Make it Manageable

Keep it Simple - Task Lists and GTD

Simplicity is useful in many places. Your task list management and GTD system are just two of those places. 

When you start to get insanely complicated with task lists and your general GTD system, you’re going to start going numb to the system. When it takes five minutes of tagging, list sorting and brainstorming to jot down a single task in your task list application of choice, you’re going to eventually start to skip the list. When it takes 10 minutes to work out what folder/pile/paper tray a particular thing should go in before you’ve even begun to process it, you’re going to eventually start to skip the process altogether. Here are some quick and easy ways to simplify your task list/GTD system:

• Limit your task entries: Even if you think you’ve been simple before in writing your tasks down (writing down actions only, simple wording, etc) you’ve probably still added complexity to the system. Keep an entry down to the task and a due date. You don’t need much more.
• Abolish tags: Lots of people will use tags for contexts, adding an “errand” tag to something that really belongs on a separate context list. Tags are fiddly and horrible, avoid them if you can.
• Abolish “The Single List”: Rather than keeping a single list you have to search or scan to find certain context-related items, keep several, context-specific lists which are easy to select and peruse. An “@Work” list for tasks that must be done in the office, an “@Home” list for tasks that you need to be at home for, etcetera. 
• Move to Paper: This has been one of the best choices I’ve ever made, because it makes list-keeping tedious. In addition to the added flexibility that only pen and paper can provide, you’re actually restricting your likelihood of tinkering with your list. In the same way complexity will make you numb to your lists, increasing the effort required to tinker with a list will make you numb to tinkering with your lists.
• Max your trays out at three: When you’re processing your stuff, try and limit your trays/stacks for physical stuff to three categories. In (to which nothing shall return) read/review and out. The more stacks you have, the more complex the process becomes. The more complex the process becomes, the easier it will be for you to go numb to the process. 

Give simplicity a go. Try to simplify your GTD system. You’ll reduce friction, get more done, and enjoy life more.