Hi Carl! The beauty of this set-up is the fact that no Next Actions project is needed. All single actions will show in their respective context automatically!
7:50 For that kind of checklist, I use a Evernote note linked to the "Routine" task. In the Evernote note itself, I can link to templates that I need and, for example for the reviews I do, also provide questions for myself. A tip if you're working mainly from the "today" view: Give your reoccurring tasks a due time of day, and the non-reoccuring no due time, just the due day. With that, you can order your routine tasks, and they're neatly seperated from the tasks that further your goals, because tasks with a time of day stay higher than even p1 tasks.
Thanks for the video it gives another view on using Todoist. I foresee issues as projects in life have a head and tail, they start and stop. Todoist has an archive function for projects so the project list only contains active projects. As far as I know you can not archive labels. So with this approach you label list will grow over time.
I agree, Aad. I would delete the label once the project is complete. The tasks remain so there's a record of what I did, and of course, there's the result of the completed project as a record of the project itself.
Very, very interesting video Carl. I've been thinking in this GTD setup for a while, but haven't implemented yet. I still prefer using labels for context than projects, now with the new pinning feature I can put them separately (errands, calls, ....), so it looks more GTD. Thank you for this video.
I agree, Julio, The new features in Todoist also allows you to have the Labels drop-down open all the time and you can now customise the mobile start page too, so there's a lot more ability now to create a pure GTD set up. 😃
Thanks for the video Carl. Glad you're trying this out as I really can't get my head around this way of organising! Guess I'm too stuck in the original GTD way of thinking and typically more project focussed.
I suppose I'm using it as a side-project. It's interesting and it's helping me to think of new ways of manipulating systems to give me a better list each day. The idea behind this is to force you to think in terms of contexts and not projects. GTD is, after all, all about the context, not the project. 👍
Here you go, Bilal, the Jim Rohn productivity video. This is gold and will change your thinking about time. Enjoy: ua-cam.com/video/aOWSmNcEBCc/v-deo.html
Hi Carl. First of all, congratulations for your so helpful channel! It is fun to see how pure GTD still pushes to use keywords and lists (in relation with "contexts" instead of labels (page 19) at the same time Omnifocus 3 main change is based in labels instead of contexts following Todoist philosophy, I guess. But for other side, in this GTD Todoist Guide, they do not recommend to use Todoist for GTD without doing some modifications to be aligned with the GTD methodology... It is all very confusing. Anyway, I will give a try and let you know.. Cheers!
It does work if you are a GTD purist. But as David Allen says, GTD is more of a framework that should be modified to work for the way you work. The basics of GTD does not change though. Capture, clarify, organise, reflect and engage. To me, working from contexts just makes sense.
Why check and uncheck the routine tasks every day? Why not set up tasks that are set for Everyday and just get rid of it daily? Isn't that easier? I'm new to Todoist. Thanks for the videos.
It seems that it's only possible to view completed tasks if the project is a project and not a label - isn't that correct. I find it hard sometimes to remember "did I do this or that" and then it's important to me to be able to see if I did it. A part from that I really like this alt setup.
No, not really. I find it a bit restrictive for me. I did play around with it for a while, but I have my own set up that works for me. This is for anyone wanting to create a pure GTD system. :-)
"single actions" means that you have a task (that would always be called a "project" in GTD-speak, but that's a bit confusing), but this task has just a single action. For a real world example: Bringing out your trash can from your home trash to your backyard trash can would be such a single action task. "next action" means that there's a task, or a real project, with more than one step. The "next action" is literally the next task you have to complete in order to move your project a little bit more to completion. In simple tasks, that is dictated by logic, in complex projects, that is often dictated by context, because many of the task that constitute that project can be done in parallel, maybe even from different people. Example again: On the day of the week where the garbage collection comes, it would be intelligent to 1.) empty your trash can one more time into your backyard bin before 2.) moving your outside bin to the street where the collectors will get it next morning. In bigger "projects" like the above example, you always have a "next action": First, it's jet again moving your home trash to the outside trash. After you completed that, your next action becomes moving your trashcan into the street. To conclude: No, it has nothing to do with the date, but with the complexity of the task/project. Next action means the next task you have to complete in the task stack of a bigger project. Single action means the task stack has just one task for the overarching task to be complete. I hope that helped.
No. The next action is the very next action that needs to happen. A single action is just a task that does not belong to a project. In a way, a single action is a project all on its own.
I came to ask the same question! Ty for this. So do you move a task from its project to next actions when it becomes the very next action to take on that project? I'm having some trouble understanding this because then it's sort of removing it from the project. I tried using the next actions when it was suggested a while back and a just couldn't get my head around it. Is there something I'm missing? Btw I have been using this alternative set up pretty much since the gtd guide came out and loving it! Ty for this update
Lacey R you don't move it you add a next actions label and then can create a filter for next actions. How do you handle shared projects with this setup?
I think that's because GTD focuses on contexts and not projects and this set up reverses Todoist's natural way of doing things. Not for everyone, but for people who want to set up a pure GTD system this way might work.
I didn’t like this set up; why don’t just make projects projects and labels context and when you go to see your outlook, just go to filters with the name and the search for the label and project on the due date? Thanks for the video 👍
I was also wondering the same thing. By using labels for context, you have the advantage of being able to assign multiple contexts to a single task. Although not strictly GTD, this does allow for better classification of tasks (adding “location” and “energy level” to a single task for example). This is something that will appear in Omnifocus later in the year and I believe is a trend in GTD in 2018. Also, by using Projects as Projects, you can ARCHIVE THEM when the project completes. You projects list also becomes self managing as the Projects tab gives you the list of projects. For me, I have my areas of focus as top level in Projects and the projects under these, allowing for clearer tracking of work at that level too. I really like the suggested use of Priority for the daily objectives and will look to use this in my setup. Also the Routines checklists seem like a potentially useful approach, although I tend to use labels and individual tasks to achieve the same thing. For example, my Morning Routine is controlled by applying the Morning_Routine label to any repeating task. I can pull together tasks from various projects into a single filter using this and crank through them. Sometimes, for more complex situations, I will link to a checklist in another tool, like Evernote or CarbonFin Outliner. As always Carl, you provide a lot of food for thought. Keep these coming buddy - you’re doing great work.
I think the idea with this set up is to force you to think in terms of contexts and not projects. Projects are really just placeholders for work that needs doing. The only way a project can be completed is through doing the tasks, and tasks can only be done if you are in the right place, with the right person or have the right tool. Strictly speaking, your energy levels, mood and anything else would be irrelevant if you are not in the right place, with the right person or have the right tool.
Fair point, Tyler. But if I had to make a call from the school phone, for me that would be a location-based task so it would be on my @Work project list. It wouldn't really cause me too much of a problem. However, this is just an "alt" set up. I still use Todoist in the way it was designed, this is simply an interesting alternative.
I love this setup. i believe keep the lists separated (from projects) is important to focus on doing.
Yeah, I have found that when I play with it. It does force you to do tasks and keeps you away from constantly 'reviewing' projects. 😃
Hi Carl! The beauty of this set-up is the fact that no Next Actions project is needed. All single actions will show in their respective context automatically!
Yeah, I noticed that too :-)
7:50 For that kind of checklist, I use a Evernote note linked to the "Routine" task. In the Evernote note itself, I can link to templates that I need and, for example for the reviews I do, also provide questions for myself.
A tip if you're working mainly from the "today" view: Give your reoccurring tasks a due time of day, and the non-reoccuring no due time, just the due day. With that, you can order your routine tasks, and they're neatly seperated from the tasks that further your goals, because tasks with a time of day stay higher than even p1 tasks.
Thanks for the tip. I use direct links to Evernote for my checklists too. 👍
Awesome video as always Carl :) Thank you so much for posting all of your videos.
You're welcome, Jerry. It's a real pleasure being able to help people become more productive and better with time management.
Thanks for the video it gives another view on using Todoist. I foresee issues as projects in life have a head and tail, they start and stop. Todoist has an archive function for projects so the project list only contains active projects. As far as I know you can not archive labels. So with this approach you label list will grow over time.
I agree, Aad. I would delete the label once the project is complete. The tasks remain so there's a record of what I did, and of course, there's the result of the completed project as a record of the project itself.
Great point!
Very, very interesting video Carl. I've been thinking in this GTD setup for a while, but haven't implemented yet. I still prefer using labels for context than projects, now with the new pinning feature I can put them separately (errands, calls, ....), so it looks more GTD. Thank you for this video.
I agree, Julio, The new features in Todoist also allows you to have the Labels drop-down open all the time and you can now customise the mobile start page too, so there's a lot more ability now to create a pure GTD set up. 😃
Thanks for the video Carl. Glad you're trying this out as I really can't get my head around this way of organising! Guess I'm too stuck in the original GTD way of thinking and typically more project focussed.
I suppose I'm using it as a side-project. It's interesting and it's helping me to think of new ways of manipulating systems to give me a better list each day. The idea behind this is to force you to think in terms of contexts and not projects. GTD is, after all, all about the context, not the project. 👍
I'd love to see that Jim Rohn video Carl! Thanks!
Here you go, Bilal, the Jim Rohn productivity video. This is gold and will change your thinking about time. Enjoy:
ua-cam.com/video/aOWSmNcEBCc/v-deo.html
Hi Carl. First of all, congratulations for your so helpful channel! It is fun to see how pure GTD still pushes to use keywords and lists (in relation with "contexts" instead of labels (page 19) at the same time Omnifocus 3 main change is based in labels instead of contexts following Todoist philosophy, I guess. But for other side, in this GTD Todoist Guide, they do not recommend to use Todoist for GTD without doing some modifications to be aligned with the GTD methodology... It is all very confusing. Anyway, I will give a try and let you know.. Cheers!
It does work if you are a GTD purist. But as David Allen says, GTD is more of a framework that should be modified to work for the way you work. The basics of GTD does not change though. Capture, clarify, organise, reflect and engage.
To me, working from contexts just makes sense.
Hi Carl.
Is this setup still a work in progress or have you discarded it altogether?
Love your videos - they're always full of inspiration.
Nina
Always a work in progress, Nina. But it's on hold for now.
Why check and uncheck the routine tasks every day? Why not set up tasks that are set for Everyday and just get rid of it daily? Isn't that easier? I'm new to Todoist. Thanks for the videos.
Ah, that's to avoid having a huge list of tasks each day. For me that would be so overwhelming I wouldn't want to look at the list.
It seems that it's only possible to view completed tasks if the project is a project and not a label - isn't that correct. I find it hard sometimes to remember "did I do this or that" and then it's important to me to be able to see if I did it.
A part from that I really like this alt setup.
That is true, Nina. You can only view by project.
So if I understand your video you prefer, as the GTD Todoist Setup Guide calls it, Method 1 instead of Method2?
No, not really. I find it a bit restrictive for me. I did play around with it for a while, but I have my own set up that works for me. This is for anyone wanting to create a pure GTD system. :-)
Is the only difference between next actions and single actions that the latter has a date? Or is there more to it?
"single actions" means that you have a task (that would always be called a "project" in GTD-speak, but that's a bit confusing), but this task has just a single action. For a real world example: Bringing out your trash can from your home trash to your backyard trash can would be such a single action task.
"next action" means that there's a task, or a real project, with more than one step. The "next action" is literally the next task you have to complete in order to move your project a little bit more to completion. In simple tasks, that is dictated by logic, in complex projects, that is often dictated by context, because many of the task that constitute that project can be done in parallel, maybe even from different people.
Example again: On the day of the week where the garbage collection comes, it would be intelligent to 1.) empty your trash can one more time into your backyard bin before 2.) moving your outside bin to the street where the collectors will get it next morning.
In bigger "projects" like the above example, you always have a "next action": First, it's jet again moving your home trash to the outside trash. After you completed that, your next action becomes moving your trashcan into the street.
To conclude: No, it has nothing to do with the date, but with the complexity of the task/project. Next action means the next task you have to complete in the task stack of a bigger project. Single action means the task stack has just one task for the overarching task to be complete. I hope that helped.
No. The next action is the very next action that needs to happen. A single action is just a task that does not belong to a project. In a way, a single action is a project all on its own.
I came to ask the same question! Ty for this. So do you move a task from its project to next actions when it becomes the very next action to take on that project? I'm having some trouble understanding this because then it's sort of removing it from the project. I tried using the next actions when it was suggested a while back and a just couldn't get my head around it. Is there something I'm missing? Btw I have been using this alternative set up pretty much since the gtd guide came out and loving it! Ty for this update
Lacey R you don't move it you add a next actions label and then can create a filter for next actions. How do you handle shared projects with this setup?
sdsavvy1 oh I see. I need to make more user of filters. I don't use shared projects.. sorry so I have no insight there.
Why does it feel SO complicated? 😩
I think that's because GTD focuses on contexts and not projects and this set up reverses Todoist's natural way of doing things. Not for everyone, but for people who want to set up a pure GTD system this way might work.
I didn’t like this set up; why don’t just make projects projects and labels context and when you go to see your outlook, just go to filters with the name and the search for the label and project on the due date?
Thanks for the video 👍
I was also wondering the same thing.
By using labels for context, you have the advantage of being able to assign multiple contexts to a single task. Although not strictly GTD, this does allow for better classification of tasks (adding “location” and “energy level” to a single task for example). This is something that will appear in Omnifocus later in the year and I believe is a trend in GTD in 2018.
Also, by using Projects as Projects, you can ARCHIVE THEM when the project completes. You projects list also becomes self managing as the Projects tab gives you the list of projects. For me, I have my areas of focus as top level in Projects and the projects under these, allowing for clearer tracking of work at that level too.
I really like the suggested use of Priority for the daily objectives and will look to use this in my setup. Also the Routines checklists seem like a potentially useful approach, although I tend to use labels and individual tasks to achieve the same thing. For example, my Morning Routine is controlled by applying the Morning_Routine label to any repeating task. I can pull together tasks from various projects into a single filter using this and crank through them. Sometimes, for more complex situations, I will link to a checklist in another tool, like Evernote or CarbonFin Outliner.
As always Carl, you provide a lot of food for thought. Keep these coming buddy - you’re doing great work.
I think the idea with this set up is to force you to think in terms of contexts and not projects. Projects are really just placeholders for work that needs doing. The only way a project can be completed is through doing the tasks, and tasks can only be done if you are in the right place, with the right person or have the right tool. Strictly speaking, your energy levels, mood and anything else would be irrelevant if you are not in the right place, with the right person or have the right tool.
Fair point, Tyler. But if I had to make a call from the school phone, for me that would be a location-based task so it would be on my @Work project list. It wouldn't really cause me too much of a problem.
However, this is just an "alt" set up. I still use Todoist in the way it was designed, this is simply an interesting alternative.