For some people all task management applications are not much of use. They just seem really complicated, and there is always a specific valuable function missing, constantly changing their workflow.
You know by now, there is no such thing as the perfect GTD application. If you cannot use the good old pen and paper method don’t give up! There is an easy system you can use with your computer everywhere.
Plain text files!
OK, it’s not state of technology but the advantages are almost unbeatable:
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Text files are small in size and compatible with any device.
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They can be sent by email, SMS, synchronized with a mobile phone.
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They are flexible enough to take the format you want them to.
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It’s easy to search or edit their contents using standard OS tools.
Of course there are disadvantages like security issues, since a text file cannot be password protected, but there are plenty of tools in the market for this job.
If you decide to go plain text, you have to decide the structure of your files.
You can have a single file holding all data, or several files separated like pages in a notebook. You also need to decide on a line format structure.
Approach and solutions
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Merlin Mann’s inspirational post Life inside one big text file
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43 folders wiki plain text entry
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todo.txt is a complete unix-based text GTD automation from Gina Trapani. It consists by a set of scripts which the user can interact by entering simple prompt commands. Windows users can benefit too after installing Cyqwin.
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Tobin Harris has written an interesting post using jEdit as his editor of choice.
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TaskPaper is a full commercial application for mac and iPhone saving data in plain txt.
One solution that worked for me
My text file system consists of three files:
1. Action lists: Contexts, projects and next actions
2. Someday: Potential actions, projects and wishlists
3. Reference: Important numbers, misc. info and a log of completed actions
I divide all files internally into sections:
[@Home]
– 01/03 Change water filter
# 03/03 Fix plumbing[@Waiting for]
– 16/02 Client X Application
– 05/03 Fido dido deposit
This is a part from the Action list text file. Of course every section could be a file or all sections and files could be merged into a single file, it’s only a matter of personal taste.
I have decided to use a specific line format [status] [date entered] [action]. The status of an outstanding task is marked with the [-] character, and the next action is marked with the [#] character. For completed items I add the date the action was completed at the end of line, and move it to my reference file just to keep a log of my actions.
Now, if you wish to use separate files, it would be nice to consider using an advanced text editor. Advanced editors like pspad or notepad++ have the ability to create sets of files saved as a project, so you can have all the files together and easily navigate from one to another. They also have better search capabilities and can even format lines based on their contents.
Finally you can print or email your lists to keep them with you, or send a copy to your mobile phone since most of today’s models support txt files.
If you are an advanced user you can always automate some text files procedures using batch files for windows, bash scripts for linux, or the great windows application Autohotkey.