With Google Notebook shutting down, many people are searching for alternatives and Diigo is trying to fit itself into this space. Currently, Diigo is more focused on bookmarking and making notations around those links, but they are looking to become more flexible. Diigo’s Lists feature is the closest thing they have to Google Notebook functionality, but is not quite there yet.

Google Notebook is a bit more flexible in that an item does not have to be tied to a webpage. Diigo Lists will soon be upgraded to provide this flexibility and a lot more in the near future.

If you are looking for a place to take your Notes that also has a vibrant community and is responsive to user needs, Diigo may be the place for you.

The first step is to perfect a Google Notebook importer at Diigo and they’re looking for volunteers to help speed this up:

Just finish the GN importer alpha – doing testing now.

Need some volunteers’ help: we’d like to test more GN files, especially ones with complicated structure, links and notes. If you or you know friends who have good GNs would like to help, please

# Go to Google Notebook = > Manage notebooks.
# Click Export, choose Atom, then save the file to your computer.
# Email the export file(s) to info [at] diigo.com = > Title: Alpha help ~ GN export files
# Besides the export files, please also advise the GN url

If you’d like to have your voice heard regarding this, check out the post on the Diigo blog: Diigo vs. Google Notebook (& importer…).

Also check out:

• Quick Diigo Bookmarking for Chrome

How many times during the day do you just look at the caller-id and not bother to answer the phone? Especially if it’s a number you don’t recognize. I know I send those straight to voicemail and I’m pretty sure I’ve been sent to voicemail on quite a few occasions.

Not only are phone calls sort of old-fashioned to me, but they take time I think could be spent being more productive. People don’t know how to get off the phone once they get you on it and waste time conveying information that could have taken a fraction of the time by using other means. This can be a serious hit to your productivity.

3 Ways To Avoid Phone Calls

• Instead of immediately returning the call or listening to a voicemail, send an electronic message as a response. Email, SMS, or whatever. This can save time and still allow you to figure out what’s going on.
• If the caller does leave a voicemail, listen to it at a time that is convenient for you. Don’t interrupt your workflow.
• Never answer unknown numbers, ever. You don’t know what’s on the other end of that line. It could be an annoying telemarketer or mother-in-law. You can’t risk the time or stress to investigate, so send it to voicemail.

What To Do With Unknown Numbers

If you don’t recognize the number, you can always use Caller Base.com to figure out who it is. This is a cool service that will look up the name and address of the caller. Now, you can make an educated decision as to whether they’re worth your time or not.

With Caller Base.com, you can look up land-line and cell numbers within the US and Canada with 100% confidentiality. This is great for tracking down pesky bill-collectors, telemarketers and prank callers. This will definitely help you get a leg up on any disruptive phone calls.

Also check out:

• Boost Productivity with Timesheet Management Software
• CodeMyConcept Turns Your Web Designs Into Reality
• Dual Electronics Lets Your Car Talk to Your Mobile Device or MP3 Player

One thing I forgot to mention here is that I can also “post” to Twitter from TwitterSpy (which I mentioned in a previous post).

How I Keep Up With the Micro-Blogosphere–>

Also check out:

• Why You Should Pownce on Rejaw
• Cross-Posting Etiquette: A Few Ways To Stay Connected
• Ping.fm: Updating Your Social Networks Without Spamming FriendFeed

Google Calendar allows alerts via Email, Pop-ups, and SMS. This should work out great, except that I don’t have SMS right now, I don’t keep GCal open, and I don’t have a method to notify me of new mail on my desktop. I have Remember The Milk set up to notify me via Google Talk of upcoming items, but there is still a chance I may ignore the new chat window (sometimes I get a little caught up in FriendFeed).

Snarl, in combination with Pidgin, actually provides me the best solution. I always have Pidgin running to handle various communications needs (Yahoo/AIM/GTalk/IRC/Jabber), so it makes perfect sense for my notifications system to center around it.

All I had to do was:

• Install Snarl
• Install the Snarl Extension for Pidgin, PidginSnarl
• Make sure my GTalk Account in Pidgin was set for Email Notifications
• And enjoy the Snarly goodness!

Here is a screenshot of the types of notifications I get from Pidgin now:

As you can see, I now receive notifications about new email messages, including reminders of how many new emails I have. As an added benefit, I can monitor Identi.ca and other messaging services without actually switching to the Pidgin window.

This means I spend more time on task and doing what I should be doing, and less time playin on Identi.ca. I no longer miss those important podcasts I keep adding to my calendar because I’ll get a desktop notification. I will also recieve new IM’s from Remember The Milk directly to my desktop.

Don’t forget to check out the other extensions available at the Snarl homepage (FireSnarl, for instance).

Did I explain this poorly? Do you have any experience with Snarl or Pidgin that you would like to share? How do you handle notifications to make sure you don’t miss things?

Also check out:

• Should You Be Using Gubb Instead of Remember The Milk?
• 5 Ways to Use Ubiquity for Getting Things Done
• Remember The Milk: Adding Tags While Sending Tasks

With a simple tweak, we can actually make this setup just a little more useful by allowing us to add tags to the items we are sending to RTM.

Here is the command-line we are currently using for “blat” to email RTM:

- -body ” ” -subject “$$” -to <unique key>@rmilk.com -u <gmail username> -pw <gmail pass> -f <gmail username> -server 127.0.0.1:1099

We are using “$$” here to tell the Launchy Runner plugin to pass our first argument as the subject of the email. What we need to be able to do is to specify a second argument that can be passed as the body of the email:

- -subject “$$” -body “$$” -to <unique key>@rmilk.com -u <gmail username> -pw <gmail pass> -f <gmail username> -server 127.0.0.1:1099

Notice that we have:

• Swapped the positions of the “subject” and “body” options
• We are now passing another “$$” to the “body” option

This tells Launchy to use the first argument we send as the subject and the second argument as the body. Now, we can set tags for our tasks as we add them via Launchy:

Pressing the TAB key within Launchy separates the “rtm” command from it’s two arguments. The first argument is the name of the task, and the second are the additional options describing that task.

Keep in mind that we have the choice to set other options for the task besides the tags. You can view the details in the Remember The Milk FAQ on Sending Tasks via Email.

The one caveat here is that you may only specify one option as Launchy doesn’t allow us to enter a line-break.

Was this article helpful? Do you have a better way to do this? I would love to hear from you.

Also check out:

• Remember The Milk: Posting Directly from Your Desktop
• Supercharge Remember The Milk: 6 Ways to Add a Task
• How Twitter Keeps Me From Getting Things Done

FriendFeed is becoming more and more central to my online activity. I feel I have only scratched the surface of what can be accomplished with it. Even at this early stage, I know that I have accelerated the development of relationships, and the growth of my personal knowledge just by being a regular FriendFeeder.

A recent discussion started by jeff(isageek), got me thinking. I really should have tabs for web apps I want to keep tabs on right there in FriendFeed. I mean…I’m always in it anyway, might as well try to get things done while I’m there. You may remember Duncan Riley creating a slew of scripts for adding various tabs to FriendFeed, but there were a few missing that I still needed.

You can’t be productive without access to your Calendar and your Task List, so I created a couple of quick and dirty Greasemonkey scripts based on Duncan’s.

• FriendFeed Tab for Google Calendar
• FriendFeed Tab for Remember The Milk

And, just for good measure, let’s go ahead and add a tab for Identi.ca:

• FriendFeed Tab for Identi.ca

Another script that I find I am using a lot is the FriendFeed Read Later script. I don’t see how anyone survives without it. It will allow you to mark an item as “Later” and creates a “Read Later” tab where you can view all of the items you marked. I primarily use it to follow discussions I find interesting without having to hope they resurface or searching for them. I also use this feature to mark items I may want to blog about later.

How do you keep up with your FriendFeed? How do you make sure you stay productive while using it? Enquiring minds want to know. Leave me a comment.

Also check out:

• 5 Ways to Use Ubiquity for Getting Things Done
• Supercharge Remember The Milk: 6 Ways to Add a Task
• How Twitter Keeps Me From Getting Things Done

Getting Things Done Doesn’t Prioritize Tasks

Apparently, Getting Things Done (GTD) does not bother with task priorities and Donald over at Life Optimizer gives a great explanation as to why (read the full story here). I never actually thought about this until I saw his post, but it raises another question:

What should you do with the priority settings in your task-management software?

The obvious solution to me was to use the priorities to organize my Projects. Let’s take a look at a simple project to upgrade wordpress (just an ex., get the official steps here):

1. Make Backups
2. Deactivate Plugins
3. Upload New Files
4. Upgrade Database

In this example, we see the Priority for each task will just correspond to the order in which it should be completed. Each task directly depends on the one before it.

It also just so happens that Remember The Milk has exactly 4 priorities to chose from. The simplest way to set a priority for a task is to click the task to highlight it and press a number (1 thru 4). This will set the tasks priority and add an indicator. Priority if 4 is the default, so you see no indicator.

What if your Project has more than 4 steps?

Since each task in the project depends on the one before it, you would simply re-prioritize (or re-number) the project each time you complete a task or each time you finish all tasks you have already prioritized.

What if I can do groups of tasks simultaneously?

This is great! Just give these tasks the same priority. Once you hit a task that depends on one or all of them, move up to the next priority.

1. Thing A

1. Thing B
2. Thing AB
3. Thing C

Conclusion

There is no need to agonize over priorities on your task list. The only time priority really matters is within a Project and, since we define a project as a sequence of tasks, setting prorities should be a no-brainer. If you would like to implement priorities into your Remember The Milk usage, keep in mind that you can search for tasks with a specific priority (ie. search for “priority:1″ to find first priority tasks). You could even use this knowledge to get rid of the “-next” tag. Just give your Next Actions a priority of 1 and search on that.

How do you prioritize your tasks? Can you think of another way to use priorities to help get things done? Leave a comment.

Also check out:

• Should You Be Using Gubb Instead of Remember The Milk?
• To Do Lists Are Not Just About Task-Management
• Remember The Milk: Posting Directly from Your Desktop

Borrowing/Lending

Tracking things you have lent or borrowed is quite useful. You can apply the same ideas from my Super Charging Remember The Milk series. For example, if Bill borrowed your iPhone, then you could create a task named “My iPhone” and give it tags like “-waiting, @lent, bill, iphone.”

In this case, I have set the context of this item to “lent” by preceding it with the “@” symbol. This allows me to create a Smart List later, to organize all the things I have “lent.” You will also notice that I have tagged the item Bill’s name so that I know who to harass when I start missing my iPhone. You can do the same thing for items you have borrowed.

Content Ideas

I have set up my desktop so that I can add items to Remember The Milk in the blink of an eye. Not only does this make sure that I don’t miss anything I need to do, but it also allows me to quickly collect any random ideas I get for content. I might be reading a blog post over on SheGeeks and get an idea for a new song. Or I could just be poking around on FriendFeed and get an idea for an awesome blog post.

Either way it goes, I can stick these things into Remember The Milk and flesh them out later. For instance, I might tag a new song idea with “-next, @studio, metal.”

Reading List

One of the best things you can do to increase your value as a person is to read. This will help your success in life immensely. People will be more willing to see you as a leader if you have a little more knowledge than they do. I sometimes add books others recommend to my reading list in Remember The Milk so that I can remember to borrow or buy them at some point.

Conclusion

You To Do list can be of much more use to you than simply checking off tasks. There are things that are not really actionable tasks, but are not really projects either. Also, some things you may want to stick on the Someday/Maybe side of things, might do better to have their own category. Experiment and see what works for you.

Do you store things on your To Do list that some might say shouldn’t be there? Do you have ideas about extending your To Do list that I haven’t covered? Did you like this article? Leave a comment. I would love to hear about it.

Also check out:

• Should You Be Using Gubb Instead of Remember The Milk?
• Supercharge Remember The Milk: 6 Ways to Add a Task
• 5 Ways to Use Ubiquity for Getting Things Done

I have very simple criteria for being able to add tasks to my ToDo list:

• It must be quick
• It must not disturb my current work flow
• It must be reliable

I had almost satisfied all of these using the solution involving Launchy, Curl, and Twitter. Launchy is probably the fastest desktop launcher available for Windows. So the procedure went like this:

• Launchy pops up instantly when I hit ALT+Space
• I type in “rtm<TAB>Task Description<ENTER>” (rtm is just a batch file in my path)
• The task is added to my Remember The Milk Inbox list via Twitter

If we review the last item on my list of criteria, we see that our posting method needs to be reliable. Well, Twitter shouldn’t even be in the same sentence. I have actually been burned before using this setup, as you can read about in my post How Twitter Keeps Me from Getting Things Done.

So, how do we make it better? I had to find a way to get Twitter out of the picture. If you recall, You can add tasks to Remember The Milk via email. All I needed was a way to shoot off an email to RTM from within Launchy. Problem solved, right? Well…not really. GMail apparently makes this slightly more complicated.

This is about to get pretty technical, but I will try to break it down as simple as I can. If I don’t do a good job, please leave a comment and I will be happy to help

Download, Install, and Configure “Stunnel”

We need Stunnel so that we can communicate with the Gmail server securely. From the website:

Stunnel is a program that allows you to encrypt arbitrary TCP connections inside SSL (Secure Sockets Layer) available on both Unix and Windows.

So, here is what we need to do:

• Download Stunnel from the Binaries Page. The version I used is 4.25 (direct download link)
• Run the installer and hit “Close” once complete
• Now, edit C:\Program Files\stunnel\stunnel.conf
• Replace the “Service Options” section with the following:

[SMTP Gmail]
accept = 127.0.0.1:1099
connect = smtp.gmail.com:465

[POP3 Gmail]
accept = 127.0.0.1:1109
connect = pop.gmail.com:995

• From the same directory, run the command “stunnel -install”
• Then run the command “net start stunnel”

Download, Install, and Configure “Blat”

We need Blat so that we can send email right from the command line.

Blat is a Win32 command line utility that sends eMail using SMTP or post to usenet using NNTP.

• Get Blat from here: http://www.blat.net/
• Open the archive and stick “blat.exe” into C:\Windows\System32\ or somewhere else in your path
• Run the command: blat -install smtp.gmail.com yourusername@gmail.com

Configure Launchy

You already have Launchy, right? If not, you are probably not working very efficiently, you are on a MAC, or both. Go ahead and fire it up now.

• Open Launchy’s Options dialog (click the gear), go to Plugins and click Runner.
• Hit the “+” button to add a new command
• Enter something nifty for the Name (“rtm”, maybe?)
• In the Program field, Enter the path to the Blat executable: C:\Windows\System32\blat.exe
• In the Arguments field, Enter the following:

- -body ” ” -subject “$$” -to [Your unique RTM Email Address] -u [Gmail Username] -pw [Gmail Password] -f [Your Gmail Address] -server 127.0.0.1:1099

• Hit “Ok,” we’re done here

Make sure you include the preceding “-” and the space between the quotes for the body argument. To find your unique Remember The Milk email address, login to RTM and go to Settings->Info. You want the Inbox Email Address.

Conclusion

Now, you can hit ALT+Space (or whatever key you have it set to), type “rtm<TAB>task<ENTER>” and you have just added a task to Remember The Milk without even breaking stride.

Being able to quickly dump tasks/ideas out of your head and into your organization system of choice is pretty important. Without doing this, you will never get anything done because you won’t ever know what to do.

More often than not, you are going to be in the middle of something when an idea strikes you for something else that you need to capture. As we all know, if you get interrupted, it takes about 10 minutes or so to find your place and get back into the groove.

This is why I have been so anal about this specific facet of my system. I don’t believe there is a faster way, short of direct brain-to-computer communication, to capture your thoughts to your to-do list.

How do you make sure you can capture things at all times? Do you have a better method than me? I’d like to hear about it. Leave me a comment.

Also check out:

• How Twitter Keeps Me From Getting Things Done
• Supercharge Remember The Milk: 6 Ways to Add a Task
• Should You Be Using Gubb Instead of Remember The Milk?

It seems silly when I think about it now. Here are some examples of the things I had on my list:

• Clean the bathroom
• Burn Movies to CD
• Design a new Workout Program

At first glance, this list looks fine. If we look closer, we can see where I ran into problems.

Break Things Down

Let’s look at my first item, “Clean the bathroom.” This seems like a pretty innocuous thing to put on a To-Do list. I look at this item and I think to myself, “All I gotta do is go in there and clean the mirror, wipe the sink, scrub the toilet, sweep the floor….Wait a Minute! This isn’t as simple as I thought!”

I automatically bypassed this task every time I saw it because it was too complicated to wrap my mind around all at once. Now, when I broke this down into a smaller steps and set it up as a project, it was much easier to deal with. Let’s say we take these steps as what’s needed to clean the bathroom:

• Clean the mirror
• Wipe the sink
• Scrub the tub
• Scrub Toilet (is there an official smily for “I’m gonna hurl?”)
• Sweep the floor
• Mop the floor

Now, I stick these into my Remember The Milk To-Do list and tag them with “.bathroom” so they all show up in their own little Smart List. Now, I tag one of them with “-next” so it shows up in my Context list named “@Home.” (If you have no clue what I’m talking about, check out my series “Supercharge Remember The Milk.”)

Instead of seeing “Clean The Bathroom,” I now see a simple task that won’t even take 5 minutes to do: “Clean the mirror.” I do a small review every-so-often, so at that time I can label another task from this project as “-next.” I sometimes even label all the tasks on the list as “-next,” assuming they don’t depend on each other.

Make Sure You Have What It Takes

Burning movies to CD is a simple task for most, but not for me. I can’t burn to a DVD because my laptop is old. I can play DVD’s, but not burn them. The movies have to be converted to VCD, SVCD, or KVCD first. The software I was using to take care of this before had stopped working for some reason.

Whenever I thought about getting this done, I remembered these facts and kept putting it off. I didn’t have the tools I needed to complete the task. I even further confused matters by giving myself too many choices internally: I have an XP laptop that I needed to find software for, or I could try and transfer the files and figure out how to do it on the MAC Mini.

Yeah, I know: Analysis Paralysis, but if I had broken down what needed to be done and added a task to “Download Software to Transcode Movies,” I would have the tools needed to complete the task and could have avoided the whole mess:

• Find & Download software to convert movies
• Convert Movies
• Burn Movies

So much simpler.

Think Things Through

The final item in question here is “Design a new workout program.” I am not a personal trainer, nor do I play one on TV, but I do actually have enough knowledge to design a basic workout program. The problem here is that, at the time I put this on my To-Do List, I had no clue what my goals were regarding working out. I was already doing a basic program and was just bored of it.

Every time I sat down or even thought about sitting down and designing a program, I ended up deadlocked because I wasn’t sure what to do. What should have happened was this:

• Evaluate likes/dislikes about current program
• Decide what results new program should produce
• Pick exercises that I enjoy
• Find/Design new program

This is not exact, but at least I end up with a better idea of what I want to do with myself. I can now either pick a new program based on my research, or just design one based on my goals.

Conclusion

Break things down. If you think about a project as several small and easy tasks, it will get done a lot quicker. This even works on others. Instead of telling your kid to “Clean up Your Room,” break it down into smaller steps and give them a piece at a time. Watch how much easier it gets completed.

Make sure you have what it takes. Don’t commit yourself to completing a task if you don’t even have the tools necessary to do it. Break the task up into a project. You may need to delegate some tasks to others to get what you need.

Think things through. Doing a brain dump is part of getting yourself organized. Get all those random thoughts, tasks and ideas out of your head. Just make sure that you think before you convert those things into full-fledged Next actions.

The key to getting things done is to make everything easier to deal with. Breaking everything into small, bite-sized chunks will help you to accomplish this. If you’ve ever moved or helped anyone move, you can understand how that entertainment center would be a lot easier to lift if it was in small pieces.

Have you run into situations where you bit off more than you could chew? How do you go about breaking down tasks into projects? Tell us about it in the comments.

Also check out:

• Should You Be Using Gubb Instead of Remember The Milk?
• What Happened to My Priorities?
• To Do Lists Are Not Just About Task-Management

This post is the first in a series on Super-Charging Remember The Milk including:

• Smart Lists and Tags
  
• Remember The Milk/GTD Overview
• Six Ways to Add a Task (this post)

1. Email

When you signed up for Remember The Milk, you received a special unique email address. You can find this address in your confirmation email or on the RTM site in Settings->Info. Just shoot RTM an email at the address provided with your new task as the subject. The body can be empty, or you can use any of the following (quoted from the RTM site):

Priority: 1 or P: 1

Due: Monday at 9am or D: Monday at 9am

Repeat: Every Week or R: Every Week

Estimate: 2 hours or E: 2 hours

Tags: report coffee or S: report coffee

Location: Home or O: Home

URL: http://www.rememberthemilk.com/ or U: http://www.rememberthemilk.com/

By default, your task will appear in your Inbox. If you want the task to appear in a different list, you can do so with the following:

List: Work or L: Work

Optionally, if you’re unable to specify the subject of your email, you can use the following to specify the task name:

Task: Weekly work meeting or T: Weekly work meeting

Notes can be included at the bottom of the email, but need to be separated with ‘—’ (three hyphens).

If your email automatically contains a signature or disclaimer that you’d like to prevent being converted into a note, you can include ‘-end-’ on a line by itself, and everything after this line will be ignored.

2. Instant Messenger

• Add one of these to your buddy list:

• Send it any random message and it will create an account for you and send you back a menu
• Choose the menu option for My Accounts (should be number 4) and follow the link you receive
• Add the Remember The Milk widget and send ‘M’ to your IMified buddy
• You should see a new option for your newly added RTM widget. Have fun

3. Desktop Launcher

This happens to be my favorite because it doesn’t matter what I’m doing, I can always hit a key combo and immediately add something to RTM. Doing things this way also helps you stay focused because you don’t have to really think about it.

I use a launcher called…well, Launchy. It’s fast and flexible. This particular solution requires that you have RTM set up with Twitter. Go back here if you missed it. Here is how you make Launchy work with Remember The Milk:

1. Download and install Launchy
2. Download and install Curl
3. Download this ZIP and extract it to C:\Program Files\Launchy\Utilities
4. Edit the file “rtm.bat” and put in your Twitter username and password

Are you on a MAC?

There is a Dashboard widget and a QuickSilver Plugin

Are you on Linux?

Check out this Deskbar Applet.

4. Quick Add

Who doesn’t love bookmarklets? Check out This FAQ for details on setting up your browser. You can watch this video for a demo of how it works.

5. Gmail Plugin

Do you live in Gmail? Go get the Gmail Plugin and integrate it with Remember The Milk.

6. Google Calendar

Put your tasks right on your calendar with This Plugin. Once you add it, just click one of the blue check marks to see what you should be doing.

Conclusion

I use a combination of these at any given time. Primarily, I stick with 3, 5 and 6. Also, there are way more than 6 methods for accessing Remember The Milk. You can find out more information on their website.

Also check out:

• Remember The Milk: Posting Directly from Your Desktop
• 5 Ways to Use Ubiquity for Getting Things Done
• Make FriendFeed Slightly More Productive

1. I spelled “Super-Charge” wrong
2. She had no clue WTF I was talking about and she has a CS degree

Since I would like my blog to be understood and helpful to all, I would like to extend my apologies to anyone I managed to confuse (sorry mom). In this installment, I will start off first with a brief introduction to “Getting Things Done” (GTD) and “Remember The Milk” RTM.

This post is the first in a series on Super-Charging Remember The Milk including:

• Smart Lists and Tags
  
• Remember The Milk/GTD Overview (this post)
  
• Six Ways to Add a Task

What is Getting Things Done (GTD)?

Don’t worry, we’re not going to get too in-depth here as my good friends over at Black Belt Productivity have already provided an awesome primer with videos. Just to give you a very quick overview:

“It’s possible for a person to have an overwhelming number of things
to do and still function productively with a clear head and a positive
sense of relaxed control.” — David Allen

• GTD is a book written by David Allen
• It allows you to get organized by following very basic steps
• It keeps you from being forced to remember things
• It makes sure you are moving toward your life goals
• According to David Allen, a Context describes the tool, location or person that is required to be able to complete an action. We have been starting our tags with “@” to show that it’s a Context.

What is Remember The Milk (RTM)?

Remember The Milk is an awesome To-Do list application. You can access it from their site at http://rememberthemilk.com. Go ahead, sign up for an account. I’ll wait.

…

All set? Good. Not only is RTM an awesome To-Do list, but it’s flexibility allows you to take care of most of your GTD needs from one place. This makes staying organized even easier.

The two primary features that we’ve discussed so far are Tags and Smart Lists. Here are a couple of definitions from the RTM FAQ:

What Are Tags?

Tags are like keywords or labels that you can add to a task to make it easier to find and organize later. For example, you can tag a task with ‘phone’, and then later when you’re looking for tasks that require phone calls, you can just click on that tag and see all the tasks that have been tagged that way.

What Are Smart Lists?

Smart Lists are special lists that are created based on criteria that you define, and are automatically updated as your tasks change.

RTM and…Twitter?

Now we have RTM set up quite nicely. You have tagged your Tasks, your Smart Lists have automatically organized your Projects and Contexts. You can easily view your Context lists to see what you should be doing Right Now.

One of the basic ideas regarding GTD is that your system has to be portable. You have to be able to track what you’ve completed and also store those important tasks and ideas that pop into your head at any given moment.

You could print out your To-Do list. RTM provides a nifty feature for you to do so, but that is so booooooring! Who uses paper anymore. Even the Gen X guys would probably frown on that solution. So we have two options:

• Access RTM from your web-enabled device
• Hit RTM up on Twitter and ask it what you should be doing

The second option works great for me because I don’t have the web on my phone (long story). There are other features of accessing Twitter this way that we’ll discuss later. In order to get this set up, just go here and follow the directions.

Now, you can communicate with RTM with Direct Messages on Twitter. This means that you will definitely Remember The Milk the next time you happen to be in the grocery store.

Here are a few more examples of talking to RTM via Twitter:

• Add a Task – “d rtm Subscribe to SheenOnline.Biz”
• Get Tasks due today – “d rtm !today” (shortcut: !tod)
• Get Tasks related to your “Blog” project – “d rtm !gettag .blog” (shortcut: !gt)

What Does This Have To Do With Your Cell Phone?

Well, I’m glad you asked! You can add your mobile phone as a “device” on Twitter. This allows you to send and receive Twitter messages via SMS (text messaging). This means you can now text a Direct Message to RTM to access your Tasks.

You will probably want to add Twitter to your contacts. The number is “40404″.

For more details on how to talk to RTM via Twitter, go back here.

But Wait! There’s More!

Well, not really. At least, not right now. There are a few other slick tricks you can do with this setup that I will discuss later. I think we have covered enough for today and the longer I talk, the more incoherent I may become.

A few things to consider with this setup:

• If Twitter is down, it obviously all goes to hell in gasoline draws
• Adding a task via Twitter doesn’t allow you to properly tag it, so make sure you check your “Inbox” list or your “!” Smart List whenever you get back to a browser
• Completing tasks via Twitter means you have to provide the entire name of the task, so don’t make your task names longer than they need to be.

Questions? Comments? Concerns? Corrections? Let’s discuss in the comments. That’s what they’re for, after all.

Also check out:

• Should You Be Using Gubb Instead of Remember The Milk?
• 5 Ways to Use Ubiquity for Getting Things Done
• Remember The Milk: Posting Directly from Your Desktop

photo by Franie Frou Frou

As far as Getting Things Done goes, Remember The Milk is the center of my solar system. At first glance, it’s just a simple TODO list, but it has some serious power under the hood. Using these features, I’m going to show you how to handle most of your GTD needs in one place.

This post is the first in a series on Super-Charging Remember The Milk including:

• Smart Lists and Tags (this post)
  
• Remember The Milk/GTD Overview
• Six Ways to Add a Task

After reading Advanced GTD With Remember The Milk, I got inspired to upgrade my setup and handle my tasks more efficiently. I decided to do things a little different, though. Everything is handled by Smart Lists to make my life easier in the long run.

Create a List For All Your Tasks

To start, you want to create a list to hold all your tasks. I call mine “Daily.” I chose not to use “Inbox” so that I don’t get my current tasks confused with new tasks I have sent in via Twitter or email. You will never view your tasks directly using this list. It will be one big ugly list of every task that hasn’t been completed yet.

Tags Are Your Friend

Here is where my system is different. At this point, you only have 3 Lists: “Inbox”, “Daily”, and “Sent”. What you do at this point is create some Smart Lists that sort your tasks based on how you have tagged them. Here is how I tag each item:

Project Lists

Here is where you start to see the power of this system. If I want to add a project, I simply do a search for “tag:.NewProject” and Save the search as “NewProject”, or whatever I choose. Now, I can add tasks to this Smart List and they automatically get tagged for this project. All I have to do at this point is make sure to add Status and Context tags where appropriate.

Context Lists

Our Context lists will be the main focus of the system on a daily basis. These are the lists you keep an eye on to see what you should be Doing right now. The items in these lists will only be Next items. As an example, do a search for “tag:@online AND tag:-next”. Now you have a list of all the things you can do while online that don’t have any dependencies. Go ahead and save this list as “@Online” or “@Web”.

Someday and Waiting Lists

Last, but not least, we want to go ahead and create lists for our Someday and Waiting tasks. I have a separate Smart List for each. You can create your own by saving the two searches “tag:-someday” and “tag:-waiting” as “Someday” and “Waiting”.

Example Smart Lists

Here are the Smart Lists I currently use. Notice that they all include “tag:-next” to show me only my Next actions:

Putting It All Together

The work flow for GTD is Collect, Process, Organize, Review, Do.

• Collect by doing a brain dump. Add anything you think may be of importance as a task in Remember The Milk. If you already know the Context, Project, and/or Status for this item, tag it now. The shortcut key for adding a task is “T”. Once you add a task, it will automatically be selected so that you can hit “S” to edit the tags.
• Process any tasks you have not already tagged. If the task has no dependencies, tag it with “-next.” If it’s part of a larger project (even a project you may not have created yet) tag it as such and create a Smart List for it. Break the task down into smaller tasks, tagging each with Context and Status tags where applicable.
• Organizing your tasks should be done by this point. Keep in mind that you can always modify multiple tasks at the same time by turning on multi-edit mode with shortcut key “M”. This is good if you have a bunch of tasks that need the same tag added.
• Review each project to make sure you haven’t left any tasks out or forgotten to tag any of them with “-next.”
• Do whatever you have to do to get rid of all those tasks in your Context lists. Only look at your project lists if you have run out of Next actions for that project.

Final Notes

• Every Task may not fall into a specific project
• Every Project does not have to be a list of Tasks towards any specific goal. I have projects of things I need to Review, Read, Write, Research, etc.
• Don’t get ridiculous with Contexts. Keep it simple and don’t agonize over tasks that may or may not have to go in a specific context, or could possibly go in more than one context (ie. writing a blog post could be @laptop or @online or both, or neither). Just pick one and run with it. Nothing bad will happen.

Bonus Tip

What happens if you forget to tag things properly? Use this search as a sanity check:

NOT tagContains:@ or NOT tagContains:. OR isTagged:false

This will catch anything that’s not part of a Project, Context, or just isn’t tagged at all

Do you have any tips on Getting Things Done or Remember The Milk? What do you think of this system? Let me know in the comments.

Also check out:

• How Twitter Keeps Me From Getting Things Done
• Should You Be Using Gubb Instead of Remember The Milk?
• Remember The Milk: Posting Directly from Your Desktop

You see, I recently learned all about Getting Things Done. I am horrible at organization, so finding such a simple system for getting it together was enlightening. I started emptying my GMail Inbox mutiple times a day (the Y key is your friend). I started actually putting events on my Google Calendar. I started dumping everything I needed to do into my new TODO list app, Remember The Milk.

I was able to interact with GCal and RTM right from my cell using SMS (I don’t have the web on my phone). I was also able to use a nifty application loader called Launchy to quickly add things to GCal or RTM without missing a beat (the details of this setup are here). All was right with the world. I was Getting Things Done.

What the hell does all this have to do with Twitter? Well, in order to interact with RTM and GCal so easily, I was piggybacking off of the Twitter service (this is actually how I was introduced to Twitter). There are two bots (gcal and rtm) on twitter that allow you to control each service. I had scripts that would use curl to pass messages to these bots directly from my app launcher. When Twitter went away, I had no way of knowing my scripts were failing.

Instead of adding items to my calendar or todo list, I was just throwing them away into oblivion. This is definitely the opposite of Getting Things Done. Now, I am in the process of coding my own apps to make sure this never happens again. RTM has an open API. Just my sad story about Twitter. You probably don’t care, but the recovery is always in the telling.

Has some nifty web 2.0 app wronged you somehow? Tell us about it.

Also check out:

• Remember The Milk: Posting Directly from Your Desktop
• 5 Ways to Use Ubiquity for Getting Things Done
• Make FriendFeed Slightly More Productive