TL;DR
I’ve implemented most of the GTD organizational system using just Gmail. You can too!
Introduction
For many years, I’ve been a devotee, if not quite an adherent, to the productivity school known as “Getting Things Done“, much more commonly referred to as GTD. GTD is based on a book of the same name, by David Allen, and boils down productivity into maintaining focus by having trusted systems to deal with maintaining your commitments, and handling potential disruptions.
The book itself lays out some specifics of how these systems could be implemented, but it is stressed that the results are what matter, not the implementation.
In general terms, you need the following to do GTD (messages can refer to any type of communication that you receive):
- 1 or more “inboxes“. These can be literal email inboxes, or any centralized way to collect messages.
- A “tickler” system that allows you to “mail” yourself things in the future (i.e. I don’t have to pay this bill until 2 weeks from now, so I don’t want to see it until then). This is where the expression “43 folders” came from.
- A “next action” collection. These are actual actions you can do, phrased as decisively as possible, “wash the floor” vs. “clean the house”.
- A “projects” collection. In GTD, projects are defined as outcomes that require more than one action to complete.
- A “someday/maybe” collection. These are messages or topics that are of interest, but you aren’t at the point where you want to take any action on them.
- A “waiting for” collection. These are topics that have been delegated to someone else to deal with, and until they do, require no action from you.
Implementation challenges
Since I first read GTD about 5 years ago, I’ve struggled to put together a single system that would actually allow me to do it reliably.
Some of the problems I’ve encountered:
- Too many inboxes, so I don’t check them all reliably
- Inboxes and other collections in different media (email vs. paper list, etc.), so transitioning between them is non-trivial
- Separate systems for personal vs. work commitments
- Getting a usable “waiting for” collection
- Interacting with systems at my desk and on the go
Progress
Over the past two years, one of simplest ways I have found to maintain “next actions” is as email drafts. A good percentage of the actions I take involve sending an email, so there’s a natural process for those, and my inbox is very frequently referenced, so as long as I can keep focus on those drafts, I can be pretty confident I’m working on the right thing.
When Google introduced their priority inbox feature, I was excited, because of the potential for making multiple collections of email available up-front. Unfortunately, at the time, it didn’t allow you to choose “drafts” as one of them (more on this later), it only allowed 3 collections with limited customization, and most importantly, my work email was still stuck in Outlook.
A solution
When I started at Arc90, I was pleased to discover they used Gmail for corporate email, and even more pleased to discover that priority inbox had received several enhancements. So I started experimenting, and I’m now pretty pleased with what I’ve been able to accomplish.
Here’s how I have things set up:
- Labels for Done, Waiting For, and Someday
- Contact entries for my email, +done, +someday, named just “DONE” and “SOMEDAY” (WTF am I talking about?)
- Filters for messages sent to these addresses, to label them appropriately and archive them
- Priority Inbox:
- Four inbox sections:
- Unread
- All “Waiting For” (usually kept collapsed)
- All Drafts
- Everything else
Whenever I take on a new commitment, I draft an email, with the subject as the project, and lines in the body describing actions. If the action was to send an email, this draft will become that email. If the action is something else, then when it has been completed, I’ll send it to DONE.
When I receive an email that requires a commitment from me, I’ll draft a response with the commitment (and try to make sure I hit “save” instead of “send”).
When I send a message that requires a response, I will open that message and apply the label “Waiting For”. When that response comes in, the message shows up in “Unread”, and I can process it as appropriate. (This is why Unread has to be above Waiting For).
When I am waiting for something else, I will create a draft, write what I am waiting for, save it, and then label it “Waiting For”. When I have an idea for a project, or otherwise become aware of something that interests me, but is not part of my current work, I will draft and (usually) send an email to SOMEDAY.
When I need to be reminded of something in the future, I create a calendar event for that.
Things that could be improved
- Fewer clicks to create drafts. Right now, it’s “compose”, type, “save”, “back”. If there was a way I could start typing, and just hit “save as draft”, that would be nice.
- Applying labels to drafts. Right now you need to save a draft or send the message, and then re-open it, before you can apply a label.
- A couple of times, I have sit “send” instead of “save”. I think I could use “Undo Send” in labs to deal with this.
- I don’t have a projects collection right now. I will often use a single draft to track a project, and just make sure the first line is the next action.
- Some kind of “send later” functionality would be an easier way to remind myself of things at a specific date.
Conclusion
If this is your first exposure to GTD, hopefully this has provoked some interest, and provided something of an example for how a GTD system can be implemented. It takes some getting used to, and there’s a bit more to it then I have described here, but nothing that should cause conflict with this system. If there’s interest, I might write a couple more posts covering in-depth set up, and some other GTD aspects.
Thanks for reading!
Alec Munro is a QA Engineer at Arc90, where he uses GTD to manage his days of tests plans, infrastructure development, and meetings. He’s been using GTD for the past 5 or so years, and just recently began to use Gmail as his primary GTD tool. Alec lives in Halifax, Nova Scotia.
