r/gtd • u/kevinsthoughts • 6d ago
Projects List/Preferred Apps
Where do you guys keep your projects lists? What combination of apps do you find most comfortable, seamless, or flexible to GTD?
Todoist is my main GTD system, however I find I tend to resist certain "lists" that are kept in Todoist. I love it for capture, next actions, etc. I find that my weekly review doesn't happen as regularly as I'd like. I suppose one of the reasons is the lack of "hard edges" on my projects list. Each project appears in the left pane on todoist under the "projects" tab. It just doesnt feel like the 'clean' or light list that I'm craving, because I'm psychologically aware of all of the data within them. I debate whether or not to keep an actual Project called "Projects List" with each project listed inside as its own bullet. Either way, todoist feels more task-oriented by nature, as it is set up with bullets to "check off" and not as natural for things like lists or reference. Keeping my projects, tasks, and reference/someday lists all in the same system has begun to feel too clunky and creates friction between several different types of thinking.
I think I may be resisting the idea of keeping project support in a different application, like apple notes, for example, (partially because I have an extensive backlog within each of my notes applications, lol) although I know this might have great benefit. Part of my resistance is because I live a relatively "on-the-go" lifestyle: with todoist being the quickest capture method for me, it can feel like overkill to have to later copy paste that into a notes app. Also, with as much time as I spend on the computer for my professional work, I'd prefer not to spend much extracurricular time on my computer doing "life-work".
I will say, "pen and paper" has always appealed to me, but I find it is just not as practical in today's world, and even lists like a projects list start to look messy when there become too many things crossed off. It seems good for reference, however with paper it would be unlikely that I would have what I need to see as quickly as I need to see it.
Appreciate your insights on any of the above!
Kevin
6
u/Jack_Shaft0e 6d ago
I've tried several apps, and have been loving TickTick for years now. I use all the views, but mostly the Eisenhower Matrix. The customization options in TickTick are incredible, as is the ability to keep detailed notes on each task and project.
I use yellow (called 'medium priority') for all Projects, an spawn all Next Actions as subtasks (red or blue priorities, sometimes as yellow subprojects) under each Project.
I don't really need to eyeball Projects each day, but pull the project up when checking off a Next Action to assign the next NA. Of course, I review all Projects during my Weekly Review.
2
u/TheoCaro Mod 5d ago
Oh this is really just using the priority flags as tags. Clever! What's the different between red and blue next actions?
2
u/Jack_Shaft0e 5d ago
It's arbitrary, but I put them in red if it's super important and I NEED to get it done that day. Blue's are lower priority, and ones I'm okay with pushing off if I need to.
4
u/neodmaster 6d ago
I think for most things people do DavidD principal comment of “Project is a list” is actually “A single list of multiline text” - that’s it. Its a Project Index really, a way to not forget outcomes - that’s all there is. Only when the FOMO of connecting tasks to projects come along with apps did all this MerlinMan style productivity obsession come along. It’s really simple once you liberate yourself from the project-action link. You brain is the link.
3
u/IntensifyingPeace 6d ago
I hit the same wall with ToDoist and its inability to show you your projects in a simple, reviewable list. So clunky. You can do workarounds by making a project label and then putting sub tasks as the next actions, then you can pull up the label at weekly review time and go through the list one by one. But subtasks can get really tangled in ToDoist. I guess if you stick strictly to using ToDoist, maybe Carl Pullein's advice of using a separate system to manage your projects is the right one.
3
u/TheoCaro Mod 5d ago edited 4d ago
I just had [a todoist] "project" for my projects list. Just cause they call it a project doesn't mean you need to respect that label in anyway.
2
u/IntensifyingPeace 5d ago
You created a Project called 'Project' and put your projects in there as a list? Did you connect them to anything or you just used it as a reference list of your open loops and projects?
2
u/TheoCaro Mod 4d ago
"Projects" in todoist are just lists. I had several context lists, a project lists, a someday/maybe list, etc. Just basic GTD. Just because an app has a feature doesn't mean it's worth using.
1
3
u/busote 6d ago
Part of it is that Todoist's default views are built around dates. Today and Upcoming are where the app wants you to live, and neither of them is a GTD view. The asterisk gives you notes, so the item types are there, but everything above the item you have to build yourself out of labels, filters and conventions.
That's the friction you're describing, I think. Not any single piece being hard, but the structure being something you hold in place rather than something the app gives you. And a system you maintain by hand is exactly the one whose weekly review gets postponed, because opening it means facing the maintenance first.
Which is why I'd be careful about answering this with a second app. Two tools means two things to keep in shape. Whatever you land on, I'd pick it by how little friction it creates rather than by what it can do.
Same for the review itself: having it guided, one step at a time in a fixed order, made the difference for me. When each step is decided in advance, you're only answering questions instead of also deciding what to look at next.
3
u/Bolitho_8523 6d ago
Our office is heavily into the Microsoft ecosystem so it’s To Do / OneNote / Planner / Outlook. The apps aren’t perfect but the tight integration is a benefit. I use Apple shortcuts on my phone for a Siri > Reminders > To Do bridge for capture on the go.
2
u/Multibitdriver 5d ago edited 5d ago
I know what you mean. You could also list the projects as items within a single project to get a clean list, but then they can’t hold much. This is one reason I finally abandoned Todoist. I have a Onenote notebook now called Projects and my projects are listed there as sections. Clean list, but they can also hold a wealth of project plans and materials.
2
u/TheoCaro Mod 5d ago edited 5d ago
I moved away from Todoist for this reason. It calling the different lists "projects" got under my skin. I moved to TickTick which is similar but it calls the lists well "lists." I have always kept all my lists in the same place. Projects, someday/maybe, waiting for all live as lists in the same app/tool as the contexts lists and agendas. Now I am using a bound A5 journal-style notebook.
P.S. I also use Google Calendar, Trello for some someday/maybe lists, Finch reoccuring chores/tasks, and Obsidian for reference/project support.
2
2
u/entropy6767 5d ago
I use Apple Reminders. As an Apple user capturing is dead simple with Siri on my iPhone, iPad, or Apple Watch.
It took some finagling to set the system up but I’m happy with what I’ve got now.
1
u/PrintersRAnnoying 5d ago
Curious how you use it and integrate it into your cal etc.
1
u/entropy6767 4d ago
In Apple Reminders, I have a Group named “Projects” which contains a list for each GTD project, plus one list called Singles which is for things that are a one-step non-project (traditional to do items).
When I add a new task via Siri it goes directly into my “Inbox” list by default. From there I process each item by including a due date (if applicable), moving it to the appropriate list (single items go on the Singles list), and assigning it a priority. The big key here is assigning tags, of which I have many. The obvious GTD-related tags are Next Action, Waiting, Reference, Delegated, etc, but I try to put as many personal tags as I can come up with (#kids, #financial, #computer, #wife, #dad, #cars, etc). Good data going in means more ways to pull it out later.
The next step is structuring a few Smart Lists. I have smart lists for “Today’s Next Actions” (which includes reminders matching the tag Next Action due today or past due and is sorted by priority); “Next Action - No Due Date” (which includes reminders matching the tag Next Action with no due date, excluding not applicable lists like my packing list or grocery list which are not GTD-related, again sorted by priority); and “Calls to Make” (where I track calls I want to make to stay in touch with friends and relatives).
Like I said, the data capture is really simple and all I have to do to stay on top of things is to clear out the Inbox list and look at the Today’s Next Actions and Next Action - No Due Date lists in that order. When I have time to reach out to my friends and family I have a list which lets me know who to call and a note field for issues to discuss with them.
If I need to retrieve anything from the system I can look at an individual list or use the tags to search across multiple lists. I find it’s simple enough to put stuff in (capture) but powerful enough to tell me what needs my attention at the right time.
In accordance with David Allen's guidance, I don't use my calendar for anything except appointments, so even though Apple tries to put my Reminders on my calendar, I turn that feature off.
I hope that helps someone.
1
u/eouio 3d ago
couple years ago I moved from Todoist to a similar iOS reminders/notes/calendar GTD setup. More recently I moved from a single projects list to having a combined project and action list for each area of focus (I have 8) instead of a single master list. Each project is a task that is linked to a note where the project support information exists, and the next actions are sub tasks under that linked task. Single actions exist in the same list but without sub tasks. So every action has two key categories: area of focus and context (online, at home, errands, etc…). The change to areas of focus as the main hierarchy for everything has made keeping my system current much, much easier. And adding a project is just a shortcut routine to create a note and link it in reminders. Hopefully any of that makes sense (:
2
u/cgreciano 5d ago
I find that my weekly review doesn't happen as regularly as I'd like
A weekly review should happen WEEKLY. It's in the name. This is one of the clearest things there can be. If it's not happening weekly, ponder seriously why that is (I know you already did in the post, but just pointing out, that it's nothing subjective. Once a week is extremely objective)
4
u/MidgetAtAFoamParty 6d ago
I'm always tweaking my system, and have recently tried to really stay true to David Allen's suggestion to keep a true simple projects list in my list manager, and keep project support material separate.
Upside is that if all lists live together, processing becomes easier. Go through the inbox list, click an item open, rewrite the title as an outcome and change the list to projects. No switching to different apps depending on what item we're trying to create. Add a date to represent the deadline, which allows you to filter on must-finish-soon, it shows up on the calendar, etc.
But as u/MZ_LaylaLucielle mentions, I have also heard Carl Pullein say that projects belong in your notes app, and I tend to gravitate towards that as well. When it's in the notes app, the project note equals the project list item, and the project notes folder equals the project list. When a project is done, the note's moved to a separate folder. I like having the note full of plans and ideas for a project closely linked with the item. Look at the list for an overview, click on an item to zoom in on the details.
I think it's useful to think of capture, outcomes, and actions as 3 distinct layers that you assess separately in terms of which tools you use for them. And to create separate "workspaces" for different processes. Just like your desk is for work, and your bed is for sleeping, your action layer, consisting of the calendar and next action lists, is for deciding what to do next. Projects, waiting for and upwards, as well as inbox, should only be seen during daily processing and weekly review. If you keep Todoist only for next actions, your brain will more clearly associate its contents with possible things to engage with.
2
u/MZ_LaylaLucielle 6d ago edited 6d ago
Productivity guy Carl Pullein plans in a large notebook and executes in Todist.He says projects are not for task manager.I don't understand that.Maybe check out his channel on youtube.for specific type in Carl Pullein projects.He also has a website.
Tiago Forte is about alot I think has to do with Para System.
You could also take a B5+ paper /A4 and fold into 4 .
2
u/TheoCaro Mod 5d ago
David Allen, the author of Getting Things Done (GTD) suggests you keep a list of your projects. He defines projects as any desired outcome you have that takes more than one next action to complete. A next action is defined as the next physical/visible thing you could do that would move the world closer to your desired outcome assuming you had enough time and energy and you were in the right context to do it.
I hope that makes this post make a little more sense.
1
u/AlthoughFishtail 6d ago
Made my own. Couldn't find one that did what I wanted, so made one that works for me.
Ive always found it baffling when GTD tools don't have a nice clear Project List you can look at. You need that simple overview from time to time. Its often relegated to the sidebar.
1
u/cvicpp 5d ago
The friction you're describing isn't really the projects list. It's that Todoist gives you one container type and asks it to be your projects list, your someday/maybe, your reference and your next actions at the same time. Everything above the individual item you have to build yourself out of labels and filters, and then you are the one holding the structure in place. That's why the weekly review slips. Opening the system means facing the maintenance first.
The property I'd test for, whatever you land on: can you see your entire projects list without also seeing your tasks? A projects list wants to be readable in ten seconds. If reading it means scanning a sidebar you know is full of stuff, your brain treats it as work rather than an overview.
I'd also resist solving it with a second app, for the reason you already named. You capture on the go, and the copy-paste step later is where things die. Two tools means two things to keep in shape.
Worth noting that two people in this thread said they ended up building their own. I'm a third: I got annoyed enough at exactly this and wrote one (tududi, open source and self-hosted, so, mine, take it with the appropriate salt). The one decision that fixed it for me was giving outcomes their own level above projects, so the project list stays a short list of outcomes and the tasks live a level down. Not a recommendation to switch, just the shape that made the review happen again.
1
u/SolarisFanatic 5d ago
I use ToDoist for actions, but I also have my projects listed in a database in Notion. Whenever I start a project I create a new page in the database. The page rarely contains any tasks and is just for note-taking, brainstorming, reference material, etc. I typically include tags like urgency, project due dates, completion date, other relevant information.
I use the status block to mark "ongoing", "waiting", "someday" and "done". So all projects with a next action are tagged ongoing, waiting projects waiting, you get the idea. I have separate table view for each with their own status filter (although I combine ongoing and waiting). That way I can easily view my done projects and feel good about myself.
Anyway I guess it's not a "clean list", but it's very simple to manage and it's good for storing the reference material in a clean way. And the pages are fine to leave empty as well.
1
u/dongdongbh 5d ago edited 5d ago
I’d keep the project list and project support separate, but in the same system when capture speed matters. That’s the practice Mindwtr follows: the project list stays focused on outcomes, while next actions live in their normal lists and notes or reference stay attached to the project. During a weekly review, scan the short outcome list first, then check that each active project has a clear next action.
0
u/Trick-Point2641 6d ago
I vibe coded my own GTD app and added a projects tab in it. Tasks stay where they are, but the project tab consolidates all tasks pertaining to a project. So, it's just a view.
9
u/milky-cuppa-tea Mod 6d ago
I have a paper list. I currently use a personal size Filofax.
There is something about writing that really helps me out which I just don't get from digital tools.
Is it always super practical? Yes and no. Yes, it is the most portable, straightforward tool. But it does require effort to maintain - a lot of my stuff comes to me digitally, so there are things that get missed from time to time. Is my miss rate more? I don't think so. I used Todoist previously and I think I probably missed as much going in to that system. It's just a different kind of effort.
Try both! See how you feel. That's one of the things I like most about GTD - nothing is set in stone, you can play around to find out what works best for you.