ā€œI love deadlines. I like the whooshing sound they make as they fly by.ā€ ā€“ Douglas Adams

GTD Journey: Back to Microsoft To Do with 2 accounts

I changed my task list manager again! šŸ˜†

I know I promised I would wait a year before rethinking my use of Nirvana butā€¦ 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:

Now, the setup!

I follow the GTD Methodology Official Guide and my system didnā€™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:

Groups of Lists:


* N E X T A C T I O N SšŸ“Œ: each list is a different context, classic GTD

Using hashtags to identify Projects

Iā€™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:

Final thoughtsā€¦

Iā€™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 wasnā€™t as engaging for me to act on them. It seems now that capturing and processing is faster.

Iā€™m exploring the integrations available between Teams/Outlook/MS To Do to start using them to my advantage, including the ā€œFlagged emailā€ list.

Also, I really like ā€œMy Dayā€!

So, Iā€™ll renew my promise: I will stick with this system for at least a year, unless it becomes unbearable. šŸ™‹ā€ā™€ļø

#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.