Doit.im for iOS 3.8.2 update notes:
1. Fixed bug that failed to show all Today’s tasks on some devices.
2. Fixed bug that it sync never completed some devices when the network was busy.
3. Fixed bug that unable to register on iPad.
4. Fixed bug that the bottom tool bar was pushed out of view on iPhone during a call.
Doit now on Doit.im for iPhone
When it comes to your busy workday, how do you decide what to do at any given point?
The simple answer is to trust your heart or your intuition. Trusting yourself and the source of your intelligence is pattern for the personal productivity of many people.
David Allen says that there are three priority frameworks that can be enormously helpful in the context of deciding actions:
1. The four-criteria model for choosing actions in the moment
2. The threefold model for evaluating daily work
3. The six-level model for reviewing your work
Combining the three frameworks above, we will tell how to implement the process of “Do” on Doit.im for iPhone.
1) Remember to make your action choices based on the following four criteria, in order:
2. Time available
3. Energy available
What you could possibly do in the moment depends on the current context (where you are, and with what tools you take). People who regard GTD as an efficient time management system should organize their tasks by context (In Doit.im for iPhone, you can set a context for each task). For instance, all the actions that require a phone should go to a “Phone” list; all the actions demand that you be in the office should go to an “Office” list. Thus, when you decide what the next action is, you can select the current context on your iPhone and view all the tasks under it. For example, if you are on a bus or a taxi, and the only actions you can take are calls on your cell phone, you can open the “Phone” list in Doit.im for iPhone and view all the calls you can deal with now.
The second factor in choosing an action in how much time you have before you have to do something else. If you will get off the bus in 15 minutes, you will most likely select a call that could be finished in 15 minutes.
Try to match productive activity with your vitality level. When you are in top form, do some actions that need to be well organized. When you are not, just do some relaxed actions without complex consideration.
The obvious criterion for taking the next action is relative priority. If there are two tasks in front of you, that require the same time and energy, which is the more important thing for you to do?
GTD tells you to decide your priorities. How can you set priorities in Doit.im for iPhone?
When adding a task in its full mode, you’ll see a flag icon. Tap on it and you can set priorities to the task. Light blue stands for Low Priority; Dark blue stands for Medium Priority; Orange stands for High Priority.
After saving the task, you will find that a color will appear in front of the task. Orange, dark blue and light blue stands for High, Medium and Low respectively.
2) In order to decide priority, let us first talk about three types of activities during the course of the workday.
Doing predefined work
Doing work as it appears
Defining your work
It is often the case that you get interrupted by some unforeseen events when you are absorbed in your to-dos. For example, you have arranged all your tasks today, but the result is that there are still an overwhelming number of tasks in the Today box when it is time to call it a day, because your boss asked you to talk with him in the morning and your colleague came to discuss with you about the current project in the afternoon, which are both out of your predefined work. What’s worse is that during the discussion with your boss and your colleague, you felt more anxious about all the uncompleted tasks you still have for the day.
Most of you are accustomed to regarding unforeseen events as the most important things. However, before dealing with them, if you do not review the other actions on your Today box first and instead just let yourself get caught up in the urgencies of the moment, the result is frustration and anxiety. Actually, within the day’s unforeseen events, there is probably some time you do not make the best of.
Now let’s solve these unforeseen events in your workday one by one. In many cases, these unforeseen events could be put off. For instance, your colleague comes to discuss with you, but you have something important on hand now. Then you may ask your colleague to come in half an hour or if it is possible, you may consider inviting another colleague instead of you to take part in the discussion. Before you make mind up, you should be sure of what is the most important thing is for you to do now. If you just dive into the unforeseen events no matter whether they are important or not, the result will be that the actions that have been re-arranged on your list will surface as emergencies later on, adding more work to fuel the fire.
When it is not possible to put off the unforeseen events, please review your predefined work quickly so that you will know clearly what you are not dealing with.
When your boss sends you an email asking you to deal with an event immediately, you should first estimate how much time it will take and review your predefined work. You may put off those tasks have been arranged but are not so important. Quickly reviewing can help clear your mind and ease anxious feelings about dealing with the event.
However, finally, if these unforeseen events are confirmed as actions that you need to do right now, you may add them to “Doit Now” group. Also, if needed, you can manually sort them under “Doit Now” group.
In General, there is some time between an unforeseen event and an arranged event.
GTD recommends that you keep an inventory of things that need to be done that require very little time or energy. You can add them in the Next box with a tag “little things “and then you can filter them out when needed. Tasks in the Next box are grouped by “Context” by default. So when you filter those little things, you can also view them by context. Focusing on those things in the current context, you can immediately complete them. With all this setup in advance, you can quickly decide on a little thing to do even if there are a few seconds before one answers the phone.
Ultimately, in order to know whether you should stop what you are doing and do something else, you will need to know whether it is an important thing, in other words, you need to decide its priority. The only way to determine that is to evaluate your life and work at regular intervals.
3) The final criterion for deciding priority is the sex-level model for reviewing your own work.
There are the six levels of work referred to in GTD.
Three- to five-year visions
One- to two-year goals
Areas of responsibility
GTD advocates for working from the bottom up. That is to say:
a. Guided by the high-level goals, do the actions from the bottom
Make the high-level goal your ambition and the big direction that you are heading towards. In order to lay a solid foundation, you need to do the current actions. (Once your current action goes against your values or your life direction, you should cancel it at once.)
The first advantage to doing as we have stated above is that it will help you avoid departure from your goals. Second, if you ignore of the actions at the bottom and start working directly from the top down, you will lose confidence and control of the other levels. As a result, you will grow more frustrated. Only when you complete the current work and reach short-term goals can you have more confidence, energy and resource to pay attention to those more important and higher-level goals. In this way, you will have higher productivity in your work and life.
b. Collect tasks comprehensively, define the original motivation
You should collect tasks from all six levels all the while asking; what is the goal? When will you reach it? In order to reach it, what should you do? All these questions will help you find the intrinsic and original motivation of the current actions at the bottom.
In Doit.im for iPhone, you can create a project for your goals, writing them down and listing some possible actions for each.
C. Periodic review, adjust the direction
Periodically review all levels of your goals and adjust them when needed. You should review projects every week, responsibilities every month or so. As for one or two year goals, three to five year visions and your life; you should periodically review and adjust according to your own needs.
Thanks for reading!
We have already introduced the skills needed to make a full use of Doit.im for iPhone in the earlier tutorials. In this chapter, we will focus on how to review your tasks, the GTD way.
There are three major steps to reviewing.
Daily Review: Review Today and Next tasks every day so that you can know what you need to do today.
Weekly Review: Review Projects and Scheduled tasks every week so that you can adjust or rearrange some of your actions in case of unforeseen events.
Periodic Review: Review your dreams listed in Someday so that they can be converted into actions, moved to Next.
The purpose of the whole method of GTD is not to let your brain become lax, but rather to enable it to make the best of the existing resources and work more productively. In order to earn that freedom, however, your brain must be engaged in the current work. You must be sure that you’re doing what you need to be doing, and that it’s OK to be not doing what you’re not doing. Reviewing your system on a regular basis and keeping it current and functional are prerequisites for absolute control of all the things in your system.
Have you ever taken the following questions into consideration?
1、When is the best time to review your tasks? What do you need to focus on now?
2、What should you do when reviewing?
Reviewing should trigger consistent and appropriate evaluation of your life and work at several horizons. A real review process will lead to enhanced and proactive new thinking in key areas of your life and work.
Now, let’s review your tasks in Doit.im for iPhone.
Here, we provide you with a method for reviewing, which may be not suitable for everyone, it’s just for your reference.
First, you need to review Today in Doit.im for iPhone, which can be done in the morning before you sit down to do something. This way, you can know what you have to do today. You need to know the time-and-space parameters. Knowing that you have wall-to-wall meetings from 8:00 A.M through 6:00 P.M., for example, with barely a half-hour break for lunch, will help you make necessary decisions about any other activities.
After you review your day- and time-specific tasks and arrange them properly, your next area for review will be the lists of all the actions you could possibly do in your current context. If you are in your office, for instance, you will look at your lists of calls, computer actions, and in-office things to do. It does not necessarily mean you must finish all the actions on those lists. Actually, you’ll just make the best choices about what to deal with according to your time and energy. You need to feel confident so that you don’t miss anything critical. For example, after completing all tasks in the morning, you find that there are still ten minutes left. Ten minutes is enough for you to make calls, and you can open your task list under Phone.
If you have done today’s tasks or you think you still have extra time for other tasks, you can review your Next box to make sure if there are actions that you have to do today.If there are, you can move them to Today. If you decide that the action should be done at another time, you can put it into Tomorrow and Scheduled. For example, after discussing with your colleague, you decide to submit your plan on the New Year’s event tomorrow, but you still need to modify it this evening. In this case, you can move the task of “Modify the plan of the New Year event” from Next to Today.
Actually, if you do well with time arrangement and keep up with your reviews, then the Today box may be the only box in Doit.im for iPhone you will need to refer to regularly. Because you will find there is not enough time for other tasks asit has already been a big challenge for you just to finish all the tasks in Today.
If you’re like most other people, no matter how good your intentions may be, you still find that you cannot keep up with the world, because it changes much faster than expected. Many of us seem to have it in our nature toconstantly entangle ourselves in more than we have the ability to handle. Under such circumstances, Weekly Review becomes more valuable. It helps you re-evaluate, and reprocess your time to keep you in balance and makes you recapture the initiative of your life. Weekly Review will also sharpen your intuitive focus on your important work or goals so that you won’t lose your life direction.
Very simply, Weekly Review is whatever you need to do to get your head empty again. It’s going through the five phases of workflow management-collecting, processing, organizing, and reviewing all your outstanding involvements-until you can confidently say, “I absolutely know right now everything I’m not doing but could be doing if I decided to.”
Here is the drill that we think can help you reach an efficient Weekly Review.
1、Review any journal entries, meeting notes, or miscellaneous notes scribbled on notebook paper. List action items and add them into Inbox, Scheduled, Someday…
Be strict with yourself, processing all notes and thoughts relative to interactions, work, new initiatives, new information, and purging those not needed.
2、Review past calendar dates in detail for remaining action items. Generally, they are displayed in the Today list in Doit.im for iPhone, marked with “…d overdue” if they also have expired Deadlines. Under them, dates in red are shown in order to tell you that you didn’t complete them in time. You need to transfer them into the active system in Doit.im for iPhone. You can move overdue tasks in Today to Scheduled, Tomorrow or some other boxes so that you can complete them one by one. For instance, “Discuss with my boss about the plan of next month” is an overdue task in the following screenshot. You can set Today as its Start Time again and at this time, it is marked with “due” by default as long as you don’t change its Deadline. Then you need to spare some time to finish it in this afternoon without any further delay.
3、Look at future calendar events (long- and short-term). They are usually listed in Scheduled. Capture actions about arrangements and preparations for any upcoming events.
4、Empty your head. Put in writing (in Doit.im for iPhone) any new projects, action items, waitings, someday/maybes, and so forth that you haven’t yet captured.
5、Review the projects list. Evaluate the status of projects, goals, and outcomes one by one, ensuring that there is no project left out, especially inactive projects on Doit.im for iPhone. You should know clearly if it is the right time to activate the inactive projects.
6、Review the Next list. Mark off completed actions, reviewing the actions to do and putting them into Scheduled.
7、Review the Waiting list. Record appropriate actions for any needed follow-up. Check off received items.
8、Review the Someday list. Check for any tasks that may have become active and move them to other boxes. Delete tasks no longer of interests, moving them into Trash.
9、Collect creative ideas. Are there any new, wonderful, hare-brained, creative, thought-provoking, risk-taking ideas you can add to Doit.im for iPhone?
The last review we need to do is Periodic Review, which will make your dreams into an action list that you can do and complete.
List your dreams in Someday so that you can realize them when the time comes. You can convert them into the next actions. Then you will get closer to your dreams and they will finally come true.
Now please open your Someday box in Doit.im for iPhone. “Learn to ski” attracts your attention, for it is just the right season. Aha! You can achieve it! You can make a plan for it, thinking about the process of learning how to ski. The first thing you need to do is to buy a ski outfit, which can be added into Next with no hesitation. Do you think you are much closer to your dream now? :)
So far, we have talked about all the content for Review. If there is anything new, we will update it soon, and we hope we will have the chance to communicate with each other. The key point we will emphasize in the next chapter is how to do your tasks in Doit.im for iPhone.
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!