What is the most frictionless system you've used?

Emacs org-mode or Obsidian would be my privacy-first, platform-independent tools of choice now. They both have the advantage that you can start merely listing tasks in text files (which both of them use) hosted wherever you want. No software sucks you into their "interpretation" of what GTD is. I have never found a software that does GTD, not "GTD as the software programmers interpreted it". This was the reason for my to go analog for a time and why I only use Obsidian now (and may use org in the future). I do not ever again feel the constraints of a software cage being constructed around me.
 
apastuszak said:
I have this problem. I can't stick with a piece of software and tend to hop around a lot.

At work, I have no choice. I need to use Outlook and Microsoft Tasks, both which I absolutely hate.

At home, I have one requirement. The tool must not be tied to a platform. Up until last year, I had an iPhone and my laptop ran Linux. Now I'm all Apple, but I still use Linux occasionally. And even Windows sometimes. I like Apple's Reminders app, but it's very Apple specific. So, when I enter a task, I can't see that task on a WIndows or Linux PC without adding friction to the system.

Does anyone have a pretty frictionless solution that can work across Mac/Windows/Linux/iPhone/iPad/Android?
Click to expand...
apstuszak,

With all due respect, responding to your subject title "What is the most frictionless system you've used?"

By far . . . Copy-Paper, Folded-Copy-Paper (Capturing), Clipboard, Gel-Pen, Wire-Files, Crate-Files, etc.

For the most part, other than Calendar, Word, Spreadsheet . . . promises . . . promises . . . way too much gas-lighting on how 'good' the software is only to be discontinued. Also, simply have little interest in having software developers letting me know how much of an 'idiot' I am when I already know how much of an 'idiot' I am. LOL

Lastly, always seeking every opportunity to reduce screen time.

Have long given up searching for the 'holy grail' of software. . . .

Thank you
 
Last edited:
Have you tried using the Google suite?

Everything is web-based, so platform is not an issue. Apps for Android and Apple, of course. Tasks for task lists, Calendar for calendar, Gmail for email, Drive for storage, Keep for inbox. They all sync with each other, and Google has made a lot of strides in making sure things all sync properly. Tasks with due dates show up on Google Calendar, and can be marked completed there. Tasks created inside Docs now can be assigned with due dates, and they show in the Google Tasks of the person assigned it in the doc (and thus on Google Calendar). When you mark it complete, it's marked complete in the Doc. The sidebar inside the Google products gives you quick access to the tools you aren't currently looking at, too, which is nice.

What's also nice is there are just enough features to get things done without tempting you into fiddling. My workplace is converting to using the Google Workspace fully and I'm grudgingly adjusting away from my working paper system (that does have its flaws, namely in collaboration with my teammates). But it's honestly working really well.
 
Ger80C said:
I do not ever again feel the constraints of a software cage being constructed around me.
Click to expand...
Your poetic expression reminded me of this quote from a novella:

"Some birds are not meant to be caged, that's all. Their feathers are too bright, their songs too sweet and wild. So you let them go, or when you open the cage to feed them they somehow fly out past you. And the part of you that knows it was wrong to imprison them in the first place rejoices, but still, the place where you live is that much more drab and empty for their departure."

Stephen King, Rita Hayworth and Shawshank Redemption
 
My attention was brought to this thread as someone was watching it.

Earlier, I was advocating for Asana, but recently I built my own system in Notion, which I am happy with.

However, both solution have their shortcomings. This made me realize that I think that the 'friction' might just as well be how we relate to and use our systems! For example, at work there are a lot of security measures that introduce a lot of pain (which security often does in order to be secure). I have spent quite a lot of time and effort to find the smoothest workarounds I can in order to reduce friction. So, the systems remain the same, and the friction is reduced because of the way I relate to them!
 
René Lie said:
My attention was brought to this thread as someone was watching it.

Earlier, I was advocating for Asana, but recently I built my own system in Notion, which I am happy with.

However, both solution have their shortcomings. This made me realize that I think that the 'friction' might just as well be how we relate to and use our systems! For example, at work there are a lot of security measures that introduce a lot of pain (which security often does in order to be secure). I have spent quite a lot of time and effort to find the smoothest workarounds I can in order to reduce friction. So, the systems remain the same, and the friction is reduced because of the way I relate to them!
Click to expand...

Friction is incredibly important for two reasons. First, its hidden and not obvious upfront, so it isn’t taken into account when you start.

Secondly, friction preys on you when you least want it. When you’re worn down, or when you’re “drinking from the firehose”. It insidiously saps mental energy, when you just wanna git’r done. Friction picks away a higher level of understanding and getting into the flow state, and harshes your mellow.
 
René Lie said:
My attention was brought to this thread as someone was watching it.

Earlier, I was advocating for Asana, but recently I built my own system in Notion, which I am happy with.

However, both solution have their shortcomings. This made me realize that I think that the 'friction' might just as well be how we relate to and use our systems! For example, at work there are a lot of security measures that introduce a lot of pain (which security often does in order to be secure). I have spent quite a lot of time and effort to find the smoothest workarounds I can in order to reduce friction. So, the systems remain the same, and the friction is reduced because of the way I relate to them!
Click to expand...
The perfect is the enemy of the good. "Perfect" is also a fiction. My vision of "perfect" would be a mass-market application that does everything according to my preferences and idiosyncrasies. In other words, an impossibility.

Having accepted that reality, once I find an application that matches my preferences well enough to be part of my trusted system I lean into those features that I feel are helpful and work around those aspects that feel unhelpful. Which is another way of saying I learn how to best relate to it.

One sure-fire way to cause "friction" in your life? Insist that reality produce a tool that is all for you, only for you, but that you don't have to code from the ground up. Or spend time arguing that your software/tool preferences are universal principles. Both of those behaviors are great for the "I love banging my head against a brick wall" crowd, but for the rest of us they are less than helpful.
 
I have a Mac and use Keyboard Maestro and OmniFocus together.

One thing I do every day is the Daily Review. I do it at the end of the day. This was a paper checklist that I look at to figure out what lists I need to check and update. Then I choose 3 tasks called the MITs (Most Important Tasks). I select 3 tasks that are important that I want to complete tomorrow. I schedule these tasks in between calendar events (appointments, errands). If I can do these 3 tasks, I will consider it a successful day. I do these 3 tasks in between walk-in customers and challenge that come from just being at the office (abrupt interruptions and emails).

I use a Mac, OmniFocus, and Keyboard Maestro. I use Keyboard Maestro to automate the Daily Review process which gives me less friction. Keyboard Maestro will open an app and then maneuver to a particular view (switch to Fantastical and go to the Today view; Open OmniFocus and open a custom perspective). Then I get presented with a prompt about the screen I am looking at and remind me about what kind of questions I wanted answered while looking at this particular view. I can click on the "Next" button to go to the next prompt.

My Keyboard Maestro macro basically acts like a tour guide. It holds my hand while I go through the Daily Review. Visit my inboxes to process any possible requests, Go to my task manager to update any projects or lists (completed a task or project; update the next 1-3 next actions in a list). Choose 3 MITs for tomorrow.

I had posted about this in a Mac Power User thread here:

talk.macpowerusers.com

Share your top 5 Workflows for Keyboard Maestro/Alfred/Raycast

I love using Keyboard Maestro to customize my apps. I make heavy use a macro groups to crate floating palettes of my most commonly used workflows. In my Organize workflow, I try to get close to Inbox Zero during a 30-45 minute inbox processing time block every day. I can clear my OmniFocus...
talk.macpowerusers.com talk.macpowerusers.com

It has some screenshots and YouTube videos for readers to see

I figured one way to reduce friction was to use automation software like Keyboard Maestro. HTH.
 
cfoley said:
For my list manager, I used a text file synced using Dropbox.

One action per line.

First word on the line was the context.

My text editor had a keyboard shortcut to sort lines alphabetically, which allowed me to quickly group by context.
Click to expand...
I also love that simple and efficient solution. Giana Trapiani explained years ago how she did it https://lifehacker.com/practicing-simplified-gtd-335269

Personally I alway thought that a good binder with hand made sheets of paper makes it perfectly. It is better Than any software solution
 
@cfoley , @ben_roth , et al.

Seemingly likewise; also finding gmail's "Drafts" feature as an easy trustworthy digital 'Stuff' Inbox system for minimalizing Capturing and Clarifying 'cost maintenance' for ongoing Trash / Organize preparations

Thank you very much gentlemen

As you see GTD fit. . . .
 
Last edited:
FocusGuy said:
I also love that simple and efficient solution. Giana Trapiani explained years ago how she did it https://lifehacker.com/practicing-simplified-gtd-335269

Personally I alway thought that a good binder with hand made sheets of paper makes it perfectly. It is better Than any software solution
Click to expand...
Simpler systems have me confused

How is is that an automobile with a complex automatic transmission is easier to drive than an automobile with a much more simple manual transmission?
 
gtdstudente said:
Simpler systems have me confused

How is is that an automobile with a complex automatic transmission is easier to drive than an automobile with a much more simple manual transmission?
Click to expand...
I have also tried to simplify GTD, but failed. Giana Trapiani, for example, does without the Waiting-for-list. But what does she then do with the corresponding entries? Mix them with the actions (ambiguity)? Not monitor them at all (let them fall through the cracks)? You can perhaps reduce the contexts in simple situations. But that's it if the system is to remain clear and trustworthy. David Allen is right: his system is as simple as possible, but it can't be simpler without undermining the benefits.


Translated with DeepL.com (free version)
 
gtdstudente said:
Simpler systems have me confused

How is is that an automobile with a complex automatic transmission is easier to drive than an automobile with a much more simple manual transmission?
Click to expand...

Just to set the context, the simple system in question was this:
cfoley said:
For my list manager, I used a text file synced using Dropbox.

One action per line.

First word on the line was the context.

My text editor had a keyboard shortcut to sort lines alphabetically, which allowed me to quickly group by context.
Click to expand...

The text editor gave me all that I need in terms of tracking my tasks. Choosing a convention and applying a little discipline kept the file straight.

Now, I could have sorted the lines manually but instead I used the "automatic transmission" of the text editor's sort button.

I also could have synced the file manually using FTP. Instead, I went for the "automatic transmission" of Dropbox.
 
The more I practice Gtd the more i realize that its principles are most important than anything. I set gtd system with software, paper, microsoft word and excel, databases like evernote, anyway it has no matter at all. You can make it as simple or as complex as you like IF principles are respected, there is no matter at all. Gtd works just because its principles are universal.
 
Last edited:
RomanS said:
Giana Trapiani, for example, does without the Waiting-for-list. But what does she then do with the corresponding entries? Mix them with the actions (ambiguity)? Not monitor them at all (let them fall through the cracks)?
Click to expand...
@RomanS Simply take an active stance! Instead of "waiting for something" create a Next Action to follow up in case nothing happens!
 
FocusGuy said:
The more I practice Gtd the more i realize that its principles are most important than anything. I set gtd system with software, paper, microsoft word and excel, databases like evernote, anyway it has no matter at all. You can make it as simple or as complex as you like IF principles are respected, there is no matter at all. Gtd works just because its principles are universal.
Click to expand...
@FocusGuy

Yes . . . "principles" and the essence of what the principles are actually facilitating as consistently, current, contexts as easy as possible is perhaps is what makes a GTD system durable through the thick-&-thin ?

To save any readers from reading what they might deem as unnecessary reading; the following is only a reiteration of prior GTD forum post

Likewise, each of the Five Work Flow stages of GTD system is what makes a overall GTD system possible while it seems most helpful to be cognizant of the reality that each of the Five Work Flow stages are, in and of themselves, a system in order to 'manage' the plenitude of other 'systems' one is engaging with on a daily basis . . . one lives in a midst's of systems and therefore prudence demands one have theirs' to meet the system reality challenge ?

If you so please, returning to the automobile analogy for a moment:
European and Asian parts are Metric and thus only/simply requiring Metric tools and methodologies [like pulling the engine to change spark plugs]

Meanwhile, an American automobile is an admixture of SAE and Metric parts and therefore requires both SAE and Metric tools, otherwise a lot of unnecessary damage can happen

As such, it seems on this end, as much as would be preferred otherwise, reality is much more 'admixture' than 'simple' and would still continue to be case, even if to a lesser degree, one sought 'greener pastures' by getting off the grid with high hopes of easier reality coping ?

As such, one needs to know all of one's dimensional realities to know what one really, really needs to appropriately engage in one's realities without unnecessary excesses and unnecessary deficiencies which is what brings one back to the Five Work Flow stages that any GTD system must embody and it s up to the skill proficiency of the GTD practitioner to do his or her best in 'managing' their GTD sword to slay the realties' dragons for inner and outer peace ?

Thank you very much

As you see GTD fit . . . .
 
You must log in or register to reply here.
Top