351: In Case Of Emergency

Life happens, and sometimes it happens to a coworker. When one of us had to step in and cover a colleague's projects with no notes to go on, it got us talking about how to set up our systems so someone else could pick up where we left off. We dug into checklists, handoff docs, holding our boundaries on weekends and vacations, and that sneaky feeling of being indispensable. Enjoy!

Resources from the call:

• Time Off by John Fitch and Max Frenzel

• Becoming Supernatural by Dr. Joe Dispenza

• OmniFocus

• Asana

• Trello

• Basecamp

• Smartsheet

Download the podcast here!

350: Integrating Task Management Systems

What happens when a client wants the same work tracked in their system, a consultant's app, and your own? Denise brought us this one, and we dug into the friction of living in other people's tools, the case for a single source of truth, and where the line falls between managing your work and reporting on it. Enjoy!

Resources from the call:

• Smartsheet

• Trello

• Todoist

• OmniFocus

• Asana

• Full Focus Planner

• SharePoint

• Microsoft Dynamics 365

• ChatGPT

• Universal Control

Download the podcast here!

341: Digital Reference - Engagement on Projects of Different Sizes

How do you keep your digital reference straight when some projects are just you and others involve a whole team? John brought us this one, and we dug into where reference should live, the hard lines between project and general reference, and how to keep everyone in the loop without doing the work twice. Enjoy!

Resources from the call:

• Team: Getting Things Done with Others

• Evernote

• Todoist

• OmniFocus

• NotePlan

• Dropbox

• Google Drive, Google Docs, and Google Sheets

• Microsoft 365 (OneDrive and SharePoint)

• Smartsheet

• FastTrack Schedule (AEC Software)

• Microsoft Project

• Basecamp

• Jira and Confluence

• Asana

• Teamwork

• Apple Universal Control (the "continuity" trick for sharing a keyboard and mouse between Mac and iPad)

• Zapier or IFTTT (for the automation logging completed tasks to a Google Sheet)

Download the podcast here!

333: Projects vs GTD Projects - Revamping Your System

Projects. What's the difference between project management projects and GTD projects? How are they similar? In this episode, we take a look at what exactly is a project. Enjoy!

Resources from the call:

• Thomas Frank Video Project Tracker Template for Notion

• SOPs

• TextExpander (available for Mac, Windows, iOS, and Chrome!!)

Download the podcast here!

322: Next Actions, Contexts, & Prioritizing

With all of your project's next actions defined and captured on context lists, how do you know what to do first? And next? In this episode, we dive into different perspectives and solutions for prioritizing actions and being able to trust our systems are helping us see what we need to see, when we need to see it. Enjoy!

Resources from the call:

• Nirvana

• ToDoIst

• Google Keep

• OmniFocus

Download the podcast here!

316: Hard Edges in Action Lists

One of the tricky things in keeping hard edges in a task management system is capturing and processing projects and tasks without enough clarity around them. Sometimes our verbs seem actionable, but might be a bit vague in reality. Same with next actions which might actually be a project. In this episode we dive into these ideas and the friction they cause in our systems and look at solutions to bring clarity and engagement. Enjoy!

Resources from the call:

• FacileThings

• Todoist Made Simple Facebook Group

• 25 Productivity Tips by Augusto Pinaud

• Unschedule, The by Dr Neil Fiore

• Atomic Habits by James Clear

• Todoist

• Nirvana

• OmniFocus

• Asian Efficiency

• MacSparky

Download the podcast here!

295: Distractions and Focus

In this episode, we look at what causes distractions, why we could be having a hard time focusing, and how we might address it... or not. An interesting discussion looking at this from so many different angles. Enjoy!

Resources from the call:

• Projects, not problems

• How to Stop Worrying and Start Living by Dale Carnegie

• Coffitivity

• Braintoss

• FocusMate

Download the podcast here!

283: Workflows

Workflows are so important in managing our systems. They help keep things flowing. They can provide safeguards (like backing up or printing out). In this episode we talk about a ton of different workflows we use with our systems. So many great ideas! Enjoy!

Resources from the call:

• GTD® Setup Guides

• Evernote

• Todoist

• The Secret Weapon

• OmniFocus

• ClickUp

• Asana

• Remember the Milk

• Trello

Download the podcast here!

256: Contexts

In this episode we discuss Contexts and how they are used in today’s world. Contexts and their relevance has been a controversial topic for years since people have mini computers in their pockets so all contexts are available all the time, almost. But then came a pandemic and we’re all home 24x7. So now what? The GTDVSG dives in and talks about what contexts mean to us in this new reality.

Resources from the call:

• Manager/Maker - Paul Graham

• Spaces on MacOS / Virtual Desktops on Windows 10

Download the podcast here!

255: Improving Project Timeline Estimations

How do you improve your estimations of project timelines, or task timing? It’s such a vital piece of managing projects and managing expectations — of clients, of partners, of teammates, of spouses... of ourselves! In this episode we talk about how we all try to tackle this in our own worlds.

Thanks to Alex K for suggesting this episode's topic via our Facebook Group! 

Resources from the call:

• Omnifocus

• Remember The Milk

• Chronofy

• Evernote

• Google Calendar

Download the podcast here!