Cool GTD Applications - The Ultimate Resource List
Filed Under: Goals, Personal Development, Productivity, Sales, Success, Technology
Getting Things Done
Getting Things Done by David Allen details a fantastic system for getting organized, reducing stress and improving your productivity in a world full of To-Do lists that are too long. Another place to find great help daily is over at Zenhabits.net. I like his version: “Zen to Done” for its simplicity. For electronic tools, there are many to choose from. In this post I will provide links to some of the cool online applications available to help you keep track of your Most Important Tasks as well as Contexts, Projects, and more.
Paper Tools
Among the tools needed are a good filing system and good system for collecting, processing, and keeping track of your tasks. For many the best GTD system includes both paper and electronic tools. A simple notebook or, if you prefer, a fancy Moleskin is all you need for collection of your thoughts and tasks. For free printable PDF’s for paper calendars, to-do lists and much more check out D.I.Y. Planner, SVG Planner (for index cards), and 43 Folder’s Hipster PDA Wiki. And for the coolest paper based system, take a look at Pocket Mod.
Electronic GTD Applications - Online and Software Downloads
All the applications listed here are free unless otherwise noted. On all of these I give my opinion. If I don’t like one, that doesn’t mean you won’t love it. So explore. They are all good.
Simple To-Do Lists
My To-Do’s - Features - sharing, RSS feeds from friends, chat. Nice looking notebook style. Includes calendar planner, projects, and priority levels for to-dos.
TODOIST - Features: calendar, projects, keyboard shortcuts, gmail integrations, mobile access, quicksilver, iGoogle plugins, more. Wasn’t the one for me, but it is nicely done.
Joe’s Goals - for simple tracking of your gosls and daily notes. Good for your daily and recurring to-do’s.
Ta-Da List - by the BackPack folks (BaseCamp ). I like this one because it is very simple, nice format, easy to use.
Mojo Note - Simple design. similar to Ta-Da List except it has more features such as sharing, linking, date/time due. Free up to 99 notes, lists, reminders. For $5/month you get: – 100 Lists– 100 Notes– 100 Active reminders– Email tech support– Ad-free experience. Lists have check boxes, but tasks don’t which seems weird to me. I like Ta-Da List better.
iPrioritize - Simple minimalist to do lists. Easy to use. RSS, printing, mobile acccess, and sharing make this attractive. It’s a little slow and you have to enter your curser to make each new entry which is a pain. Can’t see all lists on one page like you can with BackPack (see below). For some people this is a feature they like so that they can’t worry about more than one list at a time. Still worth checking out.
Jotlet - todo list and calendar together. Very nice and simple. Can view by list, day, week or month. Reminders available.
Complete GTD Systems
Simple GTD - I like this one a lot because it is simple and at the same time it is flexible.
Thinking Rock - I’ve heard great reviews of this one. I’ve watched the demo’s and it looks very comprehensive. If that is what you are looking for, you should take a look.
Nozbe - Free: limited contexts, projects and file storage. Upgrades cost $2.95/month and up. I haven’t used this much. Backpackit is similar and I like it better. If you want something very complete, you might like this. I tend to like simpler applications.
BackPack - This is one I keep coming back to because it didn’t take a lot of time to figure it out. I can have lists with different names (projects). It has lists, notes, reminders, and “Writeboards” (which can be accessed by multiple users). Calendar feature is a paid upgrade feature, which I don’t need. It has sharing. And you can have multiple pages (5 pages for free), each page with multiple lists, notes, writeboards (2 with free account) etc.
Foldera - “Foldera is a free and intuitive filing system of web-based folders that automatically organizes your work WHILE you work.” In Beta, aimed at teams. Has folders, file sharing, IM, task manager, email, calendar and more.
Stikkit - “little yellow notes that think” talk to the productivity applications you already use, as well as to friends, coworkers and family, giving you a universal remote for your life.” Not for me because it was a little too much work.
EverNote - more than just GTD, it aims to have all your info easily at your fingertips including files, images, webclips (RSS), email, documents, sketches, to-do. You need to download this application. Seems like a computer within your computer and the benefit is that you can sync with other computers to “carry” all your “notes” on everything with you. Neat idea. I personally don’t need it, but it looks very cool.
Tasks - this is by Alex King. It is $29.95. The cool thing about this online application is that it can sync with your PDA to bring it with you. And it has a free 21 day trial to see if you like it.
Tasks Jr - free earlier version of Tasks. Here’s the feature comparison chart to see which one is best for you.
GMail GTD - this is a Firefox extension that turns your Gmail into a GTD application. I haven’t used it but I’ve read that people like it. If you love Gmail, this might be the thing for you.
Tracks - nice complete package, uses colors for organizing projects etc. It was more than I needed.
Free Mind - this is a mind mapping software that is free and opensource. It can be used for many things including as a task management system. I haven’t used it this way, but I’ve seen it done. It is worth having for any creative projects you need to think through.
GTD TiddlyWiki Plus - this one looks very cool, but I haven’t had time to really experiment with it too much. You save it on your own computer - client side application.
D3 - another wiki based system. I think this is for real techies. Correct me if I’m wrong. It looks way cool, but more complicated than I have time for.
TiddlySpot - using this “plain” wiki it is a neat tool for having an online journal that is only on your computer, not on the web. But you use this tool in a browser. Of course the uses for this is truly infinite. (This is the plain version of D3 and others that you can choose.)
Neptune - free for 15 day trial. After that it is $10 per year. I’ve checked it out. It’s nice. Not as fast as others. Simple GTD is just as good. But again, you never, know. You might love it.
TaskToy - I like this one too. Can view by Today, Week, or All. It has preset “locations” which are like contexts (home, office, shopping) which doesn’t seem like you can modify. And it has up to 40 projects to which you can color code and assign priority of Low, Med, or High.
ToodleDo - This one is very cool. Here are some features: To-Do List, Sharing,Calendar, Scheduler,Goals,Statistics,Learning,Search, Contexts, Import / Export,Connections,Booklet Printer. Some are free (i.e. to-do list & more), some are partially free (you can track life goals, but stats with tasks linked to goals is a paid upgrade) and some are only with the upgrade (such as scheduler). You can sync with Google calendar. You should check out this one for sure!
Winners - Ones That I Like Best
The ones I use most are: Ta-Da List - Joe’s Goals -BackPack - Tudumo (see review)
The ones I plan to learn more about: ToodleDo - TiddlySpot -
UPDATE: Additional Applications Suggested by Commenters
Jello Dashboard: for use with Outlook
Tudumo I checked this out. Very nice! Free software download.
IGTD for use with Macs
the upcoming OmniFocus
todo.txt: “For Mac and Linux there is the uber-geeky”
Accomplice
http://shrib.com “no-frills, no-gimmicks scratch paper for the ubiquitous little notes I want to take anywhere and retrieve anywhere else.”
Remember The Milk “offers great list management, smart lists, RSS, and Google Calendar/iCal integration. Plus you can email or IM new tasks.”
iCommit
MyLifeOrganized
Ghost Action “free Mac app, simple, syncs with iCal”
www.vitalist.com
Nexty - “a simple web based GTD tool”
www.paystage.net
Hiveminder
http://www.centraldesktop.com “GTD for business. Tasks lists, online docs and spreadsheets.”
http://kinkless.com/kgtd
pyGTD seems to be a more techie system.
Greendoc. “Which is a online text processing tool.”
MonkeyGTD “because is a really nice application that permit organize my “next action” paradigm very easy and it’s an online and offline application.”
Gubb. “To mantain lists, like: wish list, films to watch, books to read, list of the purchase,etc. I use ”
Lastly, you can search for folks using Excel templates for GTD.
UPDATE: April 2008 - More GTD applications
http://www.fruitfultime.com - Currently free. Looks very nice.
http://www.gtdagenda.com - online application. Very nice look and layout. Has free, basic, and premium versions. This is definitely worth a look!
Additional Resources
If you’d like to see more productivity software including ones you can purchase, you can check out this GTD Software List from Listible.
Check out The Ultimate Getting Things Done Index for RSS feed of many top notch GTD websites all on one page.
Please Share Your System!
Please share your Getting Things Done System: ideas, testimonials, and experiences. All comments big and small are very welcomed!
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53 Comment(s)
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Devilsh | Jun 5, 2007 | Reply
You forgot an important and excellent GTD implemtation for outlook; Jello Dashboard!
I’ve tried most of these listed and Jello is the only one I found that works for me…
Richard | Jun 5, 2007 | Reply
Well, I’m writing a Windows GTD app and I’d love you to take a look! Right now, the most important thing for me is feedback, so your thoughts would be appreciated.
http://www.tudumo.com or blog at http://blog.tudumo.com
agentsully | Jun 5, 2007 | Reply
Devilsh- thank you for sharing that with us! Hope to see you again soon!
Olly | Jun 5, 2007 | Reply
You forgot the excellent iGTD.
Ed Singleton | Jun 5, 2007 | Reply
For the Mac there’s iGTD and the upcoming OmniFocus.
For Mac and Linux there is the uber-geeky todo.txt
gtdfrk | Jun 5, 2007 | Reply
My GTD system has changed quite a bit since I started “doing” GTD almost 9 months ago. I started on paper, then moved to a hybrid system using my own Excel GTD system and a couple of PocketMods. For now I have settled on a Windows Mobile PDA with Iliumsoft ListPro as my single, portable GTD system. This is actually going back to the basics of GTD, which is keeping everything out of your head and use a fast, fun and flexible list manager to organize and remind yourself of next actions.
BTW, thanks for mentioning my GTD Index. I will add GTD apps that you mentioned here that are not currently listed on my GTD Index page.
Stephen | Jun 5, 2007 | Reply
What a great list, but I would add Accomplice and point your readers to my system at the Weekly Review page.
Thanks!
luzi | Jun 5, 2007 | Reply
Thanks for that great post!
One thing I was always missing in those apps was a no-frills, no-gimmicks scratch paper for the ubiquitous little notes I want to take anywhere and retrieve anywhere else.
that’s why i put up http://shrib.com.
be welcome to check it out!
L.
Rich | Jun 5, 2007 | Reply
Two more for your list:
1) for to do lists.
2) for a complete GTD application.
Both are free.
-Rich
roy | Jun 5, 2007 | Reply
My GTD software is MyLife Organized. It was well worth the price with some neat bells and whistles.
Peter Leeman | Jun 5, 2007 | Reply
Must check out as the ultimate and complete GTD system for Mac OS X. I have found it to have the best sync out there. It also includes an excellent Quicksilver module to boot!
Suzanne | Jun 5, 2007 | Reply
I’ve been using the Mac app Ghost Action for about 5 months. It’s free, and it’s a very simple application. Jacob, the always-responsive developer, works hard to keep it streamlined and not let it stray from basic GTD principles. It syncs automatically with iCal.
AgentSully | Jun 5, 2007 | Reply
Wow! Thank you everyone for sharing your GTD tools of choice!
These other tools look really cool! I’m going to check them all out today.
At the end of the day, I will update this post with all the additional tools that people mention here in the comments.
Thank you and please continue to add!
PS: I’ve used Remember the Milk so it’s ironic I forgot it. Sorry about that. It’s a good one and I will add it to the update.
Adam Teece | Jun 5, 2007 | Reply
Not sure if you have tried iGTD, but it looks quite promising.
Geoff | Jun 5, 2007 | Reply
Don’t forget Vitalist! Probably the best and most complete GTD system out there!
http://www.vitalist.com
JR | Jun 5, 2007 | Reply
Don’t forget about Vitalist.
Rami | Jun 5, 2007 | Reply
You missed http://WorkHack.com
Emily | Jun 5, 2007 | Reply
Vitalist is amazing for GTD and includes mobile, RSS, contexts, prioritization, reminders, iCal, and more. Totally free too! I’ve been using it for months and wouldn’t touch anything else at this point.
Binny V A | Jun 5, 2007 | Reply
Try Nexty - a simple web based GTD tool
Scott Brenner | Jun 5, 2007 | Reply
How about Remember the Milk? It offers great list management, smart lists, RSS, and Google Calendar/iCal integration. Plus you can email or IM new tasks.
In my book it should be a contender for winning.
Josh | Jun 5, 2007 | Reply
I quite like http://www.paystage.net also….
Matt | Jun 5, 2007 | Reply
Don’t forget Hiveminder! People always forget Hiveminder but I’ve found it much more useful than Vitalist and RTM.
claude larochelle | Jun 5, 2007 | Reply
I’ve tried many gtd applications and I always come back to my faithful Excel spreadsheet that I keep tweaking to my heart’s content.
In my file, I have these separate sheets (with bottom, colored tags): stuff-in, immediate actions asap, recurring tasks, calendar, tickler /someday maybe, delegate & wait for, reference, goals.
For each sheet, I have the columns I deem useful:
-immediate actions: date, priority, action, detail, context, duration ,effort
- recurring tasks: recurrence, days to, next date, last date, priority, action, detail ,context, duration , effort.
-etc.
“I” choose my fonts, colors, date formats, sorts, macros …
Whenever I want, I print any sheet condensed on a single sheet of paper.
Hard to beat!!!
David Hollingworth | Jun 5, 2007 | Reply
Some much choice!
My favourite is My Life Organized from http://www.mylifeorganized.net. It has everything I need for a full GTD implementation, masses of features and hugely flexible. If you haven’t tried it yet then I recommend you give it a shot.
AgentSully | Jun 5, 2007 | Reply
Thank you everyone for your helpful comments. Please keep them coming.
I will be updating this post shortly with all your suggestions!
@Claude - I love to use Excel for all kinds of tracking projects too because it is so easy to customize. Never tried it for GTD yet thought. Your system sounds great!
Mark | Jun 5, 2007 | Reply
http://www.centraldesktop.com
GTD for business. Tasks lists, online docs and spreadsheets.
Bill | Jun 6, 2007 | Reply
You left out Kinkless:
http://kinkless.com/kgtd
Danil Negrienko | Jun 6, 2007 | Reply
In reviews in my blog I see of advantages and disadvantsges of GTD systems
bc | Jun 6, 2007 | Reply
Great list — but calling some of the software you list “complete GTD systems” seems a stretch. They have the potential to be a system.
Now, if you want something which integrates with Outlook, allows you to create Contexts and organize those into Projects, uses Next Actions, Resources, and Review items, and has an active and growing user community, try Jello.Dashboard.
That is a complete GTD system.
shankar ram | Jun 7, 2007 | Reply
After trying out most of the GTD apps available, I’m(currently!) in favour of pyGTD.
GTD Nirvana with plain text files! Not mentioned here!?
Valentin | Jun 7, 2007 | Reply
Another paper tool: Greendoc. Which is a online text processing tool.
agentsully | Jun 7, 2007 | Reply
Thanks everyone for the comments. I’ve taken a brief look at all of these suggested applications. I intended to update this post sooner with everyone’s suggestions. It is in process! In the meantime, if anyone has more suggestions, let’s hear ‘em!
Oriol | Jun 8, 2007 | Reply
I’m using MonkeyGTD because is a really nice application that permit organize my ‘next action’ paradigm very easy and it’s an online and offline application. This is great because always I can access to my information.
To mantain lists, like: wish list, films to watch, books to read, list of the purchase,etc. I use Gubb.
agentsully | Jun 9, 2007 | Reply
Thanks Oriol!
byron | Jun 13, 2007 | Reply
Hi, AgentSully!
I’m a big fan of GTD and your list is great. There’s so much stuff out there. I wanted to add SugarDo.com (yet another todo list) to the list for your consideration. It’s a project I’ve been working on. I want to harden it a bit and release the code to Open Source eventually if folks like it.
Best regards,
Byron
Luca | Jun 15, 2007 | Reply
For those Blackberry users out there, I have been thrilled with:
ToDoMatrix - for all projects and next actions
IdeaMatrix - for all note taking
Both gave Google-like text searching to put your hands on any information quickly. There is automatic backup to a web server, so in case you lose your PDA, you don’t lose your valuable data. I can’t recommend it more highly.
http://www.rexwireless.com
agentsully | Jun 24, 2007 | Reply
Hi Byron - SugarDo looks nice!
Luca - thanks for adding that info.
Jeff | Aug 10, 2007 | Reply
Another very promising GTD app for the mac: Things from Cultured Code. Even has teamwork functionality!
km | Oct 31, 2007 | Reply
great list of GTD application. Worth to bookmark for future references
suicidalsam | Nov 20, 2007 | Reply
Vitalist has to be the my favorite GDT tool. plus it is free to use.
Mike | Jan 13, 2008 | Reply
thanks for the list. I like Vitalist but will definitely give a few of these a try.
Leo | Jan 19, 2008 | Reply
Try 5pm - a great tasks organizer. The interface is the best I’ve found so far. Very "glance-able" - everything on one screen, with all the features within a click.
Windows Desktop Todo List | Feb 29, 2008 | Reply
I would like to recommend FruitfulTime TaskManager.
bhutan web host | Mar 17, 2008 | Reply
Nice list you put up here.
Me, I like the Gmail Firefox extension!
Kinda cool.
Kevin Crenshaw | Mar 23, 2008 | Reply
Priacta now has an exhaustive, interactive GTD software comparison list online:
Interactive GTD Software Comparison Table
You can filter by operating system or platform, see what syncs with what, sort by price or last release date or advanced features, etc. Includes video links, and you can recommend new titles on the site.
Kevin Crenshaw | Mar 23, 2008 | Reply
Oh, and one GTD software title you might want to add here:
Trog Bar auto-prioritizing task/email sidebar for Outlook
david | Apr 2, 2008 | Reply
This review is almost a year old but just wanted to thank you for mentioning our site myTodos. Even though we didn’t make your favorites list we certainly appreciate the exposure. We hope to earn that spot someday as well as a full GTD classification. Thank you so much.
agentsully | Apr 3, 2008 | Reply
@David - I should probably do an update of this post or a new one. I looked at myTodos again today. It really is a super awesome application. And I love the notebook feel to it! Nice work!
DanGTD | Apr 16, 2008 | Reply
For implementing GTD you can use http://www.gtdagenda.com
You can use it to manage your goals, projects and tasks, set next actions and contexts, use checklists, schedules and a calendar.
agentsully | Apr 25, 2008 | Reply
@DanGTD - thanks for sharing your link. I added it above. It’s a very nice application you developed!
Kate Hudson | Apr 26, 2008 | Reply
I use http://goalorganiser.com an application I created based on the gtd system but more tailored to the way I think about things. I prefer it to other gtd apps because it automatically prioritises next actions for me so I don’t neglect any of my goals.
agentsully | Apr 27, 2008 | Reply
@Kate - thanks for sharing the link to this application. Looks nice.
Todd V | May 13, 2008 | Reply
There is also Ready-Set-Do! — a comprehensive file system approach to getting things done on the mac.
Ready-Set-Do! Creator