I address this post primarily to GTD practitioners who have set up their system in Google (Calendar, Tasks, Keep, etc.) and use Android phones as a mobile device.
I've implemented a useful hack in Google Tasks to "activate" a Google Task at specific date and time. In the context of GTD, a Google Task can represent a next action, a larger outcome or project, or even a simple reminder. Sometimes these tasks can't begin until a specific time or event has passed, but Google Tasks don't have a Start Date/Time field, just a Due Date/Time field. If I go "by the book", I'd put the reminder on my calendar, but time-specific reminders without duration don't seem to work well as Google Calendar appointments. I've even had problems with notifications not appearing. Then I found the solution in Google Tasks.
I created a new Task List in Google Tasks called Pending, the inverse of the @Waiting For list. Originally a parking lot for blocked actions, this list now holds tasks and reminders that I can't or don't want to move on until a specific time. I set the due date field to the date and time that I want to activate it. When that time passes, it triggers a notification on my phone. I then tap the notification and the task opens before me. At that point I clear the due date and move it to the appropriate list in my system.
Because Google Tasks integrate with Google Calendar, I can also see and manage reminders in my Google calendar. When checked off as done, the task is removed from the calendar view, reducing clutter.
Here are a few use cases for this:
Problem: I need to talk to Fred on the phone, but he's out until tomorrow morning at 9:00 AM. I don't want to leave a voicemail.
Solution: Add "Call Fred" to my Pending list and set the due date for tomorrow at 9:00 AM.
Result: The reminder shows up as a mobile notification exactly when I want to see it. I can either call Fred right then, or move it to @Calls.
Problem: I'm thinking about ordering a product on Amazon, but I need to sleep on it.
Solution: Add "Order XYZ from Amazon" to Pending list and set due date for next morning at 9:00 AM.
Result: The reminder shows up as a mobile notification. I can either act on it or reset the due date if I'm still not sure.
Problem: I have an appointment on my calendar with someone. I want to bring a frozen food gift from my freezer to the appointment, which is days away.
Solution: Add "Bring lasagna and sauce to appointment" to the Pending list and set the due date and time 30-60 minutes ahead of the appointment.
Result: The reminder shows up early enough for me to retrieve the food from the freezer and put it in a cooler with ice packs. I put my car keys on top of the cooler so I can't possibly leave without it. No more forgotten items!
The Pending list is another component of my system to make it smarter than my brain without bypassing it. I hope that you find it useful as well.
I've implemented a useful hack in Google Tasks to "activate" a Google Task at specific date and time. In the context of GTD, a Google Task can represent a next action, a larger outcome or project, or even a simple reminder. Sometimes these tasks can't begin until a specific time or event has passed, but Google Tasks don't have a Start Date/Time field, just a Due Date/Time field. If I go "by the book", I'd put the reminder on my calendar, but time-specific reminders without duration don't seem to work well as Google Calendar appointments. I've even had problems with notifications not appearing. Then I found the solution in Google Tasks.
I created a new Task List in Google Tasks called Pending, the inverse of the @Waiting For list. Originally a parking lot for blocked actions, this list now holds tasks and reminders that I can't or don't want to move on until a specific time. I set the due date field to the date and time that I want to activate it. When that time passes, it triggers a notification on my phone. I then tap the notification and the task opens before me. At that point I clear the due date and move it to the appropriate list in my system.
Because Google Tasks integrate with Google Calendar, I can also see and manage reminders in my Google calendar. When checked off as done, the task is removed from the calendar view, reducing clutter.
Here are a few use cases for this:
Problem: I need to talk to Fred on the phone, but he's out until tomorrow morning at 9:00 AM. I don't want to leave a voicemail.
Solution: Add "Call Fred" to my Pending list and set the due date for tomorrow at 9:00 AM.
Result: The reminder shows up as a mobile notification exactly when I want to see it. I can either call Fred right then, or move it to @Calls.
Problem: I'm thinking about ordering a product on Amazon, but I need to sleep on it.
Solution: Add "Order XYZ from Amazon" to Pending list and set due date for next morning at 9:00 AM.
Result: The reminder shows up as a mobile notification. I can either act on it or reset the due date if I'm still not sure.
Problem: I have an appointment on my calendar with someone. I want to bring a frozen food gift from my freezer to the appointment, which is days away.
Solution: Add "Bring lasagna and sauce to appointment" to the Pending list and set the due date and time 30-60 minutes ahead of the appointment.
Result: The reminder shows up early enough for me to retrieve the food from the freezer and put it in a cooler with ice packs. I put my car keys on top of the cooler so I can't possibly leave without it. No more forgotten items!
The Pending list is another component of my system to make it smarter than my brain without bypassing it. I hope that you find it useful as well.
