@metta - I realize this was targeted at @GerSch, but I've been working through the same workflow/task management issues and though I'd share (and get feedback).
I had a method of GTD somewhat implemented in TB:
"Runway" thought: this is where I capture the random notes on-the-fly during the day
"Project" thought types: I have a thought for each project. This allows me to then link to all of the associate thoughts:
- Child thoughts: Strategy, Documents, Meeting Notes, Links to other reference material in other thoughts
- Parent thoughts: Companies Involved
- Jump thoughts: People involved
In the "Project" thought itself, I have some info on the project and a checklist of tasks at the top of the thought. It looks like:
I also have thought types of "Action", "Waiting", and "Completed". I have utilized those but I honestly like having all my tasks in the Project notes area because it is less space on the plex I'm taking up and it's just easier to cross things off rather than change the thought type. Also, its a quick reference to have things crossed off. I can look at my project and know "oh yeah - I already did that".
I can get a list of my projects from the reports area and then I can either mark them with tag "Today" or change to thought type "Priority Project" to then get a listing of stuff I really want to get done today.
I've been playing around with putting my tasks into an actual task manager. (still keeping my Project area the same as above because I need to know all the details about the project, just moving the tasks somewhere else). I've tested 2 of them - Nozbe and Todoist. I really like both for a variety of reasons:
- Integration with Alexa so I can tell my Echo to add an item to my to-do-list or my shopping list (my kids love to add things like toys and candy!).
- Outlook add-in so I can add tasks from Outlook as I'm processing email and I can also add a link to the email itself
- Note that clicking the email link causes the Todoist add-in to search for the ID of the email - and it takes a LONG time because I have so many to search through
- Cheap - about $30 a year
- A Windows native app
- My favorite: a Windows quick entry option so I can press Ctrl-F12 and add a task that goes into my Nozbe Inbox
- I can be in TB taking notes from a meeting, then when someone says "Can you take care of this task", I hit Ctrl-F12, a small box pops up, I enter my text, hit Enter, and I'm back to where I was in TB.
- A "priority" concept. I can review my tasks/projects in Nozbe and quickly mark any task with the priority star - this essentially creates my list of things to do for the day without having to modify task dates. It's much easier than setting priority values or modifying task dates in Todoist.
- Expensive: $90ish a year but I hear they have good Black Friday deals.
I've also been using Evernote to take meeting notes because I can use TaskClone to take all checkbox-marked lines in Evernote and put them into Todoist or Nozbe automatically. So, I'll never miss a task that way. Once I process Evernote and move stuff out of the Evernote "Inbox" I put a link to that note in TB under "Meeting Notes" of a "Project".
So - lots of great tools and I"m having a hard time deciding what to do. I definitely am using TB as my information manager and project information repo. I think my problem is: I need time to review my tasks - whether they are in TB, Todoist, or Nozbe. Using Evernote/Task App/TB seems like tool overload, though. I think that's why I'm struggling. For today, I'll be following this workflow and testing out how efficient I can be:
(1) Take a meeting note in Evernote, mark tasks with checkbox (TaskClone then creates the task in Nozbe)
(2) Link the Evernote note into TB and then file it away
(3) Mark the stuff I need to take care of Nozbe with "priority"
(4) Use TB as my information base throughout the day (I am constantly switching projects - I probably work on or discuss up to 20 projects a day)
(5) Any information I gather that's not a formal meeting (more of information capture) will go directly into TB.
Any thoughts or suggestions are welcome!
Edit to add: I am taking a lot of meeting notes in Evernote due to the fact that it has handwriting capabilities. No need for a paper notebook in a meeting now if am presenting from my laptop. I can use my Samsung Note with stylus and enter notes into Evernote.