What Is The Most Annoying Thing In Your Current Setup And How Do You Deal With It?

H

Hossein Fasihi

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Hi everyone!

I used GTD several years ago. But couldn't keep doing it. My toolset was cumbersome. Now I want to go back but want to set up a smoother toolset. I'm not afraid to do some coding in it too. But I want to get some tips instead of experiencing everything myself.

I see a lot of threads about what works and the different softwares that are working for people in different setups. The benefits are described thoroughly. But the drawbacks of the tools that people are using are to be read in between the lines. I think it doesn't hurt for someone like me, to know what annoying things about the working setups, are there to be expected too.

I would like you to, kindly please, describe what set of tools/softwares you use for your GTD setup. What are the most annoying things in them (for me it was usually lack of integration and therefore manually carrying "things" from one tool to the other but don't mind me. Tell me what is yours...). And please tell me how do you deal with it, if at all.
 
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One issue I’ve encountered with my GTD setup is the lack of seamless integration between tools. For example, I use Todoist for tasks, Google Calendar for scheduling, and Evernote for notes, but syncing between them isn’t perfect. I have to manually copy/paste info sometimes, which can be a hassle.

To deal with it, I’ve started using Zapier to automate certain workflows (e.g., syncing calendar events to Todoist tasks). It’s not perfect, but it helps reduce the manual work. You might want to explore integrations like this to save time. Additionally, if you're looking for more ways to streamline processes, consider checking out https://ideamaker.agency/project-recovery/ for more efficient management.
 
I think any GTD list tool will compromise in some way between ease of use and organization. I use Things, which represents a decent compromise between ease of use and organization. I also use Apple Calendar, Mail and Contacts, and Bear and Goodlinks for reference. I am very happy with the integration provided by Apple Share Sheets and links with only a few problems (looking at you, Microsoft Exchange). I generally stay way from 3rd-party “integrations”, as they tend to be fragile and awkward; been there, done that, not worth my time. My ongoing goal is to, in the (possibly anecdotal) words of Einstein, “Make everything as simple as possible, but not simpler.” I often tinker a little with organization within Things, trying to reach that goal.
 
The first question people using GTD is often : So what tool do you use for GTD ? We all know it is not really a question of tool but Principles, process and habits. However at a certain point the tool is important. By experience I often switched from one to another. Now I try to stick to one (Omnifocus) even If I make little cross by THINGS 3. With these tool I don't really have any annoying things in my set up. I can get a link to my reference material which is mainly on iCloud (personal) and one drive (professional) and it works very well.
The only annoying thing for me is to be persistant in one tool or habits. Sometime I am fed up of the tool I use and I have to struggle with my mind not to switch. I Think it is a kind of psychological procrastination. Anyway I notice I always come back to Omnifocus which is most of the time up to date. It is the only one, as GTD, which really works with me
 
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mcogilvie said:
I generally stay way from 3rd-party “integrations”, as they tend to be fragile and awkward; been there, done that, not worth my time. My ongoing goal is to, in the (possibly anecdotal) words of Einstein, “Make everything as simple as possible, but not simpler.” I often tinker a little with organization within Things, trying to reach that goal.
Click to expand...
@mcogilvie I'm with you! I love my total lack of integration between my email and my "Alastair-method-based" Bullet Journal for calendar/lists. This lack of integration significantly reduces the number of commitments that are worth putting on my lists…
 
I use apple notes, apple calendar, a physical inbox and gmail. I have simplified so much my system is almost frictionless. The key though is the weekly review.
 
Hossein Fasihi said:
describe what set of tools/softwares you use for your GTD setup. What are the most annoying things in them
Click to expand...
I use:
Obsidian for all my task and project management, some reference and digital action support.
Apple Mail for email
CalDAV server for calendar accessed by Apple Calendar
File System for some reference materials and most archives (Lightroom holds my picture data archive)
Paper for most capture
Be-Bop on iPhone for capture direct to my Obsidian inbox

Current annoying things are:
1. How to move the entire text of necessary reference emails into my Obsidian system for linking and use there. I need the text in Obsidian not just a link to my email mbox on my mail machine. And I need to be able to link into pieces of the text not just the entire message.

2. How to archive my emails for use later.
I get between 200-300 a day and typically need to save for future reference 6000-8000 a year. I actively use those archives so I need them accessible but Apple Mail can't handle the large number of messages. I have archives going back over 30 years that I am currently actively using for research on a current active project. Most of my archives are in Thunderbird and I'm considering moving to that as my mail client because of its superior storage abilities.
 
In my case, most of the issues were caused by me trying to add what I thought were key features:
  • Linking next actions to projects.
  • Integrations between tools.
  • Priorities, labels, deadlines, time blocking.
  • Using notetaking apps.
These days, I do not experience any friction with my go-to tools:
  • Todoist.
  • Dropbox
  • Outlook email and calendar.
  • Exacompta FAF Desk Pad.
And I definitely recommend your list manager have these features:
  • Quick capture desktop tool.
  • Attachment support.
I have no clue where there is room for coding in the GTD method;)
 
The most annoying thing for me is because I am using paper-based lists for projects and actions. It is choosing the right point to take a fresh page and copy out the remaining items from previous pages.
 
cfoley said:
The most annoying thing for me is because I am using paper-based lists for projects and actions. It is choosing the right point to take a fresh page and copy out the remaining items from previous pages.
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Sure but there is an advantage. Rewriting stuff makes a fresh eye on things and improve focus. This is why working on a computer is so difficult and needs so
Much energy
 
FocusGuy said:
Sure but there is an advantage. Rewriting stuff makes a fresh eye on things and improve focus. This is why working on a computer is so difficult and needs so
Much energy
Click to expand...
I don’t find working on a computer difficult. Doing GTD-type stuff is easier for me than using paper ever was. (In fairness, that was a long time ago.)
 
I like working on omnifocus it is the perfect system for me. However at the end of the day I feel exhausted. Its needs so much energy to stay focus and current. Paper was easier for me. Sadly impossible to stick to paper as everything is on my mac now
 
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Lucas W. said:
Exacompta FAF Desk Pad.
Click to expand...
@Lucas W. I've never seen this. Thank you. A very stylish desk gadget. I rarely feel the urge to buy something unnecessary but the temptation is huge!

You've written that "Using notetaking apps" caused some issues. How did you solve this problem? I see no notetaking apps on your tools list. Do you keep your notes on paper?
 
cfoley said:
The most annoying thing for me is because I am using paper-based lists for projects and actions. It is choosing the right point to take a fresh page and copy out the remaining items from previous pages.
Click to expand...
@cfoley I've got a pretty short next action list and I'm rewriting it when I'm creating a new month in my pseudo-Alastair method Bullet Journal.
 
TesTeq said:
@Lucas W. I've never seen this. Thank you. A very stylish desk gadget. I rarely feel the urge to buy something unnecessary but the temptation is huge!

You've written that "Using notetaking apps" caused some issues. How did you solve this problem? I see no notetaking apps on your tools list. Do you keep your notes on paper?
Click to expand...

I love how David Allen use this desk pad (2 min.):
https://www.youtube.com/watch?app=desktop&v=Leo-k9to1xI

So I copied this idea:
https://www.dropbox.com/scl/fi/z60b...ey=phpzpqxingf782np61m5h1tdm&st=umwi570s&dl=0

For note-taking, I mostly use paper, especially disc binders. Some notes I scan and attach to my list manager, while others go into my Dropbox "Notes" folder.
 
Hossein Fasihi said:
Hi everyone!

I used GTD several years ago. But couldn't keep doing it. My toolset was cumbersome. Now I want to go back but want to set up a smoother toolset. I'm not afraid to do some coding in it too. But I want to get some tips instead of experiencing everything myself.

I see a lot of threads about what works and the different softwares that are working for people in different setups. The benefits are described thoroughly. But the drawbacks of the tools that people are using are to be read in between the lines. I think it doesn't hurt for someone like me, to know what annoying things about the working setups, are there to be expected too.

I would like you to, kindly please, describe what set of tools/softwares you use for your GTD setup. What are the most annoying things in them (for me it was usually lack of integration and therefore manually carrying "things" from one tool to the other but don't mind me. Tell me what is yours...). And please tell me how do you deal with it, if at all.
Click to expand...
@Hossein Fasihi

There has been a few

To combat, have found using a GTD 'Easily Revise-able Digital Deposit' distributed to 'Weekly Paper' keeps this crispy fresh for easy Weekly Review
 
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FocusGuy said:
Rewriting stuff makes a fresh eye on things and improve focus.
Click to expand...

Absolutely! I also find myself more likely to reword things for clarity.

TesTeq said:
I've got a pretty short next action list and I'm rewriting it when I'm creating a new month in my pseudo-Alastair method Bullet Journal.
Click to expand...

Aaah. I've been trying to trigger my rewrite based on how messy it is all getting. I could try a monthly rewrite and see how that works.
 
cfoley said:
Aaah. I've been trying to trigger my rewrite based on how messy it is all getting. I could try a monthly rewrite and see how that works.
Click to expand...
I always had a problem with the permanence of writing on paper, which led to bad effects throughout my workflow. With digital tools, I revise and reorder easily. I know there are people who combine paper and digital tools. I have no idea what the distribution of practices is. My wife is still using a color-coded Microsoft Word document, combining that with use of Things. I have no idea how she does that either.
 
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