I am just finished reading the bestselling book “Getting Things Done” by David Allen. While I like much of the GTD system, and I’ve actually used a lot of the GTD tricks for a couple of years now, I feel like it’s a very heavy system to use, especially for someone who uses the paper-based system described in the book. I’m still having trouble picturing the entire system in my head (something that is crucial is one is to implement and sustain it on a dialy basis).

A lot of people I’ve talked to who have either read (or started and never finished) Allen’s book have said that the system is too complex, especially when trying to set up the system from scratch. Without a productivity coach sitting beside you making sure you’ve emptied everything from your brain into your system I can’t imagine finding the time to completely implement the system over the course of a weekend. While I think GTD definitely has merit (it’s obviously been successful based on the anecdotes and volume sales if it’s a national bestseller), I think it would benefit from the following suggestions to increase its simplicity.

1. Digital GTD. In the digital age, more emphasis should be placed on a digital GTD solution. I realize that some people may not have such a multitude of actions so as to warrant a digital system but those who do should really consider one. The ability to prioritize tasks, in my opinion, is crucial when you have a large amount of tasks. Paper or note software on a PDA/Smartphone can be cumbersome. There are now many FREE digital GTD systems online that are actually quite good, generally providing some sort of dashboard that let’s you see a lot of information at once. Some will even calculate suggestions for “Next Action” items for you. I use Toodledo.com on a daily basis. In fact, I think Toodledo is so good I just upgraded to the Pro account for a mere $15/yr so that I can do things like add subtasks and see task completion metrics. There are also other free systems out there like Remember the Milk and Vitalist that are also capable. A good comparison of many of the online GTD systems is located here.
2. Tighter integration with email systems. This is a big one in my opinion. While I use Toodledo to manage all of my tasks, I still have email that I have to manage as well as a separate system. I’m always thinking “wouldn’t it be great if I could just integrate Toodledo into Gmail or Outlook”. There are some ways to integrate with Gmail but they’re more hacks than true integration. I’ve tried a product called TrogBar from Priacta and while it does integrate with Outlook, I found it to be a bit combersome and dropped it after a few months.
3. Better intelligence. There is some basic intelligence in a lot of the GTD systems available but I don’t think the apps are smart enough yet. Toodledo has a very basic Scheduler that, given the priority of tasks, will tell you what you should be doing next. But this feature seems infantile at the moment. I hope the developers will expand it in the future. TrogBar actually has a more advanced “scheduler” feature but I often didn’t understand why it would suggest certain tasks. Perhaps this is because of the complexity of attributes that GTD allows for tasks (i.e. priority, due date, start date, status, etc.). Again, I think this will evolve as well with time.

What improvements would you like to see in your GTD system?