Thursday, April 5, 2007

GTD with OneNote: Organise

This is the 4th part of my GTD with OneNote series - see Parts 1 set up, 2 Collect, 3 Process.

By this stage I have all my actionable items tagged, either by context or as a project. Each project is hyperlinked from the Today page so I then work through this page to review each one in turn.

Each Project has its own page in OneNote and it's here I can brainstorm and plan how I will achieve the successful completion of the project. Once the steps I need to take have been clarified I can tag the next action needed with the appropriate context. This helps keep all next actions linked to a project and also allows me to be sure that all projects have a next action. I can then repeat this for each new project I have a hyperlink for on the Today page.

At the end of the day once organising is finished I move the Today page to the Current Month Section in OneNote.

I can now use the power of OneNote's tags to check on all my next actions and projects.
By grouping by tag name I can see a list of next actions by context and a list of current projects.
By grouping by Title I have a list of all my Projects with their next actions listed within each project, again a nice way of linking NAs to Projects.


Paul said...

Can you share some screen shots?

Rob said...

Paul, thanks for your interest. Yes - i will try and put some screen shots up in the next day or so

kidplug said...

I kept waiting to hear you say how you would use "THIS MONTH" and "MONTHLY ARCHIVE".

Is that just a place to move your daily "pages" for long-term keeping? Or do you put future/someday items into THIS MONTH?

Rob said...

kidplug - I just use it as an archive

Artem Marchenko said...

Very interesting article, Rob. I decided to give this approach a try and got a question.

When there are several actions for the project, do you tag only the next action (not to clutter the search results) or all of the project actions?

Ron said...

Artem: yes, Rob is suggesting to only create a context for next actions.

An alternative would be to create a new tag in order to mark the next actions, but doing so would then give you:

a) huge lists of items for each of your contexts

b) a huge list of next actions (shown in the tag summary), but without a reference to which context is required; you would need to click on each next action listed in order to be taken to the page which contains that next action and then check to see which context tag has also been used on that item

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