After experimenting with Microsoft To Do this week I switched back to Nirvana. Some things were working well, but overall it was not that smooth.

I was going to write about my Microsoft To Do setup but it’s pretty much the same setup I had before: Testing Microsoft To Do and saying goodbye. And it’s so weird to see that all the reasons I listed before for not sticking with Microsoft To Do are still the same, for the most part.

Reasons why I switched back to Nirvana

1. The clarity of seeing all my actions organized by project, neat and tidy, is priceless!

2. I just REALLY like the projects / next actions connections in Nirvana.

3. And the unified inbox.

4. And that I can schedule actions (tickle them) to show up only at a certain time in the future.

5. And that the recurring tasks create a copy of the task, so I don't lose sight of the recurring task after the deadline (it keeps showing up on my Focus list).

6. And that I can scale the fonts size on my screen (desktop app).

7. And that I can add something to the inbox by just pressing the “I” key, no need to worry about which Inbox I'm adding things too.

8. It's so good to see my list of projects with the actions! It's easy to go back and forth between the two. So nice!

So, nothing has changed.

I’m still using Nirvana for my projects and next actions. The setup is still like this: How I setup Nirvana for GTD (June, 2024).

Other things I’ve changed: Digital Time Blocking

This short experiment made me realize some things:

• I want to keep my Calendar visible to me while I’m working. So now I have the Outlook app on my work computer to start-up with Windows every morning, and I keep it in a “One Day” view on a vertical screen I have on my left.
• Having the Outlook Calendar visible to me makes me use time blocking directly on the digital calendar, instead of using a paper time blocking planner.
• I still Plan My Day in the morning the same way. But instead of using Cal Newport’s Time block Planner, I’m using my paper notebook in conjunction with Outlook calendar.
• I start with writing the day/month/year/temperature on my notebook. Then I look at my calendar to jot down an “Agenda List” for the day to get a sense of how many meetings I have.
• Then I think about my Focus for the day. I look at Nirvana to see what’s already in my Focus list/next actions and decide which projects/actions are going to be priority. I write them down on my notebook just give my brain some clarity. I them update the Focus list on Nirvana based on these notes.
• Then I look at my Outlook Calendar and schedule some focus blocks, snack times, commuting times (if needed), check email blocks, processing/organizing blocks.

So, I’m still using the same techniques and routines, but I’m streamlining the number of places I have information on. Some days my meetings will get moved around, canceled, or re-scheduled and I think that having to update everything in a paper time block planner was double work. My calender really dictates my day, so it’s better to have it in one place.

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

I've been noticing some glitches in my GTD system lately.

You know, the whole point of having a method to organize tasks and projects and goals is to be okay with what I'm doing at the moment. I've talked a lot about GTD in this blog and how it impacted my life by reducing stress and anxiety, bringing order to chaos, and allowing me to fulfill my goals. But that's not what I want to talk about here.

I want to talk about being engaged with the tools I use every day, and what has been bothering me.

So, what's not working right now?

My Next Actions/Projects lists:

• I've used Nirvana for years now and I've written about it multiple times (I’m a huge fan!). I've tested other tools here and there (Todoist, TickTick, Trello, Microsoft To Do…). Lately, I've been feeling bored with Nirvana. I don't know how to explain it, other than it's so dull and I feel like processing and organizing has become too complicated to me.
• I've been avoiding capturing things to Nirvana because it seems a hassle to process items in there now.
• I'm becoming more inclined to work directly out of contexts lists, and having them up front in my face, instead of selecting the contexts tags from a list.
• I'm getting tired of having to manually insert a link to an email I want to reference in Nirvana, or to manually edit a link to a website I sent to Nirvana's inbox by email (sometimes the titles come in as the web address, and then I must copy/paste the title of the article manually).
• I like being able to have some integration between emails and the to do list.
• I like having a widget on my phone showing the actions due today.
• When I did an experiment with Todoist and Microsoft To Do without linking projects to next actions, I had a feel of how snappy a system can be. I believe that I'm ready for a simpler setup right now.
• I want a more direct system focused on doing rather than on organizing information.

Time Blocking/Daily Planning

• Planning my day and time blocking are both great habits! They are now part of my day start-up routine. I use Outlook Calendar for work and personal, they are synchronised together, that's great. I've also been using Cal Newport's Time Block Planner.
• I think what's not working is that I feel like I have duplication here. I have meetings and some focus time on my calendar, but I also use the Time Block Planner, which is a separate notebook. So I have 2 separate daily plans, and every time one changes, I have to update the other. I know they are meant to be complementary, but I've been thinking that I could do it all digitally in one instance.
• I once did an experiment with using Outlook to schedule time blocks to check emails, and it worked well.

What do I want to change?

• I want less back and forth between different tools, avoid having to copy/paste things from one to the other.
• I want a to do app that is more flexible to create different lists, better looking (or more attractive to me RIGHT NOW), overall, less boring and more exciting to use (playing a sound when I complete a task is so satisfying to me!). Also, emojis, of course 🥰!
• I want to be able to attach files/images to my next actions.
• I want quick and easy processing, with less complexity.
• I want less tools, and having a more integrated digital ecosystem (I'm stuck with Microsoft anyway... and I use Outlook, Word, Excel daily... so, Microsoft To Do seems the way to go).

The Plan

• I will switch to Microsoft To Do as my next actions/projects list app.
• I will use 2 accounts keeping work and personal separate.
• I will plan my day and do time blocking using Outlook Calendar.
• I will set up my computers to start up with Outlook and Microsoft To Do.
• I will use hashtags in Microsoft To Do to create some links between projects and next actions.
• I will continue my other planning routines: Daily Reviews, Weekly Reviews, Monthly Planning, Quarterly Planning.
• I will continue using my GTD Dashboard.

I will soon post about how my setup with Microsoft To Do is going.

I gotta say, this is a new phase for me. I'm letting go of some old beliefs and being more adventurous!

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

So, when I started Rethinking My To Do list this week, I was feeling disconnected. I was craving for something different. I’m not sure why, but I was bored. And I didn’t want to look at my to-do list. So, avoiding it only intensified my disconnection. I thought I needed a new to-do list.

I wanted to get a better app and test other things. And I did test a few! Only to realize that the tool itself wasn’t the problem. I was just feeding the distraction dragon, searching for novelty.

But I wanted to see it for myself, stubborn that I am.

So, I looked at TickTick. It is an amazing to-do list! It has lots of features, calendar, pomodoro timer, timeline views, routine tracker, cross-platform, etc. It’s highly customizable: I saw I could set it up however I wanted to fit my needs. And then came the realization that I would have to spend several hours tweaking it. Creating lists, and folders and custom filters. And moving everything I have in Nirvana to TickTick. Moreover, I was not able to install the desktop app on my work computer, so that was a clear hint that my employer doesn’t approve of this software. Another detail I didn’t like: I couldn’t find a way to set up a shortcut key to add tasks to the Inbox. The “add task” shortcut will add the task to whatever folder/list is open in the app.

Then I looked back at Todoist. I’ve used it for a couple of years. Very flexible, cross-platform, super easy and fast at collecting and organizing things. But the new interface now has “hashtags” symbols to represent folders/projects instead of the old circles, which I think makes it more visually polluted. And then I remembered the entire process of creating the folder’s structure and the custom filters to use it with GTD the way I like it. I didn’t want to go into that rabbit hole again.

Lastly, I revisited Microsoft To Do. It’s a cute app, fast and simple and integrates well with my work system. But… there is something that always gets me out of it: projects management. I like linking projects to next actions, and things get very messy in MS To Do if I want to do that with hashtags, while using lists as my GTD contexts. I told myself I would use it for 90 days to see how it goes. But I changed my mind. Last time I used it for 60 days and abandoned it to get back to Nirvana. I remembered things that I don’t like about it: the Inbox situation (which is a list called “Tasks”), there is no direct “email to inbox” feature (I must send an email to Outlook, and then flag it: too many steps for capturing), I prefer Nirvana’s way of dealing with recurring tasks and organizing projects.

So basically, everything I wrote in January when I was Testing Microsoft To Do and saying goodbye still holds true. I will let it go this time. For real, let it go!

In the end the effectiveness of my GTD system depends on my commitment to maintaining and working my lists in an app that I’m familiar with. I still can use Nirvana at work (I can even install the desktop app on my work laptop) It synchronises on all my devices, it’s fast and reliable.

The issue wasn’t the tool itself but rather my quest for novelty. I can see clearly now.

I’ve decided to stick with Nirvana, which strikes the right balance between meeting my needs and minimizing frustrations.

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

Every year I review my digital tools to see if there is anything I want to change. One thing that often catches my attention is my tasks tool. So I did a little experiment the past few weeks and tried out Microsoft To Do. I basically set it up and ran it parallel with my current app (Nirvana) for a couple of days.

The verdict is that I still like Nirvana, but I wanted to register this experiment and how was the setup for future reference. I will completely delete the setup after writing this.

The thing about my MS To Do setup is that I had to work with 2 accounts: work and personal. My work environment is all around Microsoft, so technically I could use my work account for all my areas of my life. BUT, I'm not comfortable leaving personal information on my company's servers, since they manage and have control of that work account.

The other possibility would be to have everything in my personal account, but then I would loose all the integrations between Outlook and MS To Do from my work account. Also, I would need to have my personal Microsoft login in my work phone to make it work (not a fan!). Ultimately, I like to have these two areas separate anyway, so the 2 accounts setup made more sense to me.

Just for the record, this was my personal account setup:

• Overview, Next Actions Contexts and Projects List:

• Someday/Maybe and References/Recurring/Lists

My Work account had a similar setup, but with less items on Someday/Maybe and also less contexts, since it was all work related.

Why it didn't stick with me?

• I still don't like that I have to use a bucket called “Tasks” as my Inbox. It creates a small cognitive dissonance in my brain. It's not a big deal, but sometimes it bothers me.
• I don't like having 2 separate “Inboxes”. If I'm at work and want to add something to my personal inbox, I'd have to send myself an email to my personal account, or switch accounts on desktop app or log in to my personal account. On the mobile, I could use Braintoss to capture items in either of my accounts by email. And then the captured item would land on the email inbox where I could “flag” it to be turned into a task. These are all valid options, but it created a lot of friction for me to capture anything, so it was not ideal.
• I not a fan of how MS To Do deals with recurring tasks. I notice there are less options to set up a recurrence period. I prefer Nirvana for that.
• Managing projects and next actions with tags: so I used tags to create a link between projects and next actions and it always get messy after some time. I constantly create variations of the tag, and I end up having more than one tag for the same project. Very confusing! It required me to pay extra attention when tagging: not ideal!

🏠 So, in the end, Nirvana's still my go-to. It clicks with my brain better, offers more options that I enjoy: project linking to next actions, recurring tasks flexibility and start dates, and it just feels like home🏠.

Previous Setups:

GTD Journey: Back to Microsoft To Do with 2 accounts — June 2023

GTD Journey: Moving from Nirvana to Microsoft To Do — June 2022

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

For the surprise of absolutely no one, I'm back with the Nirvana app for my tasks and projects. 😏

I lasted roughly 2 months with my 2-accounts setup in Microsoft To Do. All the integration features offered by MS To Do that I thought were detrimental to my daily setup ended up not being that important.

Drawbacks of Microsoft To Do

Over the past two months, I've found myself utilizing the file attachment feature only once.

Although the option to flag emails in Outlook and synchronize them with Microsoft To Do seemed promising, it didn't significantly impact my workflow.

The handling of recurring tasks also posed a challenge – the lack of separate copies meant that altering the due date by a day affected the entire task series.

While Microsoft To Do serves me well during less hectic periods, I've noticed a pattern: when faced with complex projects at work, I tend to feel overwhelmed. This is where I remember the effectiveness of the Nirvana app to deal with it all. Nirvana just makes more sense with how I compartmentalize multiple projects and next actions.

This brings to mind the classic GTD (Getting Things Done) discussion about linking projects to next actions.

The truth is: there is no right or wrong way to do it.

The fundamental principle is: maintain a a list of current projects to review weekly and assign one next action to each project to move them forward. That's it. But for some people (like me) it is beneficial to group next actions by project. Occasionally, the project itself defines my entire focus for the day.

Microsoft To Do attempted to facilitate this organizational aspect with hashtags, but it felt somewhat loosely structured for my taste. Without a centralized list of hashtags, I found myself typing various versions of the same hashtag for a single project, leading to confusion.

Also, the pop-up hashtag list that appears when adding a new task doesn't work when editing a task post-insertion, requiring me to recall the correct hashtag or go search for it.

The 2-accounts setup also was a bit cumbersome, because in my head I didn't have one unified Inbox. I prefer having no friction at all for capturing things. Capturing tasks should be effortless and instinctive, without any unnecessary cognitive load. However, I often found myself contemplating whether a task belonged to my work or personal account, disrupting the capture momentum.

It took time and experimentation to determine what truly suits me. Through trial and error – as you can see documented in my GTD Journey blog posts – I've gained clarity (finally!). Microsoft To Do is undeniably a great simple app, yet Nirvana resonates more closely with the natural functioning of my mind.

All that being said...

The little things that make me come back to Nirvana:

• Nirvana guides me towards a more disciplined GTD approach by neatly categorizing everything into predefined sections. This alignment with GTD principles removes the need to invest excessive time in personalizing settings (a big win, especially for someone like me who can get lost in endless customization choices!).
• Nirvana handles recurring tasks better than many tools, since it doesn't bother me with them until the start date. This clever approach involves creating new instances of tasks for their upcoming occurrences. I can even adjust individual due dates without disrupting the original sequence. Also, I appreciate the option to set deadlines and determine how many days in advance tasks appear in the “Focus” section (I use that a lot!).
• The way Nirvana integrates next-actions with projects is amazing.
• It has Start Dates (very hard to see in other apps).
• I love how Scheduling works by keeping a next action hidden until they are ready to appear in the “Focus” section.

After years of back and forth I've come to this conclusion: Nirvana aligns closely with my personal work style and preferences, making it my preferred choice over Microsoft To Do or any other task managers.

At the end of the day it's all about trusting the system and regularly reviewing my lists (weekly reviews!). Consistency is key – the more consistently I engage with my system, the more reliable it becomes, reinforcing my confidence in it.

I feel that I completely trust Nirvana right now👍.

So, I’ll renew my promise: I will stick with it for at least a year and re-evaluate.

#GTD #productivity #MSTodo #Nirvana #apps

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

I changed my task list manager again! 😆

I know I promised I would wait a year before rethinking my use of Nirvana but… I got some more pressure from the company I work for, where everything is becoming Microsoft 365. Considering that I use Outlook 365 for work every day and I also have a personal account, I decided to switch back to Microsoft To Do.

Here is why:

• Integration: my work teams started assigning tasks to people and they are showing up in MS To Do. I didn’t want to have to copy tasks to another app, and then loose track or get confused about what was on my plate. In this case the integration makes things consolidated in one tool, making my life easier. Also, there are work periods when I deal with a lot of back and forth emails, where I’m waiting for something and/or have to follow up. The Outlook integration here makes things less confusing. (previously I had to forward the email to Nirvana, and manually add a link to the message so that I could find it later… some things fell through the cracks on a couple occasions, so the process was not reliable).
• Having multiple accounts on iOS: Now we can switch between multiple accounts on iPhones. Just until recently this was only possible on Android phones. This solves one of my earlier issues with MS To Do, where I couldn’t access my work lists using my personal phone and vice versa. I know I could solve this by having everything in one account then sharing the lists, but I prefer to have them separate.
• The looks 😍: I really LOVE Microsoft To Do aesthetic. I love using emojis and honestly I missed some colours in my daily tasks.
• My Day: This functionality is great to manage my attention/focus deficit! And because it resets everyday, it forces me to select the focus of the day.

Now, the setup!

I follow the GTD Methodology Official Guide and my system didn’t change much from last time. I have similar setups on both my personal and work accounts. Here is my personal setup overview:

Lists without groups:

• 📥INBOX (Shared): I created this as a shared point between my personal and work accounts so that I can move things I captured on one account to the other. The idea here is that when I’m capturing it doesn’t matter which phone or account I have on my hands, it has to be quick and easy to capture something. I’ll deal with it later.
• 🎯My GTD Dashboard: This list is a quick reference link to documents that are outside the task manager, like my dashboard spreadsheet (used for planning), my system overview (a description of my system) and master project lists. These master project lists are long time records of my projects that I update once a month or so.

Groups of Lists:

• P R O J E C T S: I separate them between active projects “Projects-Personal” and “Projects-Inactive”. Inactive projects are the ones that I started but for some reason were put on hold, or I am waiting for something, so they are not active. I revise this list during my weekly review.

* N E X T A C T I O N S📌: each list is a different context, classic GTD

• L A T E R 🔒: I created this “LATER” list for actions that I don’t want to engage just yet, but soon (next week, maybe). It’s a middle ground parking lot between Someday-Maybe and Next.
• S O M E D A Y: Lists to group different topics for all Someday/Maybe’s.

• Noisy Deadlines: I capture ideas for blog posts and have links to my archives folder where I store images, file references, etc.
• Recurring: All of my recurring tasks, including Daily Reviews, My Routines and GTD Reviews.
• References: various lists that are non actionable items.
• Checklists: Travel and GTD Checklists.

Using hashtags to identify Projects

I’m still using hashtags as a way to search similar items. So for example, in my projects list I have a keyword to identify that project and so I can use that same hashtag on my next actions. Clicking on a hashtag will show all related items with it.

Shared Lists

I shared some lists between my personal and work accounts so that if I update one the changes will be reflected in both accounts:

• INBOX
• My GTD Dashboard
• Recurring
• Vacation Dates
• Checklists

Final thoughts…

I’m getting used to this new system which feels to me a bit more focused on executing (via next actions by contexts). In Nirvana I tended to let things parked in my next actions list longer and it wasn’t as engaging for me to act on them. It seems now that capturing and processing is faster.

I’m exploring the integrations available between Teams/Outlook/MS To Do to start using them to my advantage, including the “Flagged email” list.

Also, I really like “My Day”!

So, I’ll renew my promise: I will stick with this system for at least a year, unless it becomes unbearable. 🙋‍♀️

#GTD #productivity #MSTodo #apps

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

So I use the GTD (Getting Things Done) method to organize my brain. It has allowed me to manage anxiety and stress over the years. From time to time I look at my system and reflect: is it getting messy? is it too complicated? is it really working for me now?

One of the things I’ve always thought was fundamental to me was having a system in which Projects and Next Actions are explicitly and solidly linked. I tend to spend more time organizing rather than executing projects. The truth is that we don’t execute projects, we execute actions that will eventually attain the project goal. And that idea is the basis of why GTD recommends having the next actions sorted by Contexts.

A context can be a place, a tool, a mindset, or the people required to complete a given task. If I want to make a phone call, I need my phone (@calls). If I want to pick up something at the grocery store, I need to go there (@errands). So the idea is to assign contexts to next actions so that it’s easier to decide what I should be doing at any given time because I have a limiting factor (context). It’s about focusing on execution.

I don’t think I paid too much attention to contexts in my system, I was more worried about setting up projects right. Hence, my preference has always been to use Nirvana to manage my projects and actions. But I want to do an experiment: use a simpler tool in which contexts are more upfront, forcing me to work by contexts.

Experiment with Microsoft To Do

I chose the app MS To Do for my experiment. I’ve tested it before and I think it provides a clean and beautiful interface, syncs on all my devices, and provides an easy setup.

I’m using two different accounts: one for personal and one for work. The company I work for is switching everything from Google to Microsoft so I will take advantage of that. I already have an Office365 subscription for my personal file storage and calendar.

I followed the official GTD guide to set up my system. I have a “Projects” list with hashtags to identify them. So I still have some way to “link” projects to next actions, but I would say it’s a weak link. The hashtags are more like temporary keywords to remind me what that action is related to. I don’t have a proper “project folder” anymore, containing all actions related to a project and that’s a big mind shift for me.

Right now I’m happy with my setup. I like the option to use emojis, it makes my lists more enjoyable. One of the few things I disliked about Nirvana was that it was visually uninteresting to me. I like some colors and visuals to attract my attention.

One thing I’m using consistently on MS To Do is the “My Day” feature. In the morning I open up the “My Day” tab and it really helps me plan my day. It’s a smart list that resets every night, so it forces me to think about what I want to accomplish every day and focus on them. In Nirvana I used to have the “Starred” items to focus but since this list didn’t reset, I used to have stale items in there and I constantly skipped the daily planning.

So I’ll see how this experiment goes. I’m already seeing benefits in having a quicker way to process my next actions: I just move or drag/drop the item to its context. Done. No filters, no clicking and choosing through various drop-down menus. Also, personal and work are 2 separate accounts, but on the desktop app I can easily move between the two. So it creates a nice work-personal boundary in my brain and still allows for some integration. Let’s say I remember something about work that is bothering me: I can easily capture that capture in my work inbox if I’m on my personal computer. Same thing if I’m on my work computer and want to see my personal lists.

#GTD #MSTodo #Productivity

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By Noisy Deadlines Minimalist in progress, nerdy, introvert, skeptic. I don't leave without my e-reader.

💾For a complete summary list of my blog posts grouped by year, click here.

🎈 Things I write about :

Sections:

🎨 #NoisyMusings: a little bit of everything 📂 #Productivity: organization, methods, apps, GTD 📚 #Books: everything book related

Some Topics:

#apps | #Nirvana (the app, not the band) | #Todoist | #GTD | #MSTodo | #notes | #journal | #journaling #BookReview | #ReadingList | #Reading | #ReaderGoals | #BookWyrm | #TheStorygraph | #weeknotes | #podcast | #GTDnotes | #100DaysToOffload #projects | #DnD

#internet | #socialmedia | #attentionresistance #minimalism | #digitalminimalism #outdoors | #Hiking | #winter | #iceskating | #music | #heavymetal | #puzzle | #health