If you’re working remotely, keeping your team on the same page with company projects and goals can be challenging, which is why I’m always experimenting with software, trying to find a solution that provides better organization and more seamless collaboration.
I stumbled on GTDagenda recently, and while the interface isn’t the most sleek web application I’ve tried, I’m impressed with its ability to deliver as promised and actually help with getting things done.
- Easy setup. As with any new system, setup is the hardest part of getting started, but I was surprised by how quickly I was able to enter all my data and get back to work. I recommend getting started by setting up and testing with one project, then gradually using other features of the program.
- Easy transitions and changes. Once your tasks are added, it’s easy to make changes and transitions. If, for example, you decide to reassign a group of tasks to a new priority level, simply select them and set the new priority level from the pull-down menu. To assign to a particular context (example, @Computer), select the items and click the button to the left of the given context.
- Clear view of priorities. GTDagenda’s default start page view is of the next actions that should get your attention, which is very helpful for maintaining concentration and avoiding distractions. Right away, you see exactly what you need to do and aren’t tempted by less important tasks in your to-do list that might be easier or more interesting. Plus, if someone interrupts you with what seems to be an important task, you can quickly add it to your inbox and compare it to the next actions that are already waiting for you, which is a great way to work proactively instead of reactively.
- Easy assignment of next actions. The application has an easy-to-use flagging system, where you can quickly — with a single click — mark items as next actions. Those tasks are then immediately displayed within the “Next Action” view, where they are ordered by context and priority.
- Easy sorting. The system offers customizable sorting options, as well as the ability to save custom searches, so you can get a quick view of certain types of tasks. Since I’m usually working on several projects at once, I created a “Priority 1” filter so that all Level 1 tasks display at once, and then I can be sure to tackle time-sensitive tasks and projects before others at the start of each day.
- Recurring tasks and checklists. You can add tasks and set them as repeating; those tasks will automatically show up within your task lists on their next due date. You can also set them to automatically be assigned as a next action so they show up in that view as well. Alternatively, you can use the checklists feature for setting recurring task lists that must be completed on a regular basis (a morning routine, for example).
- Multiple users for collaboration. With the business-level plans, you can add users so that you can share projects and collaborate remotely. It’s very helpful for managing projects, since the person overseeing the team can reassign priority levels for tasks as required.
- Better interface. At first glance, GTDagenda appears cluttered, making it a bit confusing to get started. The fonts are also not the cleanest, so if you’re used to sleeker web apps, it can be hard to get used to reading things at first. Once you get accustomed to it, the program is as simple as using an email program, and the organization starts to make sense very quickly.
- Better notes functionality. I’d like to see the ability to add detailed notes to tasks so that they don’t have to be stored elsewhere, and of course, it would be great to have an all-in-one application with the GTDagenda functionality, plus document collaboration and storage.
How do you organize projects and get things done?