Get Stuff Done with Gmail and Google Calendar

GSD or Get Stuff Done is an attempt to organize information. Merlin Mann over at 43 folders is a great resource to start thinking about GSD.

What is GSD?

Well in my opinion GSD is about taking everything you know in your head/computer and organising it in one location that is readily accessible.

Why use GSD?

For me its simply more productive. GSD enables you to see what needs to be done in plain English. The use of one system enables you to review what you have done and manage time more efficiently.

To put GSD into reality. This is how GSD is structured for me at the moment.

How I use GSD?

Going back a bit. I use a Mac and also a PC, this is where it gets tricky. I used to just use Outlook for everything e.g. tasks/emails. The main problem was that I was constantly flicking between Mac and PC to work out what to do. I then used RememberTheMilk but this wasn't effective as it doesn't migrate onto any platform but its own. In laymans terms its like having cereal and no milk.

I then went over to Mac Mail as there is a specific program called MailTags this was ok but still when on Windows I couldn't see what needed to be done. I then thought I would create folders in email to manage tasks rather than use a specific program.

Today I'm using Gmail. Its quick its accessible from virtually anywhere with my Mobile so its a highly productive tool.

As shown above with the account structure here is a brief overview of each area:

@Database - contains everything I find useful or feel I need to keep.
@Home - is all things at home I need to do e.g. clean, watch a certain TV program or phone somebody.
@Task - is everything that I need to do day-to-day
@Waitingfor - is everything I am waiting for other people to do.

I then go down even further in a few e.g. @Task to include @Phone, @Computer etc. This is because I know I'm most productive on the phone in the morning so I deal with calls first and I'm better at sending emails after lunch. To start with I found it best to use standard headings e.g. @Database, @Home before going one hierarchy down this then helps you get used to the system.

How you could set up GMAIL:

1. First create some labels as shown below (Settings)..(Labels):

2. Set up some filters so that emails come through automatically to the set locations.

In filters use an email address for each section e.g. gareth+database@gpjones.co.uk, gareth+home@gpjones.co.uk etc then map each one to a specific label.

3. Then in Contacts add a new contact for each e.g. Task (gareth+task@gpjones.co.uk).

How you can use GMAIL & Google Calendar:

Tasks

Firstly use a Subject as a task e.g. Phone David Today and send to Task (no email required as they should already be in your address book). Once a task is completed delete it! GSD operates on efficientcy.

Emails

Try to keep your inbox empty e.g. not with hundreds of emails. If I receive an email that I'm waiting for it gets moved into @Waitingfor. Or if its someone asking me to do something I send an email to gareth+task@gpjones.co.uk with the email below it. Then I can delete the message from my inbox.

I use @Database for everything I find interesting. I use GoogleToolBar so when I find something interesting. I either right click on the link or text and send it to gmail address for Database (gareth+database@gpjones.co.uk).

One thing to be aware of is that if you delete from sent messages the tasks will dissapear!
Google gives masses of storage so this shouldn't be a problem.

Calendar

If anything is specific to a time or date I tend to record it in my (Google) Calendar. I have a few calendars in here. Birthdays I set up all day events for Birthdays of friends and family and also have a reminder email a week or a couple of days before depending on whether I send a card or a present. Football contains all Man Utd games and Football games I play in. Health is so I can record any problems with my health. Work is for all things I do with most of my time.