Using Outlook tasks for GTD method is one of the most popular practices in modern time management as far as this product is one of the most widespread tools in the world. The point is learning how to simplify your approach, because sometimes users complain of wasting more time for managing their to-do lists than actually doing them. In this article we are trying to provide some help to those who want to be just more effective in using GTD method. As a result of trainings and experiments, advanced users can recommend the following tips:
- The essence is that you shouldn’t be crazy about details trying to create a dozen of folders, sub-folders etc. Be just simple as only possible.
- Use just a few categories to sort your actions – for example category @ACTION can be dedicated to actual things you need to do (better in work-related context), @Appointments is for events you need getting ready to, @Personal is for home-related things, @Someday is for things that it would be good to complete as soon as you get a chance.
- Keep focusing on current things, review your tasks minimum once a day to clear out the completed items and to add new items if necessary.
- Customize your view to see tasks grouped by categories (you can find detailed instruction on this in tips in Help menu of this software).
Actually if you want to practice GTD you don’t need such complex and expensive software as MS Outlook while you have simpler and less expensive alternatives. For example VIP Organizer that is personal to-do list manager with possibilities to categorize, group, filter and prioritize your tasks. This tool is very intuitive and doesn’t require reading complex tutorials like tutorial, but can be completely mastered during half an hour.
To manage you actions – do the following:
- start your GTD software
- create task categories (@ACTION, @Appointments, @Personal etc.)
- fill categories with appropriate tasks
- set interface to show your tasks by categories
- get things done and removed from the list