Next Actions and the GTD Add-In for Outlook
Using the GTD Add-In for Microsoft Outlook enables me to manage my projects quickly and easily, keeping everything in a single trusted system. But when it comes to managing Actions and avoiding being overwhelmed by too many tasks, there are some tweaks that need to be added.
Using pure GTD, only a single Next Action is recorded for a given project. With Outlook, it’s often easier to go ahead and enter all of the Actions required to move the project forward, especially when it comes to development projects. So, how do I keep my Next Actions list as short as possible, showing only the single Next Action for each project? The answer lies in utilizing the Status field. By default, any task created in Outlook has a status of “Not Started” but by setting the status to “In Progress” for only the Next Action, we can create a filtered list that is clean and more in line with GTD.
Let’s take an overly simplified example for illustrative purposes, a simple enhancement request to add four additional fields to the data captured for a customer and display those fields on a report. Right off, I know all of the actions necessary and can go ahead and enter them in Outlook:
- Add four fields to customer database table.
- Add new fields to customer data entry form
- Add new fields to customer detail report
Instead of just entering the “Add four fields to table” action only, I can enter all four, setting the Status for the first one to In Progress and leaving the others as Not Started.
In Outlook, I created a copy of the Active Tasks By Action (GTD) view and named it Next Actions by Action (GTD). I then modified the view filter to include the criteria “Status Equals In Progress” and, viola, I now have a list of only Next Actions by context. Instead of marking the first task as completed in the Task List, I use the Project Central view to see all the tasks for the project I’m working on. From here, I can mark the first task as completed and then modify the next task to have a Status of In Progress. If I haven’t defined any other tasks for the project, I open the task to be completed and use the Next Action feature to mark it complete and create a new Next Action for the project. As part of my weekly review, I look use the Active Tasks by SubProject (GTD) view with the Status field added to make sure that each Project and/or SubProject has one task with a status of In Progress assigned to it.
hi Eric
I achieve a similar result by using the Start/Due dates
in my case subsequent actions will usually occur on a day in the future once the predecessory next action has occurred
I have a filtered copy of the standard Actions by Project list which has an additional filter on it for actions due on or before today (implication is I have to due date all my tasks or those with a blank due date are also filtered out, as well as subsequent actions)
if when the due date comes around the ‘next action’ is not yet done, but the ’subsequent’ action appears on my list as now due this prompts me to either do the ‘next action’ (should have already!) or reassess when the subsequent actions are due
the same technique also works as a tickler, for future tasks/reminders I want to be ‘tickled’ about I simply create a task with the relevant due date, and on that date it appears on my filtered list as it is now ‘due’
Great idea, Gavin, especially the Tickler feature. I’ve tried using the 43 folders concept with physical folders,but found it to easy to ignore. I could never get into the habit of looking at today’s folder every day. I do something similar but with appointments.
I’ve been going through the Total, Relaxed Organization training from Priacta and will be posting about that soon. First, I have to add some spam comment prevention to this blog site, I’ve been inundated with spam comment posts and it’s taking way to long to filter them out.
I would recommend checking out http://www.Gtdagenda.com for an online GTD manager.
You can use it to manage your goals, projects and tasks, set next actions and contexts, use checklists, schedules and a calendar.
A mobile version is available too.
I’ve used gtdagenda.com and it’s a great site. The ability to access it via mobile phone is a big plus when away from the office. Even as a paid version, it’s worth it if it works for you. The only drawback for me personally, was the lack of a reference section. I know subscribers can upload files/attachments, but I needed project or goal reference notes. Something more than the description field offered. Other than that, if web-based planning is what you’re looking for, I would recommend seriously checking out GtdAgenda.com. Sign up for a free account and give it a good try.