Author Archive for James – Page 2

Attachments and Links – Now in GTDNext

Posted 05/11/15 by James and filed under:

Today in build 6.18 we introduced the ability to add attachments from Google Drive and Dropbox to GTDNext.  Along with this feature we added the ability to add links (URL’s) to GTDNext.

Access to both of these features is via the Action Detail panel.  You will see a paper clip icon that opens up a drop down menu as shown in the screen shot below.

Attachments feature in GTDNext


The first time you choose Dropbox or Google Drive you will be asked to let GTDNext be authorized to access these two services.

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9 Ways to Use the Send Tasks from Multiple Email Accounts Feature

Posted 05/02/15 by James and filed under:

Today GTDNext rolls out the ability to send tasks to GTDNext from any email account. This has been a top request for a while now and we are happy to now provide this feature.  Here is how it works.

A unique email address is created for each GTDNext user and all emails sent to that address will create a task in your inbox. The subject line will be the task name and body text in the email will go into the task notes. Any email account can send to this address and the task will be created and land in your GTDNext inbox.

To access this new feature go to the settings page via the “cog” menu on the top right of your GTDNext screen and click “create email” to make your own unique GTDNext email alias.

new feature send email from multiple accounts

In the past GTDNext users were limited to sending tasks via email to GTDNext from the email account used during sign-up. This limitation made it difficult to send tasks from other accounts, say from your work email, or your home email depending on which you used to sign-up for GTDNext.

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Using GTDNext for Lists

Posted 04/25/15 by James and filed under:

GTDNext is pretty flexible. One of the ways to use it is to keep track of lists of reference items.  In this short video I demonstrate how to use the “Info” mode in combination with tags to give you quick access to all your various lists.  This is a pretty basic example that hopefully gives you some ideas on other ways to combine tags and the info mode to quickly access your reference information.

GTDNext Quick Tip

New Version of GTD Book Released

Posted 04/03/15 by James and filed under:

David Allen, the author of Getting Things Done has released an updated version of his best selling productivity masterpiece.

GTD was first released in 2001 and this new edition is the first overhaul that David has completed on the book in about 15 years!

Below is a picture I took of my original copy and of the new version that came out in March of 2015.

New edition of Getting Things Done by David Allen

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Using Science to Support your GTD Productivity

Posted 02/07/15 by James and filed under:

I recently came across the below video and thought it was interesting.  It brings up some great thoughts on productivity. 

Take a look and see what you think.  Do you agree or disagree with the ideas?

Below the video I’ve outlined the main points the video makes and added a few thoughts of my own about how these points, backed in science can be utilized in GTDNext more effectively. 

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The Best Ideas from the book 18 Minutes

Posted 01/13/15 by James and filed under:

I recently finished reading: 18 Minutes: Find Your Focus, Master Distraction, and Get the Right Things Done by Peter Bregman.  Overall it is a great book, with lots of excellent ideas. 

Peter has a very successful consulting practice and works with executives of many fortune 500 companies.  I found many of his ideas to work well not just for executives but for knowledge workers and entrepreneurs. 

A few ideas really resonated with me and also have some implications to working with GTDNext

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Why Traditional To Do Apps Fail

Posted 01/07/15 by James and filed under:

Most list manager apps work pretty much the same. Badly. At least for everyday productivity.  You create a long list of to do task you need to do and then when you are ready to do them, you are shown the entire list of items to choose from.  It’s too many tasks to really comprehend.  The confused mind usually opts to do nothing.  They are fine as special purpose lists, but not great for using as your every day productivity tool.

Sure, you can filter the list by arbitrary things such as priority or due date, but many times those are false dates, not real deadlines and as such don’t really compel you do complete the task on that date.

Filtering your list by priority is also a problem, as priorities can and should change based on circumstances that change rapidly throughout the day.  So you at 4:30 pm in the afternoon when you look at your task list and see priority 1 is to write a report for your boss and you only have 30 minutes left in the day, you tend to beat yourself up and maybe shut down your task list all together.  Just because the priority 1 task wasn’t what you had the time or energy left to do right then!

This in my mind is why people tend to fail when using a traditional to do list application.

So What Does Work?

Based on GTD principles, the way GTDNext handles tasks is a little different from most list managers and to do apps.  The difference is small but incredibly powerful and important. 

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How are those New Year’s Resolutions going?

Posted 01/06/15 by James and filed under:

Resolutions never worked (long) for me

I don’t set resolutions. I haven’t for years. I used to set resolutions every year like clock work.  I’d sit down and make lists (sometimes huge lists) of things I was going to do in the New Year.  Then I’d promptly do none of them.  Of sure, for a week or two I’d be all gung ho and work the resolutions.  For a while it they would go great. But it never stuck long term. So the next year I’d ’d make systems to help me remember to review them my resolutions. That would work a little better. Until it wouldn’t, and I’d be stuck again not doing a damn thing on my resolutions for a whole year. 

About five years or so I stopped the whole crazy process. I no longer set new years resolutions. It feels really good. 

What should you do instead?

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Updates to GTDNext Drag and Drop feature

Posted 12/19/14 by James and filed under:

Today we released an update to the drag and drop feature within GTDNext.  In version we have moved the drag icon from the right side of the screen to the left, where we now utilize the icons for each item. 

We find it more intuitive to drag items from the left side than the right.

Additionally, the code for drag and drop has been completely re-written to make the experience smoother and much less prone to error.  Dragging is much more reliable now, easier and faster to use.  The below video demonstrated how it now functions.

GTDNext Updated Drag and Drop Feature

GTDNext Demo and Walk-Through for October 2014

Posted 10/10/14 by James and filed under:

It’s been quite a while since we have done an updated demo of GTDNext.  Many new features have been added so we decided to create and updated video. 

If you are new to GTDNext this is a perfect way to quickly learn the app.  If you have used it for a while, you may still pick up a trick or two. 

The video covers the following features.

  • How to navigate the outline and program in general.
  • How to add items into the inbox
  • Areas and Tags – what they are and how they are used
  • Using the Projects and Actions area
  • How to use the drag and drop feature
  • Using the focus feature
  • Keyboard shortcuts
  • Next Actions view – What it is, how to use it
  • Using the “Force Next” option to add items to the next list
  • Using the waiting list
  • Someday List
  • How to create repeating tasks
  • Scheduled Tasks for a future start date
  • Adding due dates to tasks
  • Using the filters to find items fast
  • How the archive feature works
  • How to zoom in on projects and tasks
  • Using the community forums and help feature


GTDNext October 2014 Walk-through and demo