Getting Things Done
Thought I’d share how I attempt to keep all our appointments, contacts, to-do list, data and so on in order.
- Neither of us have jobs where we need to have our work contacts, emails, to-dos, appointments etc with us on a device when we’re moving around during the day, so we can let our desktop Outlooks handle all that. If there’s something that either of us need to work on at home, we email ourselves at home. So, work items are separate from home items.That makes things heaps easier.
- The MacBook is the master.
- Friends and family information. All this is stored in Address Book, including phone numbers, addresses, emails and birthdays. The birthdays stored in Address Book automatically show in our calendar (iCal) and the email addresses automatically show in Mail. You can’t add a reminder alarm to the birthdays so I’ve set a recurring alarm for each Sunday to check iCal for upcoming birthdays.
- Appointments. We put these into iCal. We set reminder alarms for some but not all.
- Syncing. Each week I use iSync to transfer data from the MacBook to our phones. This means that our contacts and appointments are identical across all three devices, including reminder alarms. If there’s a new contact in my phone iSync imports it to Address Book.
- At some point to-dos. I use Microsoft Entourage to manage these as it lets me set up projects and add tasks to them. For example, I have a project called Muchacha and a list of 18 things that I’ll get around to doing one day, including “replace fuel hose and fit fuel/water separator”, “install bilge pump” and “paint name on side”. None of the items have a due date so I use Entourage’s categories to tag them as “Now”, “Soon”, or “Later”. This really helps me to declutter my brain and prevents procrastination. No longer do I gaze out of the window thinking about how good it would be to install a depth gauge on the boat - I’ve previously thought about that and tagged it as “Soon”, behind 8 items marked as “Now”. If I think of something new, I add it to the list and tag it. When we complete something I delete it. The system’s working so far. There’s no need for reminders or phone syncing as there are no due dates.
- Immediate to-dos. On Fridays and weekends we make lists on a notepad for what we plan to complete today, e.g. “Food shopping, buy fuel hose, conveyancing email, wash car, pick up dry cleaning, dig holes for patio”. Sounds a bit obsessive I suppose but I can tell you there’s nothing like seeing everything crossed off the list at 6pm. Jayne thought I was a loony at first but she’s seen the light now.
- Everything gets backed up each fortnight.
So. There you go. MacBook, 2 x phones, notepad. Done.










