lists? Your calendar?
    * Task list: Thymer, calendar: Microsoft Outlook (default tool at work)

    I’d use Microsoft Outlook tasks but this is painfully slow at our company. I like the fact Thymer can be controlled via the keyboard (you can apply Projects and Tags by typing). And you can re-order tasks via drag/drop.

    I also tried eProductivity and that’s a fantastic application. Too bad I couldn’t get it up and running with Gmail/IMAP. eProductivity runs on Lotus Notes.

    Do you sync to a handheld? If so, what is that?
    * Sync Microsoft Outlook to the calendar

    Your favorite collection tools?
    * Evernote

    Killer desk supplies?
    * Jalema archiving system for paper (labeling the folders quickly using a Brother PT-18R).

    Project planning, brainstorming and creative mapping tools?
    * Xmind

    What else??
    * FeedDemon (synced with Google Reader) to quickly see the updates on a lot of websites via RSS.
    * Twitter: I’m trying to find a mix of low-noise people.
    * Contacts: Microsoft Outlook.
    * Roboform: navigates to a website and fills out the login form.
    * Syncplicity: file storage in the cloud synced to multiple PC’s.
    * In the Netherlands the company meereffect (from Taco Oosterkamp) gets people started with Getting Things Done quickly

    I’ve written articles/blogposts on all tools (but Xmind) and meereffect on my website http://www.eenmanierom.nl/ (Dutch with Google Translate in the bottom left corner).

  24. I use:
    – ToDoList (freeware by AbstractSpoon) for managing my lists
    – Mind Manager (commercial by Mindjet) for mind maps
    – My SmartPhone ToDo application (Symbian) as collection tool (it’s not useful for anything more than that 🙂 )
    – CUEcards 2000 (free edition) for managing checklists etc.

  25. I could not live without PhraseExpress:

    + It is a text replacement software (like Autotext but works everywhere)

    + Text shortcuts launch applications (“w space space” launches Word)

    + Typos are corrected anywhere I enter text

    A must have and free!


  26. Outlook on exchange at work. Tasks are synced to toodledo. Evernote on private and professional notebook. Using an iPhone with same apps.
    Those killerapps in a pack make a killersystem.

  27. Capturing: OmniFocus on iPhone (takes pictures and audio as well) and syncs well with OmniFocus for Mac // small softcover writing pads by navadesign.com and a LAMY “Pico” ballpoint pen

    Processing etc: OmniFocus on Mac and iCal

    Brainstorming, MindMapping, 20.000 ft etc: PersonalBrain Pro – versatile and intuitive mind mapping software

    ActionSupport: Folder in DropBox – the free 2GB storage is enough for the support material for all my current projects. I even keep my Brains in DropBox. Accessible from anywhere and secure

    for planning of large projects (more than two people involved) I use OmniPlan and its iCal support

    I’m an internationally active cellist and electronic musician, am using GTD for some years now and recently started seminars (I am not a certified GTD coach, mind you) on organisation and productivity for artists and musicians. For these seminars I am being endorsed by The Brain Technologies and The OmniGroup.

  28. My essentials? My Palm Tungsten (with jpilot on the desktop which is not ideal but very reliable), a pad of paper and a pen.

    I tried switching to an iPhone. I looked into switching to my current Android phone. They were simply not as efficient to get to my information as the Palm.

  29. – Moleskine Notebook, MacBook Pro, iPhone
    – Moleskine is my inbox and for all kind of hand-written notes
    – OmniFocus for projects in all states including mañana projects (MacBook + iPhone)
    – OmniOutliner for checklists and project templates
    – MindNode Pro for brainstorming (MacBook + iPhone)
    – WriteRoom for writing down goals etc. (MacBook + iPhone)
    – viJournal for journaling (MacBook + iPhone)
    – Project and reference material: just OS X Finder and Spotlight
    – Scanner for digitizing material

  30. For a calendar: I have to use Outlook at work, but use Google Calendar for private matters, where each family member has their own calendar. Any business/private trips over a day long are noted in TripIt, and the calendar it generates is also visible in Google Calendar. All calendars are in turn synched to my iPhone (and it’s about time that the iPhone had a week view in its calendar).

    For collection: emails to myself, Evernote, and of course pen and paper. In my work bag I normally have two plain plastic folders: one as an “inbox”, and the other for “to shred”.

    For all lists: MyLife Organized. This is my killer app, and it should get even better in the future with an iPhone app and air-synching in the works. But for now I synch this program between work and home via Dropbox.

    Killer desk supplies: A5 notepads.

  31. Hi, Very surprised to see no mention yet of the two apps from http://www.rexwireless.com: IdeaMatrix and ToDoMatrix. These are dedicated GTD apps for a BlackBerry that I would find difficult to live without. They are one of the main reasons I’ve stayed with BlackBerry and not taken up an iPhone even ‘tho I work with Macs at home and at work.
    Having said this, thanks to the feedback on this post I’ve just investigated Evernote and think it rocks as an information gatherer. I think it may be exactly what I have been looking for as an information sorter, but I use the Rex software and my BlackBerry to run my GTD life.

  32. Since moving to a Mac this year, I keep lists in Omnifocus, which I sync with a desktop in my home office, laptop, and iPhone. It has been the perfect task manager for me to use GTD principles.

    Calendaring and e-mail are through Google. I use the web-app for Gmail on my iPhone because I can breeze through e-mail, starring any that require more than a few minutes to act on. I sync the native iPhone calendar with Google, so I have access to my calendars and any of my teams calendars (even my wife’s).

    Favorite collection tools: On the web: Evernote (which syncs with iPhone), and has very fast and handy browser tools for quick collection and storage. Away from a computer: a Moleskine lined notebook. I also use this for creative thinking, planning, brainstorming, note taking, etc.

    I use a cheap labeler for my manilla file folders and I love Pilot’s G-2 Gel ink pens.

    For browsing the web, I love Safari’s speed and simplicity. I also use Pathfinder (as opposed to Mac’s Finder – by Cocoatech.com) to navigate around my Mac and launch applications – much more user friendly and powerful.

    iMedia browser by Karelia.com allows me to use media imports easily into any project I’m working on.

  33. Jim Moeller has it all right. I’m going to have to look at Dropbox and reevaluate Shovebox, which I thought about incorporating into my workflow. GTW…from an overall business standpoint, consider Zoho’s CRM tool for tracking everything from leads to cases. It’s much less expensive than SalesForce and the support is good.


  34. Omnifocus for my two Macs and iPhone keeps everything in sync and allows me to manage and capture things to my inbox.
    Evernote for lists and things to remember

    Entourage for Calendar and email (have to have this for the Office, not by choice)

    Mindmeister for sharing mindmaps.

  35. Evernote for electronic filing – quick and easy. It is also where I keep lists I want access to anywhere (via the iphone app)

    Omnifocus for To-Do lists (iphone and mac). Killer feature for me is the Review Perspective. Makes weekly reviews very easy; radically reduces friction.

    BusyCal/iCal for Calendar. BusyCal makes things just a bit easier then iCal.

    Mail app plus MailActOn for Mail – Makes for pretty quick filing. Also I use the Omnifocus clip-o-tron to get mail items onto my to do lists (I don’t use @Mailboxes for tracking to-dos)

    Reqall as a capture tool when driving.

    DAC “Evening Module” Notepad in my pocket for capture anytime (except driving!).

  36. It seems that there are many, many Apple (iPhone, ibook, i-everything) solutions available, and with many happy customers. Tools like Evernote get high marks across the line.

    However, what about the combination PC and Symbian (i.e. Nokia) phone? Is there anyone who found a working solution to create and maintain lists across the mobile and PC platforms?

  37. My Palm T3 and Palm Desktop software. Haven’t found anything new that works as well as this old technology.

  38. I keep my lists in Daylite on my laptop. That syncs with Daylite Touch on the iPhone. My calender is in Outlook Exchange, that also syncs with the iPhone. My notes are taken in a beautifull Moleskine

  39. It has been Outlook for me all the way ever since I read David’s excellent Implementing Workflow Processing for MS Outlook six years ago. Tried the GTD plug-in but I like the visibility of using vanilla Outlook for everything. It all syncs to my Blackberry at work, then to my home PC, and then to my wife’s iPac, so we’re aligned. I would go back to using ListPro on my Blackberry if they had that app…it was great, better than Tasks, when I used it on my old iPac with Windows mobile and on the Pc with the desktop version.

  40. Lists: Things + my custom 3-ring binders (I recycle old rings with new covers so they’re more aesthetically pleasing….)

    Collection tools: Things (for ideas when them come up), my notebook wallet, list on the fridge

    Killer Desk Supplies: Macbook pro, magic mouse, refurbished Dell monitor (great value), Brother label maker

    Other: For my business, Filemaker Bento is great. I love how clean and adaptable it is. Netnewswire for feed reading, Dropbox for filesharing

  41. Attempting to use only cloud based services so:

    AirSet for calendar
    FogBogz hosted free edition for lists, note, projects…

    FogBugz will auto sort email so for capture on the go I simply send it short emails from my BlackBerry.

  42. Nozbe for lists on web and iphone. Have to admi though that I don’t totally love the app, it does the job but I am not crazy about the interface and the iphone app is getting dated.

    I am looking for something that I can run in linux, widows, and sync with iphone. My list application needs to have the ability to track notes by project, and tasks and hopefully actively being developed.

    So to summerize Nozbie now and evernote for capture (just started toying with evernote) but I am reading this thread hoping to find a replacement system.

  43. I am tied in to Lotus Notes for work, so eProductivity is my killer app for projects and action lists. I’m so hooked that I really can’t do without it anymore.

    I also carry a blackberry, ToDo Matrix is my killer app for a walk around list manager. Again, this app is embedded in my system so deeply, I can’t do my weekly review without it.

    I don’t have any killer apps for capture; I use an assortment depending upon context. I have a DA notetaker wallet, Moleskine, Levenger Pocket Briefcase, and digital voice recorder. Each is good in it’s own way, but nothing I couldn’t change if I had to.

    For brainstorming, Mindmanager is my killer app. I know I am struggling for perspective when I have to mindmap something to clarify things. For that reason I get very emotional about Mindmanager (wipes tear from his eye).

  44. Things for Mac & iPhone. Between tags, projects, and areas of responsibility it’s possible to organize things very nicely in the GTD way.

    Downside at the moment is I can’t always use the Mac for work.

    iPhone is a *great* all-purpose capture tool; for the 4 permanent icons I have Phone, Things (text capture), Voice Recorder (quick voice notes, transcribed later), and Camera (for picture/video when Things or Voice Recorder won’t do).

  45. I try to use apps that are ubiquitous — available on any web browser or smart phone:
    – Remember The Milk – web app for my project and task lists
    – Notespark – for reference notes, checklists, gift idea lists
    – Groupwise (my employer’s email & calendar system) – calendar, work email
    – GMail – personal email
    – SplahsId – secure password & id database (Windows & iPhone)

  46. Google calendar-I sync it to PalmTX via goosync
    Toodledo-I work online and export tasks to Pilot-DB for review when offline;I text message tasks into Toodledo when they come up in the field.

    Evernote: just a big, synched, online notebook…Can be used every way you imagine.

    I use dropbox for file sharing among computers, nice tool, not sure I count it as part of my GTD system though.

  47. Omnifocus on the Mac for awesome
    organization, Mindmanager for brainstorming and project planning.

    I have to say, my killer implementation which brought it all together was the hipster PDA. Clipped 3×5 index cards in my pocket always. Best low threshold and enabling ubiquitous capture.

  48. I use Nozbe (nozbe.com) – The guy who developed it is very responsive and it works in all platforms.

    There is also an iPhone APP

    I fins Omnifocus too complicated.

    He also publishes a magazine periodically you can download from his sight.

  49. First, I don’t work for livescribe, but I’m amazed no one else has mentioned the Livescribe Smartpen (www.livescribe.com). This technology has not even scratched the surface of what it is capable of (especially for forms).

    Designed for a student, I use it at church, during work interviews and for general note taking. It records audio and digitizes handwriting and syncs the notes taken with the audio recorded. You can later click on your notes and it plays back the audio that was recorded when you wrote that note. AWESOME!

    I don’t use audio recording for work or notes, but it still digitizes all my notes and makes them searchable.

    For those who use paper, they have moleskine and paper blanks journals that are fantastic, and all your handwriting is synced to their desktop and searchable. It should be a no brainer. It preserves the feel of paper products with the advantage of digital storage and search.

    I’m committed to outlook, so I use outlook with filters for actions to get them off my brain and in the system – reminder in the subject of an email to myself moves it to my actions folder. Simple, but so far works well.

    All my other tasks are in business applications that are proprietary, so I can’t sync them to my iPhone. I’m still looking, though.

    Thanks for the info!

  50. -Remember the Milk for tasks and project lists (and tickler)
    -Google Calendar
    -Google Docs for Project Support
    -Gmail- personal email
    -Outlook- work email

  51. Vitalist on Mac, PC and iPhone Safari; Vitalist iPhone app currently in beta.

    Dial2Do for voice to Vitalist and email inbox

  52. I keep my lists in OmniFocus (it has all of the GTD elements built in) which syncs with my OmniFocus for iPhone when I am outside my home office. I use iCal, and MacMail which syncs with Google Calendar as a backup.

    I have two collection boxes, 1 @ the front door to catch mail, etc. and 1 in my home office. The office one is clear plastic open on two sides for easy access. Just bought the Tickler File system from ATAGLANCE, which I think I am going to enjoy. Up until now, I haven’t embraced the Tickler File.

    For Traveling, I carry the durable GTD Folders, Read/Review and IN. The Read/Review is for all of the mags, articles, etc. that I can read during takeoff and landing (when I can’t use my iPhone to listen to the GTD Podcast : ) I use the IN folder to capture articles, products, etc. I see in airline magazines or in newspapers I read along the way, as well as receipts, which I scan in when I get back to my office.

    DESKTOP Gadgets include: basic Brother P-Touch labeler, the great Brother MFC-7890W Wireless printer, NeatReceipts portable scanner, a MacBook Pro connected to a large Samsung Screen, portable WD hardrive which is backing up my laptop HD in the background using TimeCapsule, Blue Snowball Mic, Griffen Wireless speakers connected to my iPod that I can carry from room to room, and a NatureBright light therapy lamp (since I live in rural Idaho where we have long winters).

    In terms of capturing ideas/brainstorming I have small Ampads at the front door, in front of my couch and in the office to capture ideas, tasks, etc. and a large whiteboard on one wall of my office to brainstorm, create MindMaps, etc.

  53. …Forgot to add that I use and LOVE the GTD Wallet with small notepad and retractible pen. I can take a note, tear it out and drop in my travel or home inboxes for processing.

    BTW, it took me a little time to sink into OmniFocus, but once you set up projects, and contexts, etc. you can add a todo, its project, context, due date, etc. in a few quick tabs and under 10 seconds, it gets better and better with use and syncs perfectly with iPhone. I’ve tried Things, and virtually every other iPhone or Desktop task manager out there, but found OmniFocus was superior to all in style, elegance, ease and because it is created esp. for GTD.

  54. I use Outlook at work combined with OneNote which would be the greatest program built if it weren’t for Excel.

    I keep OneNote in my DropBox folder which makes it available on my work pc, home pc and my laptop and it syncs automatically realtime.

  55. I use Things for Mac and iPhone, a standard note book and pen when I need to, Whiteboard for iPhone (free!), voice recorder on iPhone, the mirror when I’m in the shower (-:, and gmail drafts too keep emails in their place.
    I too have tried many, many, many GTD apps for Mac, iPhone, Windows, and web based (including OmniFocus) and have been very disappointed in all of them except Things. I trust that app for a number of reasons but the most important is that I have never ever lost a single task or project from my (rather too large) database. The purpose of an external system is trust–then comes ease of use, features, style, elegance, etc.

    Cultured Code, who makes Things, knows that and I applaud them for it. I just wish they would release some of their announced updates a bit faster. I need a widescreen keyboard on my iPhone.

  56. I keep my calendar and lists (regular memo’s) on my Treo 650.

    Projects (both Ongoing and Someday/Maybe) are simple folders on my PC.

    My reference and archive documents on paper will soon be processed by my new Fujitsu Scansnap S1500 and turned into pdf’s in folders on my PC.

  57. For BlackBerry the best GTD app is NextAction! I used the very first version about 4 years ago and since then it improved a lot. The new Pro Edition (mentioned earlier) is just great and definitely worth the investment: http://www.s4bb.com/software/nextaction/

    As NextAction! also synchronizes fine with my Outlook (even through MS Exchange) it is much better than anything else I tried.

    On my desktop I used the Outlook Add-In from Netcentrics, but I am doing most of my GTD on my BB now; so I don’t use the Add-In that much anymore.

  58. 1. I have to use Vueminder for the Calendar. Best Calendar Program Yet!

    2. I have to use Evernote for a Reference file. Best Note Capture tool ever!

    3. I have to use toodledo for Lists sorted by Context. Best list organizer

    4. I have to use XMIND for Mind maps. So easily the best

  59. Excel spreadsheet for to do lists
    Google calender synced with iphone for calendar Capture on pieces of paper in my wallet (with a small pen in my wallet) or write notes on my iphone which can then email to my computer and transfer them to the excel spreadsheet.
    Basecamp for my team, and my own app for knowing exactly what my team is doing each day.

    I find excel spreadsheets the best by far for to do lists because you can keep multiple lists in the same view, and it’s very easy to move and manipulate information. However I’m in the process of developing software that will be better.

  60. iPhone –
    Interval timer for the 10 x 2 Lifehack
    Google Reader
    voice recorder

    mont blanc ballpoint

  61. High-tech: Outloook on laptop, syncs with Blackberry.
    Low-tech: one of those Levenger “shirt-pocket briefcase” things, which holds 3×5 cards. There are times when jotting a note with a pen trumps any electronic form of capture.

  62. Remember the Milk, for lists, using tags I can have tasks instantly added in contexts that I have set up. Syncs to the cloud, iPod Touch is up to date over any wireless connection. The app feels so natural I process my inbox on the subway.

    Yellow tear away writing pads.

    Mini Moleskine that fits in the fold of my wallet with a cut off red carpenter’s pencil.

    I just started using Pages on my mac for outlining my horizons.

    A sheet that compose each week to track my routines toward larger goals (pushups, drawing, vitamins, etc.) I don’t like these items in the mix of tasks. I like to keep my scanning of items as clean as possible.

    Brother QL 570 label printer. -It works although I wish I held out for a Dymo as I have read their drivers work with less hassle on a Mac. The brother is a solid label machine nonetheless.

  63. DA is right, we really love hearing about what everyone does, how we all “do GTD” up close. The following represents my current tools and methods:

    For 2+ years, Vitalist for lists. Recently lists were feeling stale & Vitalist was not yet on Iphone so I began trial of Omnifocus. It’s growing on me, though Vitalist now has IPhone app in beta. I’m reviewing both, comparative study, side by side. Either one –I print out daily, always have paper copy.

    Evernote for digital capture, fantastic. I dump most things into Evernote

    Dropbox for academic articles, reprints etc, to be shared with collaborators, like Evernote it is fantastic, and the sharing feature is priceless for my work. I “should” have, long ago, started using Endnote, or equivalent, but haven’t.

    Zoho Wiki for personal wiki, for my lab’s projects, family projects, etc
    Zoho sheet tracking expenses

    Moleskine always with me, front labeled “InBox Date” with beginning date (and when book full, add the last date, begin another so I have a shelf with these, consecutive). I use this for taking notes in classes (where I’m the professor), meetings, seminars (where I’m the student). Not for notes on reading, things that have to be moved into place for specific project.

    Emergent Task Planner –!!! Daily planning sheet by Dave Seah. http://davidseah.com/blog/comments/emergent-task-planner-free-version-updates/
    This is where my lists go into action –also serves as 2nd analog inbox, as day goes on, tidbits may not go into moleskine, easier to scribble on ETP, and these are eventually filed, going back two or more years, a convenient record.

    I-Phone (more since I began trying Omnifocus, and vitalist app in beta

    Mindmapping –Mindjet MindManager, particularly when I need printout, for eg. to give to students. I use mm to help students organize their dissertations –for example, sections of lit reviews, areas of focus, etc. very helpful.
    Personal Brain –I love it for my own thinking, but not good tool for teaching (lack of coherent printout)

    Then 3×5 cards for:
    Visual focus when I’m too scattered (eg, I may have list on ETP, and still be jumping around unfocused), I put these in obvious order, visually focused attention,
    Project planning, cards enable a moveable analog method of mindmapping.

    More 3×5 cards –I never bothered to have a “business card” for my private practice (psychological services, research and clinical consultation) until I saw example of putting business card information at top of 3×5 cards, vertical orientation, graph grid style (from Levenger of course). I carry these cards with me all the time, very useful. Pre-cards, if someone wanted my contact information, I scribbled it on a random piece of paper. Now I have these cards, with info in addition to room for noting whatever else is relevant.

    Email: I continue to use [email protected] as my main email address because everyone knows it and it is so simple. That said, I read everything in apple mail app, have some smart mail boxes in mail app, sort from there, rarely go into aol itself. I use gmail account for professional listservs, and run my own listserv through gmail.

    Calendar: GCal /ICal synced -scheduled appointments only, and also carry pocket size day-timer for analog version sometimes needed –I still find it difficult to open IPhone, Ical and schedule appointments at, for example, the end of a class when I have a line up of students and have to work quickly

    Finally (most important?). My 3 ringed notebooks, letter size:
    1. A basic “Next Action” or “today” notebook, with:
    a. Calendar: printout copy of GCal for week, week before and week after;
    b. Next Actions: copy/printout of current “Next Action Lists” (was from Vitalist, now I’m comparing Vitalist and Omnifocus)
    c. EMERGENT TASK PLANNER: The daily worksheet. When I use this religiously my productivity rises, if I start it the night before, my productivity soars
    d. Contacts: section for phone numbers/email addresses being used all the time, at the moment;
    e. Project List –print out from Vitalist,
    This notebook is home of my daily work organization, (as GTD coach Meg, in our too-short session, referred to it as “defining work);” its also the center of my weekly review. It has changing sections, depending upon my needs.

    2. Reading Notes: Taking notes on academic reading (eg preparing literature reviews) -I wish I did this digitally, but continue to find analog faster, ends up in project notebook.

    3. Keeping records for classes (lists of students, showing up, handing in papers etc., assignments, ideas, etc. One notebook per class.

    4. Clinical –notes for patient sessions, generally brief, kept in 3-ring notebook, then moved into files in file cabinet locked

    5. Projects –Reading notes, data out-put/current statistical analysis output (for example), project planning, mindmaps, etc, all end up in 3-ringed note book. After articles written, or class is finished, material is filed in file cabinet or tossed.

    Now I have to try out the tools people mentioned, that are new to me. 🙂

  64. Ok… let me see…

    – Outlook + NetCentrics GTD AddIn in a EeePC Netbook
    – Syncs via Bluetooth to my BlackBerry Curve 8310, where I use the native Tasks App for list management, and Voice Recorder for taking notes while driving.
    – Office Depot Plastic File Box for Tickler File and Alpha File Folders.
    – Staples “M” Brand Leather “jotter” w/ standard 3″x5″ index cards, with a Zebra F-301 compact pen inside.
    – Brother P-Touch PT-1830 Labeler.
    – Staples Branded Plastic File Folders for my briefcase, labeled “In-Basket” “For ERRANDS” “To HOME” “Read and Review”
    – Office Depot Branded Plastic Tray, Legal Size labeled “IN BASKET”
    – Lux Minute Minder Kitchen Timer set for two minutes.
    – PersonalBrain software for organizing thoughts.
    – FreeMind software for mind maps
    – TypingMaster Pro software to improve my typing speed
    – Two paperback copies of “Getting Things Done” one of them signed by David Allen himself.
    – “Making it all Work” hardcover edition.
    – GTD bright orange mesh zip pouch
    – GTD System Guides
    – Office Depot branded note pads, file folders, manila envelopes, and color pens (10 of them!).
    – Rubbermaid file cabinet for filing.

  65. Thanks everyone who mentioned Nozbe.

    I’m the founder of Nozbe and just wanted to let you know all Evernote fans, that although we haven’t announced it yet officially, Nozbe now works with Evernote together – we have a really cool integration there:


    BTW, I really love Evernote as my GTD capture app/device on both my iPhone and Mac and I’m thinking of going paperless and scanning everything to Evernote (and now I can see tagged notes inside relevant Nozbe projects and contexts)

  66. On the PC clearly eProductivity within Notes.

    For capturing ideas I use the GyroQ Quick Capture (http://www.gyronix.com/eproductivity/index.php) which gives me the chance to put them into the rigth context. I also use it in combination with mindmanager.

    On my windows mobile phone I use Pocket Informant (with my GTD contexts as categories) (http://www.pocketinformant.com/products_info.php?p_id=pocketinformant).

    For synchronisation between my PC and my windows mobile phone I use: XTNDConnect PC (because it can also sync my Lotus Notes Calendar with my google calender, so that my family can have access, it also syncs the nokia mobile in my car, so that I have my adressbook there also ;)). (http://www.sybase.com/products/allproductsa-z/xtndconnectpc)

    For file synchronisation I use Mobsync (http://doosoft.seesaa.net/category/1089151-1.html) which puts all my podcasts on the phone

    To save ideas on my windows mobile phone, I use Note2Self (http://www.pocketinformant.com/products_info.php?p_id=note2self) to capture the idea. The voice memo is then synced to my PC, when I connect the phone.

    On the PC there runs a small application (http://www.duodata.de/automailer/index.htm) which scans the sync folder for .WAV files and sends them to my mail account, so that I have the captured idea (as a voice memo) sent to myself as an email ending up in my inbox.

    Sometimes people look a little bit strange on me, if I make a “note to myself”, but they see the power of this approach pretty fast 😉

    Another brilliant tool is AI Roboform which integrates into a browser to store passwords and login information or to fill in a web page with my address. There are versions for Windows, Windows mobile and for USB-Sticks, so that I have all my passwords with me (http://www.roboform.net)

  67. I use ClearContext plug-in for Outlook. Tasks are synced through Toodledo for my iPhone that uses Pocket Informant (WebIS). Thoughout the years I haven’t found a better combination.

  68. For capture and reference stuff: Evernote on PC, web and iPhone. It’s just brilliant. Also use Speak Easy on the iPhone for capturing voice memos.

    For lists: Toodledo online and iPhone.

  69. I use PersonalBrain 5.5 for all horizons of focus, GTD project strategy, and next action planning. PersonalBrain provides no limits to my planning and thinking potential. The huge benefit for me is the ability to build a custom brain to view my information several different ways. I can view next actions by project, or by context. I can also see the connection from my next action, to my 10,000 ft. project, to my 20,000 ft. areas of responsibility, and ultimately to my 30,000 ft. goal. All of the information ties together well.

    I also upload my brain to http://www.webbrain.com and can view my brain on my iphone. I created a link to my iphone home screen and can view my personal brain next action items when away from my computer. The Brain Technologies is planning to create tools to work on personal brain from the webbrain site in the future. Theere is no need for additional syncronization software.

    In the past, I used MindManager 8, but found that I view way too much information when I need to focus, and the connection between horizons of focus is not as fluid as PersonalBrain.

  70. Blackberry Curve 3300, Sprint, Toodledo Pro, Taskjot and laptop. Prior I used Outlook 2007, Att Tilt, synced with laptop.
    It is so much easier now that I have eliminated Outlook and wired sync.
    I use Evernote for storage, but still looking.
    Just downloaded Dropbox after reading the comments.
    Would love to have Toodledo convert completed tasks into journal form for reference. I like having one place for everything.
    Have been using GTD for about 3 years now. Great system.
    I downloaded a program that synced with Outlook but after I discovered Taskjot I decided there was no more need for Outlook.
    I use Gmail, and Google Docs.

  71. For a simple approach to setting goals and being more productive, you may want to check out http://www.GoalsOnTrack.com, a very nicely built web app designed for tracking goals and todo lists, and supports time tracking too. It’s clear, focused, easy to navigate, worth a try.

  72. I use Outlook and run a personal hosted MS Exchange (cheaply from sherweb.com). This syncs ALL of my data to the web, desktop, laptop and phone perfectly, no kludges.

    I also use Evernote, One Note, Mind Manager and Visio. Trying Personal Brain.

    Most of my heavy work is done in Outlook though.

  73. DITTO Brian. Same exact setup here. Love evernote. My Android phone is my huib for all of these apps now!!!

    Brian // Dec 8, 2009 at 6:15 pm
    Google calendar
    1 plastic in-box at work
    Remember the Milk for list

    Killer app = Evernote

  74. Habit Factor for iphone

    Want to regularly drink water, lift weights, put in time on your novel? This is one way to keep track of such things.

    There are similar programs for macs, or you could just use excel, but keeping track of such things in some way is helpful for me, and I think many people.

  75. The biggest challenge I faced with implementing GTD is the “living in two worlds” syndrome. Meaning, at my job I live in a Windows environment. WinXP laptop, Lotus Notes as the corporate e-mail system, and facing increasing restrictions by IT on installable applications, use of the internet, personal use of company resources, etc.

    At home I live in a Mac environment, using Apple Mail for all personal e-mail and internet use.

    So the challenge has for years been to find technology that can bridge the gap between the two worlds.

    The solution that works for me is as follows:

    For my lists I use Toodledo. This web app has been highlighted in many posts above and includes many productivity features including the ability to e-mail items to a list. Need to add-in the $15/yr option to use subfolders to make it useful for project items but it is very much worth it.

    As it is web-based, I keep it open in a separate browser window on whichever desktop platform (Mac or Windows) I’m using at the time. Quick keystroke to pop up the window, capture an item and back to whatever I was doing.

    When not at a computer, I use two tools. I have a mini 2-1/2 by 4″ Moleskine book in my back pocket for capture. Sometimes low tech is the best.

    I also carry (most times) an Apple iPod touch loaded with Todo by Appigo. This is very cool as it does two-way sync with Toodledo. So at a meeting, or when out and about, I have a complete current list of all my lists. During downtime I can pull the Moleskine out punch things into Todo or Toodledo and sync everything up (Home, work and on the run).

    Dropbox is very useful for moving files about an keeping in sync. It also has an iPod/iPhone app to allow for real portable referencing of those files.

    So my killer apps are:
    – Lotus Notes
    – Apple Mail
    – Toodledo
    – Todo by Appigo for the iPhone
    – Dropbox
    – Moleskine and a pen.

    And for those wondering why an iPod touch and not an iPhone, I am saddled with a company supplied smart phone also with application restrictions and could not justify the cost of another cell and data plan.

    Calendar and contct syncing between Notes, the Mac and the Blackberry is still looking for a harmoniuos solution though…

  76. Here are my go-to apps:
    1. Outlook for managing email/To Dos/calendar
    2. Tungle (client) for scheduling meetings and synching multiple calendars (+ Tungle for iPhone)
    3. Evernote for iPhone for taking notes, pictures, etc and synching
    4. mSecure for iPhone for storing passwords and account numbers
    5. Drync for iPhone (more organization than GTD) but recording my favorite wines
    6. Excel for budget and timetracking.

  77. Can’t live without OmniFocus for iPhone (can’t wait for a Windows or web-based version to sync with) along with Evernote. OmniFocus for my lists (the project / action / context functionality is unmatched) and Evernote for my support materials and general reference archiving. I’m working on scanning all of my general reference files so that they’re all searchable.

    I have a Pendaflex DDF5-OX desktop tickler system, which is great because it’s right there in front of me when I walk into the office, rather than being in a drawer where I might forget to look and lose confidence in the system.

  78. d-cubed (tiddly wikki with GTD features) for projects and NAs and all contexts. a Must and easy to use. i can put it all in there and find it fast and print anything that i need to be portble.

    for capture ANYWHERE, i use a pocket notebook. tried hipster but, let’s face it, it is just a loose leaf (really loose) notebook. i switched to little bound notebooks (2 for $1 at Staples). write ‘Shopping List’ at the top of a page and – voila – the same as a hipster template. i do print pocketmods (http://www.pocketmod.com/) because i can tailor the pages and they tuck nicely into my wallet.
    a pocketmod is just a thin notebook (16 pages).

    calendar – small moleskine week per page. goes anywhere – always charged up. i use it for capture and store my printed out d-cubed cards in the front. i can pull it out, grab the bookmark to open it, and write a note in less than 10 seconds. plus, i can drop it.

    for notes and lots of reference lists (books, movies, etc.), i use NoteCase Pro. i also use it as an index for my 2 work filing cabinets and my 2 home cabinets. in it, i list all the folders in a cabinet drawer with the same names. then on the right, i itemize all the things stored in that folder. this allows me to ‘search’ for things in my physical files using Notecase, then turn to the cabinet and pull out the folder i need.

  79. For all my attempts to find some super-cool digital solution, I find I **need** paper. I need to see my hand write my commitments (projects, next actions). I need to see the color pen I used for a header on a page. Was it the week I was using the burnt orange and aubergine sharpies or the bright pink and blue felt tip pens? This helps my brain process.

    So, I’m a Circa gal first and foremost.
    Circa papers are designed to move with ease from one Circa binder to another, regardless of paper size.

    My tools:
    An 8.5 x 11 binder with tabs is my main GTD space.
    Pilot G-TEC-C4 pens ordered from eBay rock my world.
    Sharpies and pens in color help my mind navigate.
    Circa 3×5 and biz-card-size notebooks go in my purse and car.
    A Circa junior notebook for meetings.
    A MASSIVE inbox where I can throw physical objects (such as an item to return to the store) as well as paper.
    Clear plastic folders, color-coded for projects, action support, read-review, waiting for, and so forth.

    Digitally, I bought myself a MacBookPro a few weeks ago, signed up for Mobile Me and literally have my first One-on-One session with a Mac rep this afternoon. My focus: to work on mail and calendars. Been using Gmail, have an iPhone and haven’t been thrilled with my system. I’m hoping the heavens part and begin singing after today’s session.

    XMind and paper for mind mapping and brainstorming.

    Delicious.com for tracking online content.

    Will check out some of the list tools people have mentioned here.

    Thanks for the opp to contribute. And learn.

  80. I’m very new to the GTD system (and extremely impressed with it). I’ve been using emacs orgmode. It’s really flexible and powerful, but not well suited for people with no background in (or no fascination with) the unix/linux/emacs world. It you are a linux or unix obsessive like me, you should give it a try, even if emacs isn’t your favorite text editor (you could think of orgmode as a standalone application, and just ignore the other stuff emacs does).

  81. I use Tomboy notes and Ubuntu One to keep my GTD system. Tomboy is where I keep all my lists, my inbox, and any other notes and thoughts that pass through my mind. Ubuntu One is where I keep them backed up for quick restoration should my laptop crash or fail.

  82. I use Omnifocus for Iphone and Mac. I have tried almost every app for GTD and this and Todo is a close second

    I use Ical and Mobile for calender along w my Moleskine notebook calendar.

    Been back and forth with Evernote and the lot but always end up capturing via analog on mini moleskine or notepads.

    Picked up the Dragon dictation app for in car email and text dictation and it works pretty good for a free app.

  83. ToodleDo for Next Actions (PC, web, iPhone)

    Evernote for everything I want to save (PC, web, iPhone)

    Moleskine notebook for note taking (I scan all my entries and tag them in Evernote)

    Outlook for calendar, which syncs with iPhone using MobileMe

  84. I use Achieve Planner (AP). It was through AP that I heard about David Allen and the GTD system. The AP software was built to implement the GTD system and now that I am reading GTD, many of the features built into the software are beginning to make much more sense, increasing its utility. I’m still on the learning curve, but AP allows planning by time blocks, syncs with Outlook but is not a plug-in. (This is a plus since I’ve had nothing but fits with any Outlook plugin I have ever used.) My system is quite simple, which is what I need to integrate life and work. AP is a great tool.

  85. REX wireless ToDo Matrix – Allows me to do everything via my BlackBerry. Haven’t figured out a good goal tracking app yet though.

  86. 1. Where do you keep your lists? Your calendar?

    Lists: Things
    Calendar: BusyCal

    2. Do you sync to a handheld? If so, what is that?

    Your favorite collection tools?
    GTS Notetaker Wallet

    Killer desk supplies?
    Inbaskets (3)

    Project planning, brainstorming and creative mapping tools?

    What else??
    Paper planner for meetings, brainstorming offsite, etc.

  87. An A7-sized notebook form collection

    MonkeyGTD: a web app synking to their server. It could equally well sync to a local file, such as on an USB memory stick or some Dropbox file. In any case, I have my tasks and projects wherever there is internet.

    To less extent: Freemind, Emacs org-mode, Evernote. All are cross-platform solutions.

    Allmost not at all: GTDInbox. Mails are neither tasks nor projects for me.

  88. I’m more of a creative, artsy-fartsy type. I can’t stand “killer apps” but love my Moleskine monthly planner. It satisfies my inner Hemingway with plenty of room to keep me on track with my fast-paced life. For my lists, I use a simple Excel spreadsheet and print a page to carry tuckedinto my Moleskine.

  89. I’ve got to agree with Ian (9.12.09.) A Palm PDA and Palm Desktop(PC) software is the fastest most suitable system that I have found in 8 years of using GTD. I use Macs at home but the lack of a suitable Mac replacement for Palm Desktop is the only reason I still use a PC for work. The big problem with software designed to do GTD on Macs are that they tend to be designed with ‘Tasks’ in mind whereas Palm Desktop combines all the Apps you need for GTD in one sync. I use Outlook for work Email but found using Palm Desktop much faster than adapting Outlook for use with GTD.

  90. I decided to go retro instead with 2 filofaxes, after being tempted by a PDA or iPhone.
    A personal size filofax for the main stuff & a mini as a wallet, calendar & for errands/notes.

  91. I am a big omni focus fan but as 80% of my day is spent behind a PC (sync’d to my BB) I have used Outlook for the last 12mths.

    I customised the Tasks and now manage all my lists this way – it’s great for assigning tasks (waiting on) to the people who work for me. I can also print them out or acces them on my BB.

    The best device I have is my A5 Filofax. No calendar, just lots of home printed GTD lists. Its with me in all my meetings and works well.

    Still searching for a good mind mapping tool – ideally web based. Any ideas?

    I made a list on my top 10 tools on my blog last year – http://www.phillipjenkins.co.uk/2009/12/10-top-productivity-tools/

  92. I’m amazed no-one has mentioned The Hit List app for Mac, I used it for a while and loved it, but have sadly switched to windows recently and still miss The Hit List.

    I’m using a freeware GTD app for windows called TimeGT, which is really good as well, but nowhere nearly as nice to use as The Hit List.

    I also Love evernote for capturing all kinds of info and I use Feedly add-on for firefox as a feed reader, webpage saver.

    Mindnode for mac was my favourite mindmapper and I’m still on the hunt for a Windows equavalent, but freemind is not too bad.

  93. I use Black Berry “Tasks” and Outlook “Tasks” to enter and review action items. Everything synchronizes together and both have filtering and search functions for viewing individual action lists. This is a simple, efficient, and effective system for me! I like simple!

  94. Capturing: Blank A5 size paper and a MontBlanc ballpoint pen. Plus OmniFocus.

    Project and action lists: OmniFocus! I started out with it when I learned GTD and I’ve never looked back… Use it on iPod touch as well.

    Calendar: iCal + google calendar. Syncs to the iPod via calenGoo.

    Project planning: Directly in OmniFocus if not too big. I add outlines in OmniOutliner, drawings, diagrams, charts in OmniGraffle or bigger project plans with OmniPlan.

    Areas of Focus: OmniGraffle plan with lots of links and attachments and notes… love that app!

    Brainstorming, mind mapping, creating at the higher horizons: OmniGraffle of course!

  95. I gotta have my Emacs. Without it I’m way less productive when programming. 😀

    I wrote Breevy (http://www.16software.com/breevy/) which you might find useful. It’s basically like AutoText but you can use it anywhere. You define abbreviations and configure their corresponding replacement.

    For example, perhaps you’d rather type ’eml’ instead of your e-mail address. So then you’d tell Breevy that whenever you type ’eml’ you want it to replace it with ‘[email protected]’, or whatever your email address is.

    Then, whenever you type ’eml’ in any app, Breevy will replace it with ‘[email protected]’ instantly. Same goes for any other abbreviation you configure to have replaced with something else.

    You can download it here:


  96. I would recommend checking out http://www.Gtdagenda.com for an online GTD manager.

    [Editor note: Dan did not mention it, but he is the developer of Gtdagenda. Reminder please to all developers who are using this post to promote your products–please let our GTD Times readers know if you are in some way involved with or could potentially profit from, the mention of your product. That way the readers know your intention in posting to GTD Times.

    To all readers & commenters on this post, or anywhere on GTD Times–as you know, GTD® is “tool agnostic” and there are very few tools that we specifically endorse or profit from. Products listed here are not officially endorsed by or affiliated with the David Allen Company. They are suggestions from your fellow GTD enthusiasts in the community. Check them out and see if they work for you. Those that we do have a partnership with are listed here.

  97. Omnifocus for Mac and Iphone
    Gorgeous notebooks from Japan and Korea for my Notebook Inbox
    Supercute ponybrown planner from korea
    Pilot g2 pens
    Evernote for anything and everything else.
    Post it notes for my day plan

  98. There are a lot of good task managers and software for notetaking out there but I dont’t always have my pc at hand. So in this case I’d have to write it down on a piece of paper and put it into my pc later on.
    I’m a lazy person and I know that I wouldn’t be able to persevere this very long. 🙂
    I tried out the built-in task manager of my BlackBerry Storm but after some time my task-list got somewhat chaotic.
    So as I’m a software developer I decided to create my own GTD-centric task manager that’s very simple and easy to use – DoItGS (http://www.doitgs.com). I use this little piece of software to manage all the projects and tasks that I have. All appointments go to the built-in calendar-application of my BlackBerry.
    I dont’t use any paper – even all my notes go into the notes-application of my BlackBerry because this is the device I always have with me and so I don’t have to write something down on some paper temporarily and carry it over to some software on my pc.

  99. Jello Dashboard, because it perfectly and simply complete Outlook with GTD steps layer.
    Outlook tasks and calendars synced with my Windows Mobile mobile phone.

  100. Finally found a system I love. I am using a Google Nexus with RTM, Astrid, and Evernote for the ultimate gtd system. Finally a fluent system in which to work under. Feels so good.

  101. Amazed noone has mentioned “Life Balance”.

    It is for mac, PC and various PDA’s (inc iPhone). I use PC and my trusty Handspring Visor PDA (circa 1999!).

    This amazing app allows me to structure every single thing in my life from goals right down to smallest action in tree structure and assign places (in GTD speak “contexts”) to each action.
    So when I am about to make calls, I get it to show me all actions that are calls etc.

    By assigning importance at any point up and down the tree, I give it all the info it needs to prioritise the actions on a given context list.
    Items at a given level can me mandated to “complete in order” or not, so it never shows me thing I can’t do yet.

    Call a guy and he’s out all week ? Set the due date to next week and he disappears from your call list until next week.

    Sync from PDA to office PC in the morning, sync back and carry it all home in the evening. Always have it with you in case.

    GTD sounds like very hard work without a tool like this – I’m amazed anyone has the patience to do it on paper.

  102. – TodoMatrix (Blackberry)- Syncs with Outlook .. and you can choose if you want a folder to NOT sync with Outlook (keep private)
    — One “drawer” with multiple “client folders”
    — One drawer called “Projects” – Here I keep ALL projects – personal or business – (All projects other than ‘client-related’ activities are in here.) – Each project is a folder, and actions go in the folder.
    — One “Someday/MayBe” Drawer/Folder
    — I also keep the following “Drawers/Folders”: Purpose, Vision, Goals, Areas of Focus and Checklists.

    In addition to ToDoMatrix (which I’ve been using for over two years), I use:

    – + RexDesktop (Online companion to ToDoMatrix)
    – + Outlook (required at work)
    – + Gmail (personal email, subscriptions, etc)
    – + Google Reader
    – + Delicious bookmarks (with a TAG called “inbox” … which is processed during weekly review.
    – + OneNote


    OneNote (2010) is THE centre for holding reference information. // However, any ‘reference info’ that I may need with me at all times (such as “shirt size”) is also kept in my “Checklist folder” in ToDoMatrix”

  103. 1. THINGS – for daily, weekly and monthly tasks. Auto Syncs with iCAL for tasks and to dos.

    2. POMODORO TIMER – tool for focusing

    3. iCAL (and GCAL) – main calendar tool – I input all my shedules here. If there are office/business related schedule I want published, I autosync it with GCAL.

    4. EVERNOTE – repository of all things read over the net.

    5. NOKIA 5800 – I know, I should’ve gotten an iPhone, but this has worked for me quite well over the years and I’m a traditionalist. I put all of my mobile reminders here. I turn all SMS into actionable items here. I make sure I clean out my inbox at the end of every day. I also save financial transactions over the phone and record in Moneydance later.

    6. iSYNC – syncing tool between iCAL and NOKIA 5800.

    7. RESCUE TIME – for tracking. GOALS section of Rescue Time also makes me more productive. It’s also my way of checking patterns of productivity and distractions–I do this analysis at the end of every month.

    8. KLOK – time tracking tool. Tracks time spent on projects and clients.

    9. MONEYDANCE – to keep track of my finances.

  104. THINGS as my list manager and digital collecting tool (but not satisfactory)
    MOLESKINE as an analog collecting tool
    GMAIL for all mails
    GCAL for appointments and main view of major projects to come
    iPHONE for putting things in THINGS, taking pictures, voice notes (but too slow)

  105. I use OmniFocus for Mac, iPhone & iPad to track all things GTD and don’t believe I could function anywhere near what I’ve come to know as capacity without it. It has helped me seriously step up my game. I’m reminded of David Allen’s saying, “the better you get, the better you’d better get”.

    At this point, it would be very painful to have OmniFocus taken away from me. As such, though I have no affiliation with the OmniGroup, I’m definitely a stakeholder in OmniFocus’ success now, so there, there’s my full disclosure.

    OmniFocus is built for GTD and has everything you need for a proper GTD system in one place. It is very thoughtfully conceived software that is the most thorough GTD system I’ve seen.

    It is a little heady at first, but I’m thankful for every single nuance now that I’ve got the hang of it. Once you do get the hang of it, it sings!

    I’ve heard it said that there’s a really big difference between doing 99% of GTD and doing 100% of GTD. I didn’t get it until I adopted OmniFocus back in ’07 when it was in beta (or alpha, I can’t remember now).

    I use it much as you’d expect, but I also use OmniFocus to track various lists by creating them as Single Action Lists and setting them to On Hold. Examples of these lists are as follows:

    – Household Wishlist
    – Music Production Wishlist (Musical instruments and other tools I lust after for to further my obsession with creating electronic music)
    – Music To Listen To Someday
    – Books To Read Someday

    Should I want to check out from the library or buy a book that was on my Books To Read Someday List, I would simply move it to the appropriate list, such as my Shopping List (An Active Single-Action List). For the ‘On Hold’ Single-Action Lists, I set the ‘Next Review’ time to 100 years from now, which safely keeps it’s contents from cluttering up my Weekly Reviews or the Context Views from which I work for the time being. 🙂

    Regarding the Weekly Review, the Mac, iPhone and iPad apps each include a very good Weekly Review function. Most projects I review on a weekly basis (the default in OmniFocus & GTD), but I have the freedom to set longer review intervals for some of my longer-term projects. On a weekly basis. I mostly use the Mac app for weekly reviews, but I’ve come to love the iPad app for this purpose. There is something therapeutic about taking my iPad out onto my covered patio every Saturday morning with tea or coffee and making sure I’m clean and clear on all of my projects and commitments.

    I use Mail.app, the Mail program included with Mac OSX, as does most everyone in my company. OmniFocus for Mac includes a great utility which lets me very easily capture tasks from any email in Mail and move them into OmniFocus, complete with automatic dynamic references back to the appropriate email and a time and date stamp of the email. If I move the email to archive or another folder, the link is always preserved.

    I use iCal for Mac and iPhone for keeping up with my calendar, my wife’s calendar and everyone in my company’s calendars (as needed).

    I use MindNode Pro for Mind Mapping and create all of my spreadsheets and documents within Numbers and Pages, two applications that are part of Apple’s iWork productivity suite.

  106. I have to concur with Michael’s assessment of OmniFocus – I havn’t been using it as long and am a bit further behind, but it looks like the near-perfect tool. (Full disclosure – no connection with Omni.) Although I also use the Mac and iPhone versions, the iPad app is just that much better. The touch interface seem that much more natural.

    Outlook notes for things I need access to all the time but it is the weak link in Outlook. I do actually run my goals on here because I like to have them with me for weekly review wherever I am in the world.

    OneNote for more detailed lists that do not need to be readily available.

    Yes I run a Blackberry Bold and Blackberry Exchange at work and the sync is automatic for email, tasks, notes and calendar.

    1. Outlook inbox for emails.
    2. Physical inbox at work and home office.
    3. Vlingo app for Blackberry to add tasks in the car or out and about. This is way cool and works a treat. (Tip if you are Australian, select English not American voice recognition)
    4. A4 Pad and pen in my folio for meetings. I annotate with a G in a circle anything that needs to go into next actions.
    5. ScanR app for blackberry which enables me to photograph documents/businesscards/whiteboards and get them back as PDF’s or VCF files for filing.
    (Also very useful if you are overseas and need to execute a document and send a digital copy.)

    Brainstorming I use a pad and paper.

    Support Material I use OneNote and link Outlook projects categories to a OneNote folder as required.

    REXconnect APP allows me to turn an email on my blackberry into a task/appointment/note.

    It also allows me to turn tasks/notes into SMS, and calendar appointments into email or sms. Very useful.

    I played with a few tools for Outlook and Blackberry but have gone native again.

    My Outlook set up has two extra tweaks on the DAC guide. I preface all my context categories with A- rather than @ because older versions of Blackberry OS wouldn’t sort on @ very well.

    I have set up a rule in Outlook for sent emails that I want to become A-Waitingfor actions. I simply tag the email with the A-Waitingfor category and the rule then automatically asks the recipients for a read-receipt and sends the email to a “Waiting For” email folder”. I have outlook 2010 and have set up “Inbox” and “Waitingfor” in my favourites. I then process the Waitingfor emails to next actions each morning when I do my emails. (Tip, you can get the email rule to remove the Waitingfor Category from the email before it sends it which saves a lot of questions from people wanting to know what it means.)

    In addition to @projects, @agendas @calls @errands @computer @home @waitingfor @office @somedaymaybe I have added

    @away because I travel to 5-6 international destinations frequently and I collect actions notes in an outlook task defined by destination (just like agenda’s for people)

    @study to distinguish between things to do at home in the study and things to do at home out of the study as I find I need to allocate separate time to these areas to ensure I get out of the study.

    I will continue to try new apps and tools but simple is almost always best and I don’t mind throwing out a tool that doesn’t work.

    I have concluded that Outlook is my main GTD processing tool and my Blackberry is mostly a window into my next actions, lists, calendar and contacts but I can process on my Blackberry if I have to.

  108. LOVE OneNote for storing needed information, or keeping tack of the communication/status/history of a situation/Next actions (which can then be sent to Outlook tasks from one note with a click of a button. Task has a link to the info in one note, and onenote links to the task.

    My company has switched to Google Apps, but I am able to synch with my outlook…allows me the best of both worlds for calendar and email processing, but does not yet synch tasks, so still in Outlook (alone) for tasks.

    Mobile solution is old school…something about writing that helps me remember!

  109. My favourite killer app for GTD is definitely Lookeen! http://www.lookeen.net
    Outlook is sometimes really annoying, but Lookeen makes it fortunately endurable! I save a lot of time with this tool, in work and private!

  110. My spouse and I absolutely love your blog and find a lot of your post’s to be precisely what I’m looking for. Would you offer guest writers to write content to suit your needs? I wouldn’t mind composing a post or elaborating on a lot of the subjects you write concerning here. Again, awesome blog!

  111. Hello Earnest — thanks for your inquiry, and your interest in GTD. At this point we are not using guest contributors for GTD Times.

Leave a comment

Your email address will not be published. Required fields are marked *

This site uses Akismet to reduce spam. Learn how your comment data is processed.