{"id":3053,"date":"2010-01-07T17:00:50","date_gmt":"2010-01-08T01:00:50","guid":{"rendered":"http:\/\/www.gtdtimes.com\/?p=3053"},"modified":"2014-02-03T14:32:49","modified_gmt":"2014-02-03T22:32:49","slug":"gtd-onenote","status":"publish","type":"post","link":"https:\/\/gettingthingsdone.com\/2010\/01\/gtd-onenote\/","title":{"rendered":"GTD &amp; OneNote"},"content":{"rendered":"<p><em>This is a community contribution by Ryan Oakley.<br \/>\n<\/em><\/p>\n<p><em><a href=\"https:\/\/gettingthingsdone.com\/wp-content\/uploads\/gtdtimes\/2010\/01\/ryanoakley.jpg\"><img decoding=\"async\" class=\"size-thumbnail wp-image-3055 alignright\" title=\"ryanoakley\" src=\"https:\/\/gettingthingsdone.com\/wp-content\/uploads\/gtdtimes\/2010\/01\/ryanoakley-150x150.jpg\" alt=\"ryanoakley\" width=\"150\" height=\"150\" \/><\/a><\/em>For me, GTD has always worked extremely well for those small(er) tasks and projects.\u00a0 You know &#8211; those little things that used to fall through the cracks but, with the help of GTD, are now easily tracked and moved on until completed.<\/p>\n<p>These smaller projects don\u2019t need much in the way of \u201cproject support material\u201d (PSM) &#8212; maybe just 4 or 5 lines of information to keep close at hand to help finish the project.\u00a0 For me, I have mostly used the \u201cnotes\u201d section of a project task item in outlook for a good and easy place to put this type of PSM.<\/p>\n<p>But&#8230;what about those larger projects?\u00a0 Like a 2 week vacation to Europe (travel books, emails, reservations, tickets, list of things you want to do and see, things to pack, addresses of family to visit, etc.) or maybe that multi-million dollar project at work that has 8 months worth of project plans and 5 milestones, 247 emails, 156 page reports, bi-weekly meetings, and 7 team members (complete with collaboration).\u00a0 Ahh!<\/p>\n<p>My GTD system breaks down with that kind of complexity.\u00a0 <!--more-->Of course I have places to put all that stuff (physical files ala Mr. Allen, email .pst folders\/files, digital folders\/files, network drives, SharePoint sites) &#8211; but it was always just too overwhelming.\u00a0 Unless I had <em>just<\/em> filed away an important piece of PSM, I would quickly forget where it was or force the info back into my brain.\u00a0 And that had very negative consequences on me and my work.<a href=\"https:\/\/gettingthingsdone.com\/wp-content\/uploads\/gtdtimes\/2010\/01\/onenote.jpg\"><img decoding=\"async\" class=\"size-full wp-image-3054 alignright\" title=\"onenote\" src=\"https:\/\/gettingthingsdone.com\/wp-content\/uploads\/gtdtimes\/2010\/01\/onenote.jpg\" alt=\"onenote\" width=\"453\" height=\"109\" \/><\/a><\/p>\n<ul>\n<li>I had an aversion to create, process, and organize PSM for larger projects.<\/li>\n<li>When I did get around to organizing PSM, I had an aversion to go hunting for it when I needed it.<\/li>\n<li>I had an aversion to include \u201creview project support material\u201d as part of my weekly review \u2013 because it was just too much.\u00a0 One project could take an entire morning!<\/li>\n<\/ul>\n<p>As a result I found myself primarily adding to and working on completing the smaller projects &#8211; that did not create as much stress but which also didn\u2019t produce the results I wanted in my life at the 30k to 50k levels.<\/p>\n<p>Sound familiar?\u00a0 Well, I\u2019ve got good news.\u00a0 As of 4 months ago all that has changed.\u00a0 Let me (quickly) introduce you to my new \u201ctool that I can\u2019t live without\u201d \u2013 Microsoft\u00ae OneNote\u00ae 2007.<\/p>\n<p><strong>I now:<\/strong><\/p>\n<ul>\n<li>Create a OneNote (ON) \u201cbook\u201d for each major active project (and little one pagers for the smaller projects)<\/li>\n<li>Bring in <em>all<\/em> my PSM into ON (ideas, emails, files, project plans, meeting minutes, photos, screen captures, internet research, voicemails, conversations, and even A\/V files!)<\/li>\n<li>Brainstorm my projects in ON<\/li>\n<li>Use hyperlinks in ON to access project material like folders, files, websites and even other sections in ON.<\/li>\n<li>Work through my projects using ON as my project cockpit.<\/li>\n<li>Create my next actions in ON \u2013 and they are automatically synched with Outlook Tasks.<\/li>\n<li>Share my project ON book with my project team members so we can collaborate and move our project forward together.<\/li>\n<li>Link my meeting minutes from my outlook calendar appointment to ON where they are easily tasks, shared, and organized.<\/li>\n<li>Use ON for my weekly review and have no problems with reviewing and working with really big hairy projects.<\/li>\n<li>Use the ON live search to find random bits of information as needed.<\/li>\n<\/ul>\n<p>Screenshots examples:\u00a0 <a href=\"https:\/\/gettingthingsdone.com\/wp-content\/uploads\/gtdtimes\/2010\/01\/OneNote1.jpg\" target=\"_blank\">OneNote<\/a> and <a href=\"https:\/\/gettingthingsdone.com\/wp-content\/uploads\/gtdtimes\/2010\/01\/OneNote2.jpg\" target=\"_blank\">Outlook Tasks<\/a><\/p>\n<p>With ON I\u2019ve been able to create a workspace that allows me to be free-form and creative (brain dump, mind map, scribbles), and easily build in structure to organize it all really quickly and intuitively.<\/p>\n<p>I\u2019m back on the GTD (band)wagon baby!<\/p>\n<p>Although this post has been focused on using ON to solve the \u201cproject support material\u201d problem, it has many more wonderful uses like:<\/p>\n<ul>\n<li>Managing contact information<\/li>\n<li>Managing copious amounts of reference material (and not limited to just text)<\/li>\n<li>Keeping a daily work journal<\/li>\n<li>Allows me to print way less paper<\/li>\n<li>Serves as a necessary \u201cdigital inbox\u201d<\/li>\n<li>Allows me to carry my entire filing cabinet to all my meetings<\/li>\n<li>Access important information faster than anyone else in my office<\/li>\n<\/ul>\n<p>Maybe I\u2019ll be invited to make a ON series for GTD Times.\u00a0 I\u2019m ok with more work \u2013 I\u2019ve got a system now that handles it.<\/p>\n<p><em>Ryan Oakley is a man of many 20,000 ft roles and responsibilities.\u00a0 He is a traffic engineer, a wedding and portrait photographer, an active member of Toastmasters, a volunteer electric tram motorman, a husband and\u00a0 father of 2 young children.<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"<p>This is a community contribution by Ryan Oakley. For me, GTD has always worked extremely well for those small(er) tasks and projects.\u00a0 You know &#8211; those little things that used to fall through the cracks but, with the help of GTD, are now easily tracked and moved on until completed. These smaller projects don\u2019t need &hellip; <\/p>\n<p class=\"link-more\"><a href=\"https:\/\/gettingthingsdone.com\/2010\/01\/gtd-onenote\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;GTD &amp; OneNote&#8221;<\/span><\/a><\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"footnotes":""},"categories":[32],"tags":[123,125,384,602,22,26,29,61,69,46,94,100,107],"class_list":["post-3053","post","type-post","status-publish","format-standard","hentry","category-productivity-tips","tag-projects","tag-tasks","tag-onenote","tag-microsoft-outlook","tag-getting-things-done","tag-gtdtimescom","tag-gtd","tag-trusted-system","tag-implementing-gtd","tag-implementation","tag-project-planning","tag-tips-and-tricks","tag-outlook","entry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.8 (Yoast SEO v26.8) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>GTD &amp; 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