The Two Types of Web-Based GTD Systems

Question

I have a confession to make. I get way too enamored with new and fancy ways of getting my crap in order. Which means I’m regularly transitioning between GTD implementations (and this frustrates me to no end, I assure you). I’m not kidding - when a new GTD app shows up on my radar, I’m like the only Eskimo in the ice cube store. I guess the silver lining is that I can pretty accurately describe why most of the new kids on the block won’t work (at least, not for me). But that’s another topic for another post - I’m just bringing all this up as a way of introducing my experience with many different types of GTD setups and systems.

When it comes to managing your projects, etc. using something digital, you’re faced with two options:

  1. An All-in-One Application - In other words, a web site/application designed specifically to be used for GTD. Some examples include Nozbe, Vitalist and Tracks.
  2. A Best-of-Breed Solution - Using one application to manage lists, another to manage reminders, yet another to manage your calendar, etc. Applications like Stikkit and Backpack would be decent examples of applications that weren’t designed specifically for use with GTD, but are often used for it anyway (or as part of a larger system, say alongside a good calendar).

Both of these types of systems have their successes and failures, and obviously it’s up to the person using it and what works best for them. Having said that, here’s what I’ve discovered about the ready-made GTD applications: All of the ones I’ve tried, virtually without exception, don’t get the job done (for me). Either they don’t fully implement the GTD methodology (which, when broken down to it’s most basic form, isn’t terribly complex) or they implement parts of it incorrectly. The most common problem I’ve seen deals with the Someday/Maybe list. Bottom line, don’t expect most/all of the GTD web apps to feel like an extension of your index cards and notebook - there will likely be some growing pains.

Now, I’m not going to give a point-by-point lambasting of each of the web apps I’ve tried and why I no longer use them, but suffice it to say, I believe that none of the current offerings can really do the job. Which is why I’ve also tried a few other sites/services as my GTD homebase (that fit into category #2 from the list above). And, having experienced both sides of the coin (so to speak), I have to say that #2 wins hands down. Let me tell you why…

It comes down to three little words: extendability, customization and simplicity. Besides, what’s a GTD system other than lists, folders and a calendar? That’s right - not much at all. Sure, you can pimp it out by adding cell phone reminders and such, but at the end of the day, it’s all about being able to easily manage your stuff. And any application that knows nothing of GTD but allows you to easily create and edit a simple todo-style list pretty much fits the bill.

It’s a bit paradoxical to think that applications that weren’t meant for GTD actually do a better job of helping you manage it than those that were, but this truly seems to be the case.

So where does one go from here?

My advice (and it’s probably not good advice - you’ve been warned) is to try everything at least once. Because so much of this is based on preference, you really can’t discount any of the available services/sites without having taken them around the parking lot a few times. And for a best-of-breed approach, here are some of my recommendations:

While sites that fit #1 have a decided allure, don’t rule out the more Unix-ish approach of finding a stellar tool for a single purpose and using it in concert with other stellar tools.

(Disclosure: This post contains affiliate links)

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April 18, 2007 | Filed Under Digital GTD, GTD, Productivity, Technology 

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