Microsoft in employment/ Google for own work /iPhone

[Naomi]

Hi All,
I really want to consciously use GTD but am overwhelmed.
Any advice on how to simplify?

Where I am employed uses Microsoft Outlook so I am considering using To Do to at least get me confident in using the GTD system.
I am an Individual Contributor (consultant) and work with many internal and external clients (usually short-term projects that are not managed as projects. I turn up as a specialist; share my work and usually have relatively little engagement.)

I also have my own business- small but a few key projects / focus (e.g. clients/ financials /social media/ websites) Google - gmail, calendar plus the suite of Google Apps

I am a School Governor- volunteer- Google

I have an iPhone (purely for connection with my 19yo and security) but have as much as I can as Google or other apps.

Currently setting up Microsoft To Do as said at the beginning, but conscious this will only work easily for my employment.

Am I missing something? Will something like Notion, OmniFocus or other apps allow me to have my one brain that both Outlook and Google feed into? I can’t seem to connect my Outlook Calendar and Google Calendar on an ongoing basis. (And I have 4 main emails covering these role.)

I use paper and a reMarkable to replace paper.

I am not techy-minded, but am happier to use something more complex if it means one focus.

All advice, gratefully received!

 

[gtdstudente]

Hi All,
I really want to consciously use GTD but am overwhelmed.
Any advice on how to simplify?

Where I am employed uses Microsoft Outlook so I am considering using To Do to at least get me confident in using the GTD system.
I am an Individual Contributor (consultant) and work with many internal and external clients (usually short-term projects that are not managed as projects. I turn up as a specialist; share my work and usually have relatively little engagement.)

I also have my own business- small but a few key projects / focus (e.g. clients/ financials /social media/ websites) Google - gmail, calendar plus the suite of Google Apps

I am a School Governor- volunteer- Google

I have an iPhone (purely for connection with my 19yo and security) but have as much as I can as Google or other apps.

Currently setting up Microsoft To Do as said at the beginning, but conscious this will only work easily for my employment.

Am I missing something? Will something like Notion, OmniFocus or other apps allow me to have my one brain that both Outlook and Google feed into? I can’t seem to connect my Outlook Calendar and Google Calendar on an ongoing basis. (And I have 4 main emails covering these role.)

I use paper and a reMarkable to replace paper.

I am not techy-minded, but am happier to use something more complex if it means one focus.

All advice, gratefully received!

Naomi,

On this end, Organize is the root of GTD simplicity

How one appropriately Organize's is subjective

On this end, Organize = five general Areas-of-Focus and five particular Areas-of-Focus . . . meaning 25 --- not-counting --- potential 'Life-Combinations' which might seem like too much, however, when compared to life's seemingly infinite combinations it's small potatoes

Thank you very much

As you see GTD fit

 

[Lucas W.]

I suggest to keep separate systems – just keep both of them very simple. The official GTD setup guides provide this kind of workflow – I suggest to check them:

https://store.gettingthingsdone.com/product-category/setup-guides/

If your primary inputs and outputs come from emails then probably the best tool which can bring the GTD to your inbox is Outlook.

 

[mcogilvie]

Hi Naomi,

Apple’s Calendar on your iPhone should be able to handle both your Google and Outlook calendars. Similarly with Apple mail for both gmail and Microsoft Exchange. This all works well for me. Others may be able to advise you on other ways to achieve unified views of your calendar and email.

Apps like OmniFocus are mostly concerned with structuring projects and next actions. OmniFocus does have ways to get email into it easily and has a good interface to your calendar. So do some other Apple-only apps. If your needs and preferences run to Microsoft and Google apps, these are probably not what you want. You need one list app for sure. Microsoft To Do is a decent list app, and usable for GTD. If this does not have to be connected to a work account, it could be a good choice for you. If you have to have two list managers, say one for work and one for everything else, you have choices. I recommend you have a look at some of the setup guides for different apps, available on GTD Connect, to get some ideas on different possibilities. Ultimately, managing your lists can be pretty simple, and the setup guides reflect that.

 

[RS356]

Hi Naomi,

Apple’s Calendar on your iPhone should be able to handle both your Google and Outlook calendars. Similarly with Apple mail for both gmail and Microsoft Exchange. This all works well for me. Others may be able to advise you on other ways to achieve unified views of your calendar and email.

Apps like OmniFocus are mostly concerned with structuring projects and next actions. OmniFocus does have ways to get email into it easily and has a good interface to your calendar. So do some other Apple-only apps. If your needs and preferences run to Microsoft and Google apps, these are probably not what you want. You need one list app for sure. Microsoft To Do is a decent list app, and usable for GTD. If this does not have to be connected to a work account, it could be a good choice for you. If you have to have two list managers, say one for work and one for everything else, you have choices. I recommend you have a look at some of the setup guides for different apps, available on GTD Connect, to get some ideas on different possibilities. Ultimately, managing your lists can be pretty simple, and the setup guides reflect that.

Apple’s Calendar on your iPhone should be able to handle both your Google and Outlook calendars. Similarly with Apple mail for both gmail and Microsoft Exchange. This all works well for me. Others may be able to advise you on other ways to achieve unified views of your calendar and email.

Yes, I've synced my Outlook, Apple, and Google calendars together on my iPhone for years without a problem.

I also once experimented with keeping my lists directly on their respective work/personal calendars so as to have them readily available on all platforms without worrying about cross-platform software. I've always worked in places where MS To-Do, Notion, Todoist, Gmail, etc. are restricted in the workplace. As a workaround, I created an all-day event on my calendar for each list and used the text/notes field to hold the list items. I've attached a screenshot. Aside from paper, this is the most reliable and frictionless cross-platform solution I've ever used.

A potential downside was that I had to move each list onto the current date each day. I saw that as a feature - I was more likely to scan my lists each morning. I've often thought of going back to this approach.

 

[Naomi]

Naomi,

On this end, Organize is the root of GTD simplicity

How one appropriately Organize's is subjective

On this end, Organize = five general Areas-of-Focus and five particular Areas-of-Focus . . . meaning 25 --- not-counting --- potential 'Life-Combinations' which might seem like too much, however, when compared to life's seemingly infinite combinations it's small potatoes

Thank you very much

As you see GTD fit

This is very useful - thank you. I need to read about the Areas of Focus - I seem to have missed this in my planning.. (I work with FranklinCovey's model of Roles, which might be similar - so GENERAL could relate to the roles; and the particular ones could help me have that focus within the general "role" focus. Areas of Focus sound like they could be very useful!

 

[Naomi]

Yes, I've synced my Outlook, Apple, and Google calendars together on my iPhone for years without a problem.

I also once experimented with keeping my lists directly on their respective work/personal calendars so as to have them readily available on all platforms without worrying about cross-platform software. I've always worked in places where MS To-Do, Notion, Todoist, Gmail, etc. are restricted in the workplace. As a workaround, I created an all-day event on my calendar for each list and used the text/notes field to hold the list items. I've attached a screenshot. Aside from paper, this is the most reliable and frictionless cross-platform solution I've ever used.

A potential downside was that I had to move each list onto the current date each day. I saw that as a feature - I was more likely to scan my lists each morning. I've often thought of going back to this approach.

This sounds very interesting - and I'd never thought of using my iPhone - mainly because I overfill my calendars ... but maybe with GTD, I won't and then your suggestion could be the answer. Thank you.

 

[Naomi]

Hi Naomi,

Apple’s Calendar on your iPhone should be able to handle both your Google and Outlook calendars. Similarly with Apple mail for both gmail and Microsoft Exchange. This all works well for me. Others may be able to advise you on other ways to achieve unified views of your calendar and email.

Apps like OmniFocus are mostly concerned with structuring projects and next actions. OmniFocus does have ways to get email into it easily and has a good interface to your calendar. So do some other Apple-only apps. If your needs and preferences run to Microsoft and Google apps, these are probably not what you want. You need one list app for sure. Microsoft To Do is a decent list app, and usable for GTD. If this does not have to be connected to a work account, it could be a good choice for you. If you have to have two list managers, say one for work and one for everything else, you have choices. I recommend you have a look at some of the setup guides for different apps, available on GTD Connect, to get some ideas on different possibilities. Ultimately, managing your lists can be pretty simple, and the setup guides reflect that.

Thank you - this is very useful. I do get easily confused between what things do what! I've just downloaded some GTD pdf templates for my reMarkable2 - my thinking being that if I can make this work using the e-pub; then I'll have more of an idea of what I want technology to do later on when I have am working the GTD system.

 

[Naomi]

I suggest to keep separate systems – just keep both of them very simple. The official GTD setup guides provide this kind of workflow – I suggest to check them:

https://store.gettingthingsdone.com/product-category/setup-guides/

If your primary inputs and outputs come from emails then probably the best tool which can bring the GTD to your inbox is Outlook.

Thank you - I've already purchased all these, so I shall review again with a clearer head now!