Wednesday, March 27, 2019

GTD Flow

I continue to iterate on my task management strategy. This is an update to my last post.

I occasionally use written journals for my daily diary and note taking, because I like writing, and I like the size and portability of A5 notebooks. Because of my interest in notebooks, I have been intrigued by the Bullet Journal ("BuJo") method. But I have never figured out a way to integrate BuJo into my GTD flows. My main limitations are that BuJo seems to:
  1. involve artistic talent, which I lack, as all of the BuJo examples I could find have a lot of artistry, rather than a minimalist functional design;
  2. does not seem to scale well for a very large volume of tasks
  3. does not seem to scale well for a large volume of recurring tasks
I also need a system to archive physical notebooks, preferably digitally, that would also make the contents discoverable/searchable.

After experimenting extensively with GTD, Todoist, and BuJo, my current workflow is:
  • Gmail is my collection point, where I receive my action items. Following the GTD methodology, these are either discarded, archived, acted upon, snoozed, scheduled in my calendar (for events), or added to my task list. This results in a nearly constant state of Inbox Zero.
  • Google Calendar is used for events, meetings, and recurring tasks. Recurring tasks involving multiple subtasks contain the subtasks in the description. When the recurring task surfaces, the task/subtasks are placed into my todo list for processing.
  • Google Keep replicates a physical notebook. When a note is no longer relevant or needed, I archive it. For long-term portability, notes can be exported to Google Docs or exported into HTML, and from there converted into text, Word, PDF, etc.
    • I have the following labels set up in Google Keep:
    • I assign the following colors to notes:
      • Blue: Personal Notes
      • Red: Work Notes

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