GTDagenda + Zen to Done = The Ultimate Productivity System

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For the last few weeks I’ve been trying a web-based Getting Things Done application called GTDagenda in conjunction with Zen to Done. My conclusion: it’s the ultimate productivity system … read on:

What is GTDagenda?

GTDagenda is a web-based application based around Getting Things Done.

The site allows you to:

• Use Goals, Projects, Tasks, Checklists, Schedules and Calendar to manage your time and activities in the most efficient way.
• Use Contexts and Next actions to decide what has to be done first, and where.
• Prioritize. Put things in the order most likely to make the project or yourself successful.
• Always have your lists at hand. You can get Gtdagenda on your mobile phone.

Some of the things GTDagenda can help you with:

Goals

Goals are a tool to concentrate your effort and move you in a direction. Set goals in each of your life’s areas, along with the time lines you are commited to acomplish them by.

“We are what and where we are because we first imagined it.” – Donald Curtis

Projects

Action plans that map to one of your goals. Each completed project moves you closer to the completion of your goal.

Tasks and Next Actions

Break out each project into specific tasks (actionable items), and decide what the next action is going to be.

Contexts

Context is where or how a task is accomplished.

Checklists

Use checklists for your repeating/recurring tasks, things that you must handle weekly, monthly, quarterly, etc as well as action items that may be tied to a specific month (e.g. wax car every April and November).

You can tie them to your goals. Consistent, daily action makes things happen.

Read here how Jerry Seinfeld used checklists to become one of the greatest comedians of all time.

Schedules

Schedules are tools for organizing your daily activities, with exact timings. Each activity can be linked to one of your existing projects and taks.

Calendar

Use the included calendar to keep note of and remember your “set-in-stone” activities, that need to be done at certain dates.

You can set events, appointments, anniversaries, to-do’s and notes.

Mobile access

Have your lists in your pocket and always available, wherever you are. Gtdagenda can also be accessed at www.gtdagenda.mobi

How it links to Zen To Done

I’m a big advocate for Zen To Done and recently wrote a comprehensive review of this great system. If you missed it you can check it out here.

Zen To Done fits into GTDagenda really well, as follows:

• Zen To Done combines the task management aspects of GTD with the goal-setting and prioritisation methods advocated by Stephen Covey.
• Leo Babauta has managed to simplify GTD even more, reducing it to 10 very doable habits and even offering a 4-point “Simple ZTD” system that’s even easier:

1. My Morning Routine

The feature that fits perfectly with this is the Checklists.

Add a daily checklist for each activity in your routine, and this will create a series of checkboxes that you come each day to and check as complete.

And the checklists can be easily printed, and are also available on your mobile phone at gtdagenda.mobi

2. Big Rocks

1. Make a list
- Set Projects and then the tasks inside them. The Big Rocks will be the projects that have priority . They are clearly separated from the rest with a line.

2. Keep it short
- Set 4-6 projects as priority .

3. Place the Rocks
- In the Schedules section, create a new weekly schedule, and link each schedule entry to one of your Big Rocks projects. When you click on the project name, it will send you to that project’s page, where you can see all the tasks (action steps) that need to be completed.

4. Leave space for the incoming pebbles
- Don’t clutter your schedule, leave some blank spaces between schedule’s activities. Even if you don’t do add any more pebbles, you know it’s time for relaxing.

5. Do it early
- Put them in your schedule in the morning.

And your Schedules can be accessed with your mobile phone too, at gtdagenda.mobi, you can take them everywhere.

3. Most Important Task (MITs)

Leo: “And here’s the key to the MITs for me: at least one of the MITs should be related to one of my goals.”

- First, add a Goal into one of your life’s Categories. Then add smaller goals, or projects, that finishd one after another will result in reaching your goal. These projects will then contain the tasks, or action steps that can be done and marked as done. One of the cool features of GTDagenda is that it allows prioritizing. Your MITs in each project have to be set as priority . They will be clearly visible, there’s a line that separates priority activities from the rest.

Leo: “Another key: do your MITs first thing in the morning”

- Then, mark 2 or 3 MITs as Next Actions, and do them in the morning. When you connect to GTDagenda in the morning, the start page will be Next Actions so you know exactly what you want to to that morning. It’s very important to start your day doing MITs, because only this way you’ll feel productive throught the day. If you start the day doing some trivial activities, you’ll feel unproductive even you finish your MITs in the evening.

Click here to give GTDagenda a try for FREE!

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• 21 Ideas To Simplify Your Life
• Energy: The Key to Success
• Covey versus Allen: Let battle commence!
• Ten Things That Won’t Matter In Ten Years’ Time – And Ten Things That Will
• How to live with integrity

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