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Implementing Getting Things Done with your Blackberry

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May 13, 2006 at 10:34 am · Filed under Software


Implementing Getting Things Done (GTD) with your Blackberry is not as straight forward as you might think. On a Blackberry Version prior 4.0 you do not even have Category support which is essential for the system.

The most frequently mentioned shortcoming on implementing GTD using the internal Blackberry applications:

  • All Blackberry applications have global categories. That means you will see your contact-, calendar- and notes categories in the task application as well.

  • To add new tasks you have to select the category each time. They are not automatically applied to the current category.

  • To change a category you have to apply a filter. A simple category change is not possible.

  • Many GTD enthusiasts make use of the “@” syntax for contexts. However, items “@” are not sorted correctly.

Gary K. Slinger wrote a great article which mentions these problems too and makes suggestions on workarounds. For more details take a look at his blog garryslinger.com

There are a lot of methods and tools helping you to implement GTD on your desktop, but GTD third-party software for the Blackberry is very rare. The following applications intend to replace the internal task application:

Although “todoMatrix” has very advanced features, I did not try it because it synchronizes to a proprietary online database. “TaskPad Pro” has a similar approach. The application “NextAction!” is not as feature-rich but specifically targets the “Getting Things Done”-approach. It uses the internal Task Database of the Blackberry and is therefore highly compatible with other applications. It targets the major shortcomings mentioned above and uses the GTD terminology.

“NextAction!” do not provide many additional features but makes the task input and management much faster and allows a very good GTD implementation.

My GTD workflow using a Blackberry 7290 with “NextAction!”

According to David Allen the five stages of mastering workflow are: collect, process, organize, review and do.

Collect

Productivity Recommendations

  • I put calendar commitments and contact details directly into the contacts/calendar application. If I am in a hurry I quickly add a new item to the INBOX in “NextAction!” to process it later.

  • Tasks/todos/ideas are usually going to the INBOX of “NextAction!” , to process them later. Only when I already know the exact next action, I put them directly in the relevant category.

Process

  • Process the mail inbox
    Do it. / Delegate it. / Defer it.

  • Process the “NextAction!” inbox
    Do it. / Delegate it. / Defer it.

    If I have to defer the item, I generate a next action in the specific context in “NextAction!” or add a calendar appointment.

Organize

The “organize”-stage is not really implementation-specific. To get the details I would recommence to read the related chapter in the book “Getting Things Done” from David Allen.

Review

My daily review:

  • Check my calendar
  • Check my actions lists according to the context I am in

Every few days:

  • Check my projects list
  • Check my waiting for list
  • Check my someday/maybe list

And of course once a week I am doing a full review (see weekly review).

Do

David Allen suggests doing next actions using these four criteria:

  1. Context

  2. Time available

  3. Energy available

  4. Priority

For “context” I just open the relevant context list in “NextAction!” and I will see the relevant items that have to be done.

to be continued…

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55 Comments »

  1. Paul Comeaux said,

    May 16, 2006 @ 1:29 am

    Thanks for the tip! I’m considering getting NextAction–but $50 is a lot to spend without a trial period to test software. I’m cautious bec/ I’ve had BlackBerry apps that interfered with other apps, locked up my device, etc.

    I’m also cautious bec/ the developer does not appear to have a website. Maybe I’m paranoid, but that seems a bit like buying a camera from a street vendor–what if it does not perform as advertised?

    Also, I assume your problem with the other two programs is, what if the proprietary database is down, or even worse, goes offline altogether? I agree with this. But I’m curious if there is something else that I’m missing.

    Despite my reservations, NextAction looks so much like what I need that I’m tempted to just bite the bullet and order it.

  2. k said,

    May 21, 2006 @ 2:01 pm

    I have just discovered the website of “NextAction!”.

    For all interested ones: next-action.com

    It also seems that there is a 20% special offer at their shop.

    Edited 2006-06-05: Special Offer

  3. b said,

    June 4, 2006 @ 8:40 pm

    I’ve found using my bb to be a huge help in implimenting GTD. As suggested in David Allen’s white paper on using GTD with a PDA, i just type the catagory heading in the task first. Like: Calls - call mom or home - mow lawn. That way at least all the catagories are listed together. Granted it takes 3 more seconds to type in my action but its not a big deal. Someday/maybe is my biggest catagory and i don’t want to scroll thru that all the time so i’ve just called my someday/maybe, zday so those todos are at the end of my list.

  4. Marc's Outlook on Productivity said,

    June 13, 2006 @ 2:40 pm

    re: Trying out the new Blackberry 7230…

    …

  5. A Better Task Application??? - BlackBerryForums.com : Your Number One BlackBerry Community said,

    August 5, 2006 @ 8:57 am

    [...] There is a good evaluation on Task Applications on the net: Link __________________ News and Backstage infos: BlackBerryInsight [...]

  6. capri said,

    August 5, 2006 @ 9:38 am

    I implemented GTD on todomatrix and it works quite well. After contacting the developer, they agreed to add a GTD-friendlier user cross category field (for contexts) before yearend, even tho, as is, it works pretty darn well.

    I would suggest trying todomatrix (there is a free trial on rexwireless.com)… it is far more polished than most other apps in the blackberry space.

  7. Peter said,

    August 12, 2006 @ 10:38 am

    ToDoMatrix seems quite useful except that the developers say it will NOT currently sync to Outlook 2003’s Tasks “to-do list.” That’s a deal breaker for me.

  8. BlackBerryInsight » PocketMac 4.0 released said,

    October 5, 2006 @ 8:12 am

    [...] That sounds great because it is possible to synchronize your calendar and task data from the BlackBerry to your MAC and verce visa. So basically NextAction! (Report 1, Report 2 - the best task application for BlackBerry I know) is completely compatible with the MAC! [...]

  9. BlackBerryInsight » NextAction! - The GTD Implementation - Suggestions? said,

    October 9, 2006 @ 7:57 pm

    [...] Some time ago we have evaluated a huge amount of task application for BlackBerry in the scope of David Allen’s GTD Principle. Finally, NextAction! was the tool of our choice. For those of you who are using NextAction! - as I can see there are already some Testemonials out there, I would like to know: [...]

  10. The World's Greatest Guy said,

    October 20, 2006 @ 12:16 pm

    I am getting my first bb in a couple of days and I am very excited! I have been using GTD for about a year now but there are not many posts/articles on using a bb with GTD. Thanks for the blog.

  11. Creating a Better Life » The Personal Development Carnival - November 19, 2006 said,

    November 19, 2006 @ 4:06 pm

    [...] k presents Implementing Getting Things Done with your Blackberry posted at BlackBerryInsight. [...]

  12. BlackBerryInsight » GTD Tool NextAction! on your BlackBerry (German Edition) said,

    November 30, 2006 @ 2:45 pm

    [...] Links: NextAction! - The GTD Implementation - Suggestions? Implementing Getting Things Done with your Blackberry NextAction! (English Edition) NextAction! (German Edition) NextAction! (German Edition) at MobileSoftMarket - Instant Download David Allen’s GTD Forum BlackBerryForums.com [...]

  13. BlackBerryInsight » BlackBerryInsight was part of the Productivity Carnival said,

    December 23, 2006 @ 2:36 pm

    [...] Our top rated article “Implementing Getting Things Done with your Blackberry” took his place in the The Personal Development Carnival on November 19, 2006 at the Creating a Better Life Blog. We are so proud to be mentioned there and will continue to bring our high quality article to a bigger audience. We hope our reviews and product tests will be useful for you. We would also like to see critical comments on what we write. If there is anything you don’t agree with our you absolutely agree with, feel free to use the comment function to place some words. [...]

  14. Emory said,

    January 29, 2007 @ 8:58 am

    There is a Hack in BlackBerry Hacks on how I implement(ed) GTD on the BlackBerry.

    (I wrote it, so I’m a little biased. ;))

  15. BlackBerryInsight » NextAction! on your BlackBerry syncs with your Apple iMac, Mac mini, Mac Pro, MacBook, MacBook Pro, iBook, PowerBook … said,

    February 5, 2007 @ 3:20 pm

    [...] NextAction! is on the BlackBerry market for a long time now. We have seen a lot of improvements since then. It is the only tool that provides such a straight implementation of David Allen’s “Getting Things Done”. [...]

  16. Michael (Nozbe.com) said,

    February 9, 2007 @ 8:15 pm

    Great guide. Just to mention that for non-blackberry users out there, they can try a web-based system which is accessible from any computer with a browser, like for example: Nozbe (www.Nozbe.com).

    We are planning on supporting mobile Internet devices with small browsers like Blakberries, Nokia Communicators and others… so you would have access to your stuff while on the move and while by the computer.

  17. k said,

    February 9, 2007 @ 11:18 pm

    That sounds great! However, you still need a working Internet connection. Even though I like the possibility (using NextAction! now) to sync my BlackBerry with my PC. It works with the Mac too. So I will have my tasks on my desktop as well ;)

  18. Randy said,

    February 11, 2007 @ 7:36 am

    Of course you can easily set the GTD ideas up on the Palm Treo–a piece of cake.

  19. BlackBerryInsight » Critical thoughts on the BlackBerry? said,

    March 13, 2007 @ 9:00 am

    [...] Found via Management Line. Implementing GTD with your BlackBerry. [...]

  20. noofit said,

    April 18, 2007 @ 10:52 am

    Take a look at http://www.inoof.com.
    Make lists over email! Share them with family and friends. Its meant for mobile email users, to get things done!

  21. bhavesh said,

    June 12, 2007 @ 10:39 pm

    another way to implement GTD on a blackberry is to use it with backpackit.com, an online list manager. it is free and easy to use. basically, i type out an email as things pop in my head and mail it to backpackit.com. it gets implemented into the web page as a to-do, which can be reorganized. and it’s free. it’s not as full featured as NextAction, but the idea is that at least for collecting your thoughts, you can do that easily

    bhavesh

  22. Jorge Ledesma said,

    August 7, 2007 @ 5:03 am

    IMHO, the best way to implement GTD on the Blackberry is on Next-Action or TodoMatrix and there upcoming release of 5D, I posted several reviews on my site over at http://blackberrygtd.com/

  23. anyone share your experience of GTD? - BlackBerryForums.com : Your Number One BlackBerry Community said,

    August 14, 2007 @ 1:13 pm

    [...] Today, 12:13 AM hey..I found a thread here: Real GTD for your BlackBerry - BlackBerryForums.com : Your Number One BlackBerry Community it meantioned a very good article about GTD from someone’s blog: BlackBerryInsight ? Implementing Getting Things Done with your Blackberry [...]

  24. thelaw.com said,

    August 20, 2007 @ 3:09 am

    I tried todomatrix but found that it not only uses a proprietary database, it also doesn’t have a true PC Desktop application to manage this database. It uses a web-based application which you have to buy subscriptions for so you have to pay and also be connected to the net. I prefer just a desktop client that works, end of story. Additionally the views on todomatrix were limited. It’s a nice application and does a lot of things but I think it’s a little short sighted in it’s flexibility. There really isn’t a great todo manager and outliner on the blackberry at the moment.

  25. k said,

    August 20, 2007 @ 8:17 am

    That’s why NextAction! is the best choice at the moment. ;)

  26. NextAction! 2.0 - The Falcon has landed! - BlackBerryForums.com : Your Number One BlackBerry Community said,

    August 20, 2007 @ 11:26 am

    [...] Originally Posted by Defiance Wirelessly posted (8300: BlackBerry8300/4.2.2 Profile/MIDP-2.0 Configuration/CLDC-1.1 VendorID/102) What’s does it do exactly and how is it better than other software if any? Just try the demo version dude Implementing Getting Things Done with your Blackberry Blog | HowTos | Deals & Free Downloads | Search | Ringtones [...]

  27. Roger said,

    August 24, 2007 @ 9:40 pm

    I came across this post a couple of days ago http://collaboration-space.blogspot.com/2007/08/wrike-task-management-on-its-own.html
    Then, I found this http://www.wrike.com/blog/7/21/2007/Mobile_project_management_in_Wrike_with_BlackBerry
    Definitely worth checking out!

  28. BlackBerryInsight » 40% Discount on all BlackBerry Software! said,

    November 11, 2007 @ 12:06 pm

    [...] The probably best productivity / self-improvement / GTD application for your BlackBerry Wireless Handheld. We have already reviewed a lot of task applications and came to the result that NextAction! is the best choice! [...]

  29. BlackBerryInsight » Rumors: “Mobile Productivity Course” for BlackBerry users upcoming said,

    February 4, 2008 @ 3:40 pm

    [...] We already wrote about several productivity issues like GTD on your BlackBerry. [...]

  30. BlackBerryInsight » The BlackBerry is another woman said,

    February 8, 2008 @ 4:04 pm

    [...] But it also shows that most people using new technologies are using them a way that improves productivity and makes their life easier. It is not that we can’t live without our BlackBerry, but the life with a BlackBerry is just easy going. Giving you the opportunity to access your most important data and contacts everywhere is huge step in becoming more productive. [...]

  31. Pat finds BlackBerry users rude | BlackBerryInsight said,

    May 5, 2008 @ 8:50 am

    [...] time is money man and we need to use every second of our live to get more productive and get more things done. However, it seems he got used and now knows the advantages of a BlackBerry: When you integrate [...]

  32. test todomatrix said,

    May 22, 2008 @ 6:05 pm

    [...] … I tried todomatrix but found that it not only uses a proprietary database, it also doesn??t …http://www.blackberryinsight.com/2006/05/13/implementing-getting-things-done-with-your-blackberry/BlackBerry Connection - Personal Edition - December 2006Discover the Latest Devices Find the one [...]

  33. | BlackBerryInsight - Deutsch said,

    May 26, 2008 @ 10:55 am

    [...] Gelegenheit sich mal den Kalender anzuschauen und sich selbst zu organisieren, zum Beispiel mit David Allen’s Getting Things Done(English), sich Selbst in neuer Art und Weise weiter zu entwickeln mit Habitmaster, einem tool seine [...]

  34. Dan said,

    June 6, 2008 @ 1:05 pm

    For implementing GTD you might try out this web-based application:

    Gtdagenda.com

    You can use it to manage your goals, projects and tasks, set next actions and contexts, use checklists, schedules and a calendar.
    A mobile version is available too.

    As with the last update, now Gtdagenda has full Someday/Maybe functionality, you can easily move your tasks and projects between “Active”, “Someday/Maybe” and “Archive”. This will clear your mind, and will boost your productivity.

    Hope you like it.

  35. Free NextAction! GTD BlackBerry Application Demo Download | BlackBerryInsight said,

    June 7, 2008 @ 7:54 pm

    [...] of our most favorite articles for years regarding GTD on a BlackBerry (Implementing GTD with your BlackBerry) mentioned NextAction! as perfect choose for Get your Things [...]

  36. Otimizando o seu tempo nos dias de hoje. » Blog do Lampadinha said,

    June 25, 2008 @ 11:10 pm

    [...] BlackBerryInsight, Wikipedia, Mundosemfio, Farofablog. This entry was posted on Quarta-feira, Junho 25, 2008 at [...]

  37. Black Cherry technical » Blog Archive » Free NextAction! GTD BlackBerry Application Demo Download said,

    June 29, 2008 @ 7:58 pm

    [...] of our most favorite articles for years regarding GTD on a BlackBerry (Implementing GTD with your BlackBerry) mentioned NextAction! as perfect choose for Get your Things [...]

  38. TaskMailer for BlackBerry - Open Beta Test | BlackBerryInsight said,

    July 3, 2008 @ 1:24 am

    [...] just received a note from the guys at S4BB (maker of TaskMaster, NextAction!, HabitMaster, and so on) that they have another productivity application in development. It is [...]

  39. The Fourth of July - 11% Discount on software for your BlackBerry® Wireless Handheld. | BlackBerryInsight said,

    July 4, 2008 @ 12:00 am

    [...] we had a note in our mailbox and want to share it with you. They got some interesting BlackBerry productivity apps, games, ebooks and even [...]

  40. Information overload hits BlackBerry productivity | BlackBerryInsight said,

    September 7, 2008 @ 11:23 pm

    [...] at BlackBerryInsight since the beginning. We wrote the first ever and still best article about Implementing Getting Things Done with your BlackBerry. Besides we were reviewing a lot of other productivity applications (TaskMaster, TaskMailer (Free), [...]

  41. TaskReports is gonna come with GTD support! | BlackBerryInsight said,

    September 24, 2008 @ 5:00 pm

    [...] to be released this week. That new version is gonna come with GTD support. We have talked about GTD and the BlackBerry a lot before. The best GTD application for your BlackBerry is NextAction! at the moment which comes [...]

  42. Mayor wanted to ban BlackBerry devices! | BlackBerryInsight said,

    September 30, 2008 @ 3:23 pm

    [...] Well, if he does not carry a BlackBerry he can’t know how much this nice device helps to keep up-to-date and be more productive! [...]

  43. Rumors: TaskReports BETA and NextAction! to be updated with more GTD features! | BlackBerryInsight said,

    October 9, 2008 @ 11:23 pm

    [...] NextAction! is the only real GTD application for BlackBerry devices by now (don’t start talking about those copying companies like rexwireless who just [...]

  44. Rumors: TaskReports BETA and NextAction! to be updated with more GTD features! | BlackBerryInsight said,

    October 9, 2008 @ 11:23 pm

    [...] NextAction! is the only real GTD application for BlackBerry devices by now (don’t start talking about those copying companies like rexwireless who just [...]

  45. First ever Screen Shots of GTD app NextAction! for BlackBerry 3.0 ALPHA | BlackBerryInsight said,

    October 20, 2008 @ 5:23 am

    [...] of our first articles was about BlackBerry and GTD. Since then we love to use NextAction! for implementing GTD on BlackBerry (no matter on the old [...]

  46. How to Setup Real “GTD Project Support” with your BlackBerry and Synchronize it with your Desktop or BES | BlackBerryInsight said,

    November 17, 2008 @ 11:23 pm

    [...] who is implementing GTD (Getting Things Done) no matter on their BlackBerry or “offline” (like on paper, notebooks, whatever) knows what contexts and next actions [...]

  47. Getting Things Done « San Oo Aung’s Weblog said,

    December 31, 2008 @ 4:03 pm

    [...] Implementing GTD with your BlackBerry, article demonstrating a GTD methodology for BlackBerry. [...]

  48. NextAction! 3.0 - GTD for BlackBerry - New Demo Video | BlackBerryInsight said,

    January 13, 2009 @ 5:23 am

    [...] Read more about GTD on BlackBerry: Implementing GTD with a BlackBerry Wireless Handheld [...]

  49. Rumors: NextAction! Pro - to be released soon | BlackBerryInsight said,

    February 5, 2009 @ 6:09 pm

    [...] Check out our very first and still very popular article “Implementing Getting Things Done with your Blackberry”. [...]

  50. Roberto González Fontenla. www.roberdevigo.com » Getting Things Done said,

    March 13, 2009 @ 5:13 pm

    [...] GTD con Blackberry [...]

  51. Rob R said,

    March 23, 2009 @ 5:48 am

    Try Viira for the BB. I’m using it now for a few weeks after i user Nextaction first. It works better for me!

  52. Eric said,

    March 28, 2009 @ 2:40 am

    You should definitely give Pocket Informant for BlackBerry from WebIS a try. You can easily set contexts, and it synchs with the internal databases. Best solution I have found yet!

  53. Craig said,

    April 13, 2009 @ 10:39 am

    I tried NextAction on new Storm. Was a horrible failure. The display layout is almost unusable b/c the pull down lists/buttons eat up too much space above the keyboard. Buttons and fields wind up offset w/ lots of lost space. End result is you can only view one field at a time (e.g. context, project) when entering a new task. Entering took so much effort and time, I could not always capture the thought of a task before interrupted by new task.

    Honestly, if a GTD tool takes more than 2 minutes to capture a new task or project, then it is a project of its own (and not even a “Someday/Maybe” in my view.)

  54. Getting Things Done | Empresas Andalucia. Negocios en Andalucía. Guía de empresas. said,

    April 16, 2009 @ 5:12 pm

    [...] Implementando GTD con tu BlackBerry, articulo sobre la implementación de la GTD con una BlackBerry. [...]

  55. The Unit TV Series is sponsored by RIM unbranded BlackBerry Devices | BlackBerryInsight said,

    May 18, 2009 @ 9:26 am

    [...] have a problem with that - BlackBerry devices are just awesome and the very best choice for business people, Unit members, CIA agents and even [...]

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