My System is Broken. Help!

July 2, 2009  |  Get More Done

Post by David Pierce. Find me on Twitter.

2498445479_7745a93fb5.jpgSo, as we’ve all figured out by now, you (the readers of The 2.0 Life – a smart, attractive bunch) are much smarter than I am. You’re constantly alerting me to the best and the brightest of the Web, and engaging in fantastic and fascinating conversation on this blog and elsewhere.

So now, in an effort to solicit the fantastic advice and genius of the readers of this site, I’m hoping you can help me.

My productivity system is broken. I’ve got a perfect, foolproof, loophole-free system – and I just don’t use it.

It’s got too many parts, too many things I have to check, and not enough ways to put in front of me what I need to do.

My System

Here’s how my system works at the moment:

Everything starts in one of three inboxes: Evernote, email (I use Gmail and Postbox), and a physical inbox that hardly ever gets any use. The only thing in it at the moment, actually, is a speeding ticket… But anyway, that’s where everything starts.

Then, from there, things go into one of three places. Definite actions go into Remember the Milk, calendar events into Google Calendar, and things I want to do that don’t have firm due dates or contexts stay in Evernote.

What I Want

I, simply put, need a system. My inboxes are going to stay the same (I LOVE Evernote), but the rest of the tools are negotiable.

I’ve got a new Macbook Pro, on which I’m writing this post. I’ve also got a Windows PC, an iPod Touch, and a Windows Mobile phone. Any system I use needs to be at least quasi-functional with all of these.

I’m constantly on the go, and frequently without an Internet connection. This, over the years, has been my biggest beef with my system – RTM, for instance, loses tons of functionality when used offline. I can’t be counted on to be near my computer, and I need a system that doesn’t require an Internet connection.

Otherwise, I’m flexible. I need a calendar, a to-do manager, and a place to capture all my thoughts and ideas. Right now, within a system I’ve spent endless hours creating and refining, things are slipping through the cracks because this perfect system just doesn’t work for me.

Any and all advice is appreciated. I’m hoping this will be an ongoing conversation, because my hunch is that I’m not the only one going through this type of problem. Let’s work together to figure out what works best for each of us.

Help!

Liked the post? Share it with somebody!




  • jack_roberts
    Thanks Bruce. I had never even heard of NoteFrog (what a name), but downloaded the trial based on your comment. I'm always looking for something similar to my old favorite infoselect + I like to try new things out.


    NoteFrog comes as close to infoselect as anything I've found to date. I love the "free format" it almost forces on you, and your tags suggestion was golden :) - and the website didn't seem all that bad to me (no offense David :).



    Still have a week left on my trial, but I'm pretty sure I'll become a customer. They just released a new version, which has a few new selections which I find usefull too.



    And thanks David, been a lurker of your column for some time now - in and out. I'll make a point to follow a little closer. Almost missed this one.
  • jc20
    I'm a heavy google user. i gave their tasks more than one peek, but am still using RTM ... for now!
  • Max
    I would love a Peek at the peek. Or visa versa.
  • About tasks that have been missed, it really hasnt been a problem for me. I am at my computer daily so I always check my calendar nightly to know what is coming up the next day. If I see a Task I missed, I'll just move it ahead. Been working for me but I can see how that can be cumbersome, but to me easier than using another tool.


    Agree about Dial2Do - Also switched to them once Jott lost it's "free-dom"



    Download a different browser to your phone if you can. Opera is good, as is Skyfire, which even supports flash mildly. Firefox is also coming out with a Mobile browser too.



    I love my Touch Pro. My wife hates it because I'm always messing with it and she is tired of it, but it really does everything. Very glad I have had it the last 4 months.



    Good luck



    Anthony
  • I've been thinking the same thing about RTM - my only problem is that GCal doesn't sync the Tasks with, well, anything. If I don't get something done on a given day, I never liked having to manually move it to the next day, or else it won't get noticed again. How do you deal with that stuff?


    Dial2Do is AWESOME! I've been using it for a while, ever since Jott stopped being free, and it's fantastic. I don't use it enough, though - time to incorporate that even further.



    I do have a data plan, but here's the problem: I don't like the browser on my phone. Granted, that's my problem, but I just find myself avoiding the stupid IE mobile browser at all costs. Maybe it's time for a new phone, huh? How do you like the Touch Pro?
  • I've been thinking about Toodledo - I used it back in the day, and liked it a lot. Not sure why I switched... Might be worth another look. And thanks for the tip about Pocket Informant! It's a perfect combination of to-do list and calendar, which the iPhone currently sorely lacks. Thanks for all the tips!


    Yours, of all the systems I've ever read about, sounds the most ubiquitous. Is that true? Do you find you've always got a way to enter, do, and review stuff?
  • David
    Evernote-check. GMail -check. GCal-check RTM-uncheck switched to Todoist for Projects and next actions. I also use a Mead Composition notebook for a journal. I take it with me and write down important info including things with will become Projects and Next Actions. They get marked with an * and when transferred to Todoist and a check mark above the * lets me know it's in my system. http://www.mead.com/webapp/wcs/stores/servlet/p...


    David - Defowler1 on Twitter Happy BD again.
  • Hey there, I use a quite similar Setup, except I changed from RTM to toodledo http://www.toodledo.com . It syncs with the todo-list in my calendar tool on iPhone (Pocket Informant), which in return syncs with my google calendar. Plus evernote on PC, iGoogle and iPhone.


    toodledo does a great job in separating and sorting todos, creating contexts and folders GTD style. Does everything RTM does but syncs it for free :)
  • I have 2 points that might help. I have been a RTM user along with GCal user for a while, but notice that RTM seems redundant as of late and have dropped it from my routine. I just put things into GCal which is as accessible as RTM in my opinion and does all the same features, unless I'm missing something?


    On another note, I highly recommend Dial2Do at www.dialtodo.com as it makes the effort of inputting things so simple. Quick phone call and it updates whatever service I need, whether it is RTM, Gcal, Twitter, Evernote or even to read things back to me, (though I rarely do that). I think it might help if you don't use it, or Jott yet.



    One more thing. Does your wireless provider have an unlimited Data plan? I never really find myself being "disconnected" as long as I have my HTC Touch Pro. I can browse any site and with the Google tools, plus Evernote, am always connected. What situation leaves you unconnected where your phone isn't enough?



    Anthony



    Anthony Russo

    Conferencing Consultant

    Great America Networks Conferencing

    arusso@ganconference.com

    www.ganconference.com

    http://blog.ganconference.com/

    Skype: anth.russo

    Twitter: @AnthonyRusso
  • Bruce, what an awesome idea! I LOVE the tags idea - setting an easily-searchable place for where you were working.


    Notefrog's really cool, actually (despite being a TERRIBLE website) - I love that it's local. Does it have any network/Web interface?



    Thanks so much for the tips, the <todo and <starthere tags have already entered how I work!
  • FWIW - I have used a beta program for a couple of months www.notefrog.com. It is simple note taking program that can be structured on how each individual works. It is on my local drive and do not need the internet. The search feature allows you to write your own language for finding things. eg I use <todo in note for things that must be done. I use <todo rather than todo as todo search would pull up every instance of todo, which may be valuable at time. You can tag notes to other notes, files, url's etc. You can have different db's (they call libraries, stacks, and items) but it searches so well I just use 1 db. It can publish to html but this needs some work. I use many, many times a day and now it is my goto program
    Note (if you get interrupted alot) I use a tag called <starthere handle the the interruption usually involves make fix on other project or note. then search <starthere and I am back to what I was working on.



    further note: I always look forward to the 2.0 life!!
  • To me, it is not. I have found myself doing more managing from my devices, leaving the computer for work. With the fact that it is all synced to central hubs (Evernote, RTM, or a Google Product), there is little switching. It allows me to be able to grab any device, or any combination, and know that I have it all. This enables me to totally trust the system. Senthil's comment about living in gmail is spot on, however a lack of connectivity causes that system to fail, since gmail disable gadgets when you are offline.


    Looking at it from the highest level, it is 3 inboxes, a calendar, and a todo list. They are all highly interconnected, yes, but if you spend a little bit coming up with your personal workflow (as it sounds like you have), it all becomes seamless. I would set up MilkSync, make sure everything works, and then not touch it. Leave the tools set up how they are and see if your issues stem from wanting to play with the tools too much vs. actually not having the right tools.



    You system sounds really solid, which is making me think that most of your issues with it are actually ubiquity issues. Am I way off base?
  • I think you're right about the OTA sync with RTM - I need to play with that a bit more. If it works, $25 (which I think I'm already paying, actually :) ) becomes a steal!


    I wonder if it's too many things, though - just too much to keep track of, and switching between. Has that been your experience at all?
  • I think you're definitely right. I desperately need to trim the fat on my system, and make sure everything is both centralized and working together. As best I can tell, though, my problem's not my habits: I do a lot of the right things, but my life is so all over the place (student, blogger, consulting, day job, etc.) that it's hard to keep track.


    I need to read ZTD again - I remember basically nothing other than that I loved it the first time. Thanks!
  • The one thing I got from reading your post is that you are using too many tools. Remember always K.I.S.S (not the band, but Keep it Simple Stupid). I do pretty much everything using GMAIL w/ Calender in sidebar, Legal note pad, and Tomboy notes occasionally.
    I'm pretty sure you've read Getting Things Done, by David Allen, but have you read Zen to Done (ZTD) by Leo Batula, which is based on GTD, Seven Habits of highly effective people and other productivity systems. ZTD simplifies everything and address the downfalls of GTD.
  • You and I have about the exact same system. For me, the key is OTA. I have RTM pro, which solves the RTM and no internet issue-the tasks on my WM phone and IPT are all there, and loses no functionality when I have no connection, and are instantly synced when I log back on. I wish RTM leverged gears better, but having it on the phone and esp. the ipod all but fixes that issue. Evernote's app is the same way-sync it OTA. Throw google sync for contact and calendar in there, and I have all my info everywhere. I have my inboxes, tasks, calendar, email, and notebook, all synced, on a total of 3 devices (MB, WM, and IPT). The $25 dollars a year is a great investment for RTM pro.
blog comments powered by Disqus