This chapter will focus on how to organize tasks, which combined with “Processing”, will provide you with more accurate control over of all your tasks, and will help you get a lot more accomplished with much less effort. Having a completely seamless system of organization in place gives you tremendous power so that more energy can be focused on unforeseen events.
Most people manage their to-dos with some kind of list, but most of them do not make the best use of their list. This is because they do not put appropriate things on their lists, or leave them incomplete, which keeps the lists themselves from being very functional. In Doit.im, tasks can be divided into smaller lists using the features of Context and Project, which are also ways for you to keep track of the total inventory of active or incomplete things, and to have an inventory available for review.
From the angle of organization, there are two basic kinds of actions.
1. Those that must be done on a certain day and/or at a particular time
usually, these are put into Scheduled. They can be either time-specific (e.g., “4:00-5:00 meet with Jason”) or day-specific (“Call Lily on October 25th, 2011 to see if she got the document”).
(If you want to know how to process these tasks in full detail, please refer to The Tutorials of Doit.im for iPhone Part Ⅱ. We have made a full explanation of it.)
2. Those that just need to be done as soon as possible
for example, there is something wrong with your car, and you have to check it soon.
The second kind is which we will focus on in this part.
Under the guidance of GTD, the best way to manage an action that needs to be done as soon as possible is by “the particular context required for that action-that is, either the tool or the location or the person needed to complete it”. For instance, if the action requires a computer, it should go on an “At Computer” context. If your action demands that you be out in your car driving around (such as stopping by the bank or going to the store), the “Errands” context would be the most appropriate place to track it. If the next step is to talk about something face-to-face with your colleague Lyn, putting it into a “Lyn” context makes the most sense.
Now, let’s try to refine our tasks by Context in Doit.im for iPhone.
Tap on Contexts in the left-side menu and you’ll see five default contexts. They are Computer, Errands, Home, Office, Phone that could in general meet your request.
Of course, there is no doubt that you will need to create your own context.
There are two ways provided you to add a new context.
1. Add a new context in the “New task”/”Edit task” page.
Tap on the add icon or the pen-shaped icon at the bottom of the “View Task” page. In the page that comes up, find Context.
Tap on Context and you’ll see all the contexts you’ve added before.
If you want to add a new context, tap on “New Context” on the top. Here, we’ll use a context called “Supermarket” as an example. Type “Supermarket” into the blank and then retract the keyboard to save it.
It will go back to the “New Task” page with “Supermarket” shown.
Go to the Contexts list in the left-side menu and you’ll also find that “Supermarket” has been listed here.
Note: In this case, if you input a title for the task and save it before you leave the “New task” page, the task will be appear under the context “Supermarket”.
In the Contexts list, tap to open a context and you can see all the tasks under it. Thus, you can focus on the tasks under one context.
2. Add a new context in the Contexts list.
Tap on Contexts to open Contexts list. There is an icon at the top right.
Click on that icon and the “New Context” page will appear, in which you can input a new context name.
Here, we will just talk about the five default contexts briefly.
Office: If you work in an office, there will be certain things that you can do only there. For example, you have a meeting at office at 9:00am every weekday.
Errands: It makes a lot of sense to group all the things you need to do when you’re “out and about” together in one list. Actions like “withdraw money from the bank” and “buy food in the supermarket” would all go there.
Home: Many actions can be done only at home, and it makes sense to keep a list specific to that context. You must have numerous personal and around-the-house things, right? In fact, these things would be typical items for this context. For example, you have to clean up your room.
Computer: If you work with a computer, particularly if you move around with a laptop or have a PC at work and another one at home, it can be helpful to group all the actions that you need to do on a computer. This will allow you to see all your options for computer work to do, reminding you of all the e-mails you need to send, the documents you need to draft or edit, and so on.
Phone: This is the list of all the phone calls you need to make. You can work off it as long as you have a phone available. Having this context list makes it much easier to focus and intuitively pick the best call to make in the moment.
Now do you feel that you have a better grasp of how to use Contexts? If you have any questions, please contact us. We will be glad to help you.
Next we will touch on how to organize your tasks into Projects.
The real value of Projects lies in the ability to review project schedules, which will give you absolute control over all of your projects. At the same time, you will also have a clear and objective insight into your workload. It doesn’t matter how many different lists of projects you have, so long as you look at the contents of all of them once in a while, since for the most part you will do that in one fell swoop during your Weekly Review.
OK, now let’s try it in Doit.im for iPhone.
Tap to open the Projects list on the left-side menu and you can see all the projects that you have added before, including both active projects and inactive projects.
If you set Today (which means the project will start from today) or Next as the project’s start time, it will be an Active project by default.
If you set Scheduled (which means the project will start from tomorrow or in the future) or Someday as the project’ start time, it will be an Inactive project by default.
Projects are able to be activated and deactivated as needed.
There are two ways for you to deactivate a project on your iPhone.
a. Deactivate a project by long pressing it and then tapping on “Deactivate”. Its start time will also be changed.
b. Deactivate a project by directly changing its start time. As long as you set its start time or move it to Tomorrow, Scheduled or Someday, it will become an inactive project. And when it comes due, it will be activated automatically.
Also, there are two ways for you to activate a project.
a. Activate a project by long pressing it and then tapping on “Activate”. And its start time will also be changed.
b. Activate a project by directly changing its start time. As long as you set its start time or move it to Today or Next, it will become an active project.
Tap to open a project and you’ll see all the tasks under it.
We have three ways for you to generate a new project on Doit.im for iPhone.
1. Create a new project in the “New task”/”Edit task” page.
Tap on the add icon or the pen-shaped icon on the bottom of the “View Task” page. In the page that comes up, and find Project.
Tap on “Project” and you’ll see all the projects you’ve added before. You can select one.
If you want to create a new project, tap on “New Project” on the top.
Here, let’s use project called “Study” as an example. Input “Study” as a new project name and retract the keyboard to save it.
It will then take you back to the “New task” page. And “Study” will also appear in this page. Do you see it?
If you are afraid that the project was not added, you can go to the Projects list to make sure if it is displayed.
“Study” is here, right? It is an active project by default.
In this case, if you also save the task at the same time, the task will be listed under the “study” project as the following screenshot shows.
Note: If the task belongs to a project but with no specific start time, it will go to Next by default.
2. Directly create a new project in the Projects list.
Tap to open the Projects list and then tap on the icon on the top right corner of the screen.
It will go to the “New Project” page, in which you can add more details like Description, Start Time, Deadline and Context to a project.
3. Convert into a project from a task.
Sometimes, you may find that the task you collected requires several steps to complete it. Indeed, it is time-consuming if you have to delete the task first and then recreate a project with the same name as that of the task. So we have provided you with a way to convert those tasks into a project.
Long press a task and you’ll see “As project”.
Tap on “As project” and it’ll switch to the page for project details. See? It is the same name as that of the task before.
Check the Projects list and you’ll find that it is listed as a project.
We have talked all about how to organize tasks into Projects. Now it’s time to discuss How to make a full use of the Next box in Doit.im.
The Next Action in GTD is very important. Once you become familiar, you’ll find that it can be a great asset in your work and life.
First, we need to think about a key question: “What’s the Next Action?”
It seems to be an easy question. Everyone can give his own answer. But it is really significant to everyone, especially for you, a user who is eager to grasp the whole method of GTD. You need to know clearly what your Next Action is. This question is essential because it forces you to think about what you need to do, and gives you a direct answer: I need to complete that thing!
Briefly, the Next Action is an action to be done as soon possible but with no exact start time. These kinds of tasks are always needed to be done at the very beginning when you start to deal with your projects. What we can do are tasks, not projects. You can’t say you will do “Web design” or “House decoration”. Because they are projects and you can’t “do” them. Instead, a project can be broken down into several actions, and then you can put them into the task list. At last, you can do your tasks.
When you get to project, you need to ask yourself: in this project, what is the Next Action? Generally, a project includes multi-step actions from which you can choose what you need to do first. For example, the next action of “House decoration” is to buy a bucket of paint.
Now we will just take “House decoration” as an example to explain to you how to add tasks to the Next box in Doit.im for iPhone. After tapping to open the Projects list on the left-side menu, you’ll see an active project called “House decoration”.
When the thought of buying a bucket of paint in the shop first comes to your mind, you should record it under “House decoration” by tapping on the add icon on the bottom, and you’ll find it listed under “House decoration” with no other choice.
At this point, do you notice the start time of the task? Next? Yes! As long as the task is not set any start time, it will go to the Next box by default.
You can continue thinking about if there are other Next Actions for “House decoration”. If there are, you can add them one by one.
When asked what your Next Action is, you need to make sure that it is not vague or defined incompletely. As for those non-actionable projects, you have to take some time to deal with them.
Tap to open the Inbox in Doit.im for iPhone. Do you find there are some inactionable items like “Simulate the color puzzles”?
Because “simulate” is not an action, after thinking of it, you can modify it into “Select ten colors for the puzzles” and then move the Next Action to Next. Now go to Next and you’ll see the task you organized just now.
Later, you need to find some time to complete it as soon as possible. You can also move it to another box if you decide to do it on a specific day.
All right, so much for the introduction of Next, if you have any questions, please contact us and we will help you as soon as possible.
Thanks for reading it!
Now, that you have gotten everything out of your mind and into Doit.im for iPhone.
It’s time to process!
You don’t want to leave anything in your Inbox for an indefinite period of time, because then it would creep back into your mind, distracting you and disturb your work. So now, it’s time to do the next step called “Process”, which also means emptying your Inbox. Emptying your Inbox doesn’t mean actually doing all the tasks that you’ve collected. It just means identifying each item and deciding what it is, what it means, and what you’re going to do with it.
You have three options once you decide what the next action is:
A. Do it immediately (if the action takes less than two minutes).
B. Delegate it (if the action takes more than two minutes and you’re not the most appropriate person to do the action).
C. Defer it into your organization system as an option for work to do later (if the action takes more than two minutes).
Now, in terms of the three options above, let’s learn together how to process tasks on Doit.im for iPhone.
If the task in the Inbox can be done in two minutes or less, please do not hesitate to do it right now. Then check it as a completed task and it will be automatically saved as Completed for further reference.
For example, if the document requires just a thirty-second reading and then a quick “yes”/“no” on it, do it now. Even if the task in front of you is not a high priority, do it now as long as you can finish it within two minutes.
Check off “Read documents” and it will automatically be added to the Completed box.
The rationale for the two-minute rule is that that’s more or less a point where it starts taking longer to store and track an item than to deal with it the first time it’s in your hands—in other words , it’s the efficiency cutoff. If the thing’s not important enough to be done, throw it away. If it is, and if you‘re going to do it sometime, the efficiency factor should be taken into consideration. We usually tend to put off things until they become urgent, so we hope that you can make the most of the two-minute rule, combining Doit.im for iPhone, to habituate yourself to process tasks so that your work efficiency can be largely improved.
Now let’s focus on the second option that we have mentioned above. If the task in Inbox is going to take longer than two minutes, ask yourself, “Am I the best person to do it?” If not, hand it off to the appropriate person. At this time, “Send to” in Doit.im for iPhone will suit your needs. “Send to” is designed from the thought of delegating tasks to another person in GTD. Though our product simplifies this delegating process described in GTD, our design concept remains identical to the core of the theory. Also tracking the task you have sent is supported in Doit.im and we would say that it makes delegating tasks much more convenient.
In Doit.im for iPhone, there are two ways for you to send a task.
First, the”View Task” page will appear after you tap on the task called “Make an appointment with my doctor” in Inbox.
Do you see the contact icon on the bottom? Tap on it and you’ll see the “Send to” page on which all your contacts are listed. Select one or more contacts and Tap on “Send”.
And now, if you want to view the task, please go to the Waiting box.
Second, tap on the pen-shaped icon on the bottom and you’ll see the “Edit task” page.
You can choose either of the two ways that we have introduced above to send tasks to your contact(s). Your contacts will also see your comments as soon as you post them.
To get more information about Comment, Please go here: http://tmblr.co/ZJ_48wIHqCgi
Before continuing on with how to process tasks, we have a question for you.Have you done all the tasks that take less than two minutes to do? Have you also delegated tasks to the appropriate people?
You know, we are happy to hear a confident “yes” from you. :)
Ok, it’s time to come to the last option called “Defer it”, which we have described before.
Do you notice that there are still a large number of tasks left in Inbox? Yes, under normal circumstances, it’s likely that most of the next actions you determine for things in your Inbox will be done by yourself and will take longer than two minutes to complete. A call you need to make to a customer discussing the details of a project. An e-mail you need to spend a little more time thinking about and drafting to your team; a gift you need to buy for your wife at the gift shop—all of these fit that description of “Defer it”. Obviously, for these actions, two minutes is not enough. They will have to be processed and then organized into the appropriate categories so that you can access them when you need to.
Now, let’s explain to you on how to make the best of this feature in Doit.im for iPhone.
1. Tasks with no Start Time yet and probably to be done someday in the future are put into the Someday box. For example, you want learn Latin dance when time permit it, or you would like to take a trip to the Maldives when you have a vacation.
2. Tasks to be done on a specific day or at a specific time are put into Today or Scheduled. For instance, there is a meeting at 9:00 this morning, or you will attend a friend’s wedding and have to go there before 18:00 on October 28.
3. Tasks to be done as soon as possible but with no exact start time are put into Next, which is equal to “Next Actions” in GTD. For example, you need to repair your car because there is something wrong with it, or you need to find a time to go to a supermarket as soon as possible because there is nothing to eat at home.
So let’s look at how to move tasks from your Inbox to other boxes in Doit.im
First, long press a task and you’ll see the operation menu. Then tap on “Move to”.
The “Move to” page will then appear and you can select an appropriate box (Today, Next, Tomorrow, Scheduled, Someday, Waiting) for your task.
Note: If tasks are moved to Today, theywill start today. If tasks are moved to Scheduled, the time adjustment dialogue will open allowing you to schedule the task.
Second, tap on a task in the Inbox and you’ll see its viewing page. Then tap on the arrow-shaped icon at upper right to open the “Move to” page you’ve seen before.
Third, tap on the pen-shaped icon on the bottom of the viewing page. It switches to the editing page.
On this page, you can set a Start Time as needed, and then save it. The task will automatically be moved to a corresponding box according to the Start Time you have set.
Note: You can only set a specific time to a task moved to Scheduled as long as “all-day” is off on the “Edit task” page.
In general, tasks with Today set as their Start Time will be moved to the Today box. Tasks scheduled for tomorrow will be moved to the Tomorrow box that is show in Doit.im for Web. Tasks that need to be done on a specific day (after tomorrow) will be moved to Scheduled. But when the Tomorrow box is set to be hidden in Doit.im for Web, tasks for tomorrow will appear in Scheduled.
Well, the introduction on processing tasks has come to an end. If you have any questions about it, do not hesitate to let us know. We will help you as soon as possible.
In the following chapter, we will focus on how to organize tasks. Stay tuned!
Thanks for reading!
This time, we will start a journey to explore Doit.im for iPhone. :)
Working productively with a clear head is a goal that more and more people are striving after. Nobody likes feeling trapped by the overwhelming amount of things you have to get done.Doit.im for iPhone exists to help you sort through that overwhelming list while you’re on the move.
According to the book, Getting Things Done by David Allen, the critical first step needed to take control of your to-do list is to capture all the things that you need to get done. Likewise, the first step we need to take on Doit.im for iPhone is capturing everything that occupies your mind.
Let’s get started!
Once you have downloaded the app, you will be welcomed by the sign in screen where you can sign in with your doit.im account or sign up for free.
After signing in Doit.im for iPhone, you will see the “Today” Page. Today is the default box each time you come to the app.
Do you notice the icon on the top left corner of the page? Tapping on it will reveal the rest of your doit.im boxes. The first one in the menu is the Inbox, which functions as a collection bucket for all your thoughts and ideas.
The collection bucket in GTD is used for collecting “stuff “. All tasks that are not date/time-specific will be listed in the Inbox once added.
In Doit.im, there are two ways to add tasks. The first method is through what we call “Quick Add” and the other method is by “creating a task in full mode”.
1. “Quick Add”
First, let’s discuss how to quickly add a task.
In any of the boxes except for Completed, Trash and Filters, pulling down on the screen will bring down the “Quick Add” bar as shown below.
Type a task in the blank space and property settings will appear under the bar. (Tasks without time/date will be placed in the Inbox by default.)
The following five icons are used for assigning properties to the task:
: Tapping on it will allow you to set a date for your task. You can choose today, tomorrow and the other five days of the week. Keep in mind that once you assign a date, your task will go directly to the corresponding box and will not be listed in the Inbox.
: Tapping on it will allow you to assign an existed context to the task.
: Tapping on it will allow you to assign the task to a project that you have created.
: Tapping on it will allow you to assign a priority (None, Low, Medium and High) to the task.
: Tapping on it will allow you to add tags to the task. In Doit.im, you can add at most 5 tags to a single task, and then filter your tasks by the tags. All the tags that have ever been saved will be kept in Tag management. By choosing more than one tag for filtering, you’ll see all the tasks with any of the tags assigned.
2. “Create a task in full mode”
If you need full control over the properties of a task, then full mode is what you need.
In the bottom button bar tap on the add button to open full mode.
After inputting a title for your task, you can tap on Description to add more details to the task.
If you do not want to set a specific time, please keep “all-day” on .
As long as it is on, you can set a Start Time or Deadline, but not a specific time for the task.
The options for setting a Start Time are limited to Inbox, Today, Next, Scheduled, Someday and Waiting as the following screenshot shows.
When you select Scheduled, the date picker will appear, in which you can select a date for Start Time and/or Deadline. Note: Deadline cannot be earlier than Start Time.
If you want to assign a specific time to your task, you will want to turn off the “all-day” setting . With “all-day” disabled you will be able set a specific start time for your task. You can also set a specific Deadline.
Adding repeat strategies to tasks is one of the most notable features of Doit.im. If you have a task that needs to be done at regular intervals, adding them over and over will become very mundane. For this reason, we developed custom settings for a repeated task, which will save you a lot of time.
In the following section, we will tell you how to use this function.
First, please set a Start Time for your repeated task. Once set, Doit.im will supply you with several repeat modes.
Please recall some scenarios in your work and daily life. How many of them need to be done repeatedly?
If you’re a fitness enthusiast and go to the gym regularly, then you should try the function “Repeat Daily.” It can help you arrange tasks that need to be done daily or every few days. It is also an ideal function for people who work different shifts throughout the week.
Now let’s ask you. Do you have guitar class every Wednesday and Saturday? If the answer is yes then scheduling a weekly Repeat Function is your best choice. You can set one day or more days of the week to repeat. It’s convenient to set a fixed cycle for work, classes or any other business.
If you work from Monday to Friday and have to report to your boss every day, repeating a task every weekday will fit your needs. The default cycle is from Monday to Friday, which can be used to arrange your daily repeated tasks.
At this time, it occurs to you that you have to pay the telephone bill on 28th of every month or on every fourth Friday of the month. At the same time, another thing also suddenly comes to your mind: you have to pay the rent on 15th every three months or on the third Monday of month every three months. In these cases, Repeating by month can remind of you and is much more suitable for the tasks that need to be done every few months.
Have you once been blamed by your wife for you forgetting the wedding anniversary? Are you eager to remember the birthday of your best friend? Do you always forget to maintain your car every two years? If all these questions trouble you, then “Yearly repetition” is needed. With which you can set a fixed date for the tasks that need to be done every few years.
Project: Tap on it and you can choose a project that you have added before. Also, you can create a new project.
Context: Tap on it and you can choose a default context or a context that you have added before. You can also create a new context.
Priority: Tap on it and you can assign None, Low, Medium and High to a task.
Remind: In Doit.im, you can add up to 5 reminders for a single task. Tap on “Add a reminder” and you will see the “Pick Time” page. After saving a reminder, it will appear under “Reminders”. If you do not need the reminder that has been set, just turn off it and it will disappear at once.
Tags: Tap on it and you can add tags which you have added before. Also, you can create a new tag.
After your finished adjusting all the settings, do not forget to tap on “Save” to finish creating your task in full mode.
Thanks for reading!
We have been hard at work updating all of our interfaces to look beautiful on your iPhone and iPad. Today, our new iOS update (3.5) comes to the world, with new interfaces and much stronger features. Here is the latest:
1. Add the “Doit now” tasks to the Today box
Every day, you may get caught up in an overwhelming number of tasks. But still, you should keep a sharp mind and clearly know there are some tasks you need to do today at once. You need to focus on them without any interference from today’s other tasks. “Doit now” just satisfies you.
Tap to open the Today box or the Next box on your iPhone. Is there any action you can do right now?
If there is, just do as follows:
Tap on the “Edit” iconat the top right corner of the “Today” page or the “Next” page, and you will see a lightning-shaped iconin front of the task.
Tap on the lightning-shaped icon and the task will go to the “Doit now” group. Then tap on “Done”, it will be listed under “Doit now”.
The same could be done in the Next box, but unlike in the Today box, when you tap the lightening-shaped icon, the task will disappear from the Next group and go to Today under “Doit now”.
In this group, tasks can be sorted manually. Still tap on the “Edit” iconand you will see a three-strip icon.
Long press it to drag and drop the task to a proper row on the list. Then tap on the “Done” icon. See? The two tasks have changed their places.
On iPad, there is an iconat the bottom, the function of which is equal to that of the “Edit” icon on iPhone. Tap it and the tasks will go to the “Doit now" group.
In addition, when you tap on the icon, you will get a hint “Set Doit now tasks or sort manually” on the top.
2. Post Comment
It is necessary to write down some useful information at various stages of the task processing for further reference. It is also cool if you and your contact can communicate with each other on the task you sent to him. “Post Comment” in the latest version is just such a feature that can implement the functions above. Besides, it can help you save the specific time when the message is put down.
You can add comment to all the tasks except deleted tasks and archived tasks.
Tap on the ellipses iconat the bottom of the viewing page on iPhone and it will go to the page titled “Post Comment”.
Then input the information you want to write down if it is your own task or the information you want to tell your contact if it is an assigned task.
Each comment includes no more than 1024 chars. Before tapping on the “Post” icon, please recheck what you have input, because once posted, the comment will be neither modified nor deleted.
Is something wrong in your comment? No? Ok, Post it and you will see the comment showed on the viewing page.
On iPad, there is also an ellipses icon on the right.
Tap on it and there will appear a bar for adding a comment.
Keep it in mind that the comment includes no more than 1024 chars and will be neither modified nor deleted. After inputting the comment, you should re-check it and then save it by retracting the keyboard or tapping on another field.
To get more information about Comment, please click here: http://enblog.doit.im/post/19626248876/wanna-interact-with-your-contacts-on-doit-im-wanna
3. Sign in with Google
Once you have downloaded the app, you will be welcomed by a screen in which you can sign in or sign up free. Now, there is another option provided you: Sign in with Google.
You can directly use Doit.im with our Google account.
In addition to the new features and improvements, we have also made a ton of other stability and reliability enhancements.
We are looking forward to hearing what you think of the new features and our new interfaces. Let us know, please.