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I am using evernote, mac mail, google calendar and mac reminders. I have tried almost everything and every website/application out there. My main problem was to have as few inboxes as possible and that's why I implemented a gtd system inside evernote. This is where I keep reference files but also tasks.

  • Inbox
  • next
  • projects
  • someday/maybe (inactive projects fall here also)
  • reference
  • project support material

I have been using it for some weeks now and seem quite interesting and helpful as I trust it and keep everything here. I am trying - If possible - to decrease the applications I am using for my everyday life organising.

First I collect everything from inside evernote as notes. Then I organise everything with contexts. I have a tickler file based on month contexts and also some saved searches as "grocery list" and "weekly review".

The only problem I am having right now, is that evernote does not have the functionality of setting deadlines and reminders, so even If I have a system that includes almost everything happening now in my life, I cannot have priority listings and reminders. Prioritising is almost impossible in evernote (even If you have contexts like "high" and "low") because you can't name each task with a number in front of it and you can't custom position them. Also, for every new task I must set a new reminder in mac reminders.

I wonder what do you think of my (simple) system. I am thinking of moving my task management in another application that supports reminders, priority management, and repeating tasks, while keeping evernote as a reference file (it's perfect for that).

Having several applications for gtd, definitely fails for me.

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Take a look at for using inbox zero and gtd in evernote through tagging; then you can set up custom queries to show what you want to see based on tags – Raystafarian Jun 7 '13 at 11:19
I have already checked this. The Secret Weapon works ok If you have only a list without much logic, because things soon start to seem cluttered. I suppose there is much improvement with evernote's new reminders' service! – Radolino Jun 11 '13 at 9:08

My experience (and that of a lot of GTD users on several mailing lists I've been on) is that while implementing GTD can and does have an immediate payoff, it takes a couple of years on average to fully understand and internalize how to make it work for you. Using a system for "some weeks" is probably not enough to give it a fair trial. Unless there's something grossly wrong for you about it.

I agree with you about the shortcomings of Evernote as a task management system. In my GTD implementation, I use it for my Project list and supporting material, and for Reference material. I keep my Next Actions and context lists in RememberTheMilk, which allows priority setting, due dates, alarms, repeating actions, and a tag and search system that is about as good as Evernote's. And RTM is as platform agnostic as Evernote - it runs everywhere. I use it on Windows in a browser, iOS (iPod Touch), and Android (Kindle Fire).

In my GTD implementation (5 years+) I'm moving more and more toward keeping deadlines in the form of date alarms out of the system. Projects have a due date in the name of the project that I see on regular review. Next Actions don't have due dates - everything on a NA list is to be done as soon as I can possibly do it. Regular review and moving things to Someday/Maybe regularly keeps tasks from getting stale on the list. And in fact, regular review is the general answer to all questions around flagging tasks with priorities and due dates - if you don't know immediately on glancing at a list which items are most critical, you aren't reviewing often enough.

One trick I picked up recently that is helping a lot is to use a "due date" in my Someday/Maybe list (kept in Remember the Milk) as a "don't show this to me until after" date. My Someday/Maybe RTM list is a smart list that only shows me items with no date or a date prior to today. When I review that list, I make a decision on each item - do I move it to active, delete it, or postpone a decision? If I postpone, I add a date so I'll see the item again in a week, month, 6 months, or year, or whatever seems like a reasonable interval for that item. It helps keep the number of items I review each time manageable.

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I use pocket informant on my IPad and IPod Touch. You can also use it from a browser (for your Mac). You can get it to run in 'GTD' mode, and it has its own calendar. Its pretty good, and covers all your needs (I think).

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I am too tired of seeking new productivity apps... I am looking into the purpose and not the tool finally... – Radolino Jul 8 '13 at 7:11

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