GTD using Outlook and SharePoint

Office 365 / SharePoint Blog

For those who don’t know, GTD is following David Allen’s model for “Getting Things Done.” I have been using his systems for years with varying degrees of success. When I capture everything the GTD way, it makes it easier to figure out where you should spend your time.

Being on Gmail for so long at work I had gotten away from the habit of GTD. I know there are a number of online services and apps out there to manage tasks, but none of them quite got me so far as using Outlook to manage my tasks, because I could move things from emails to tasks, to calendar, etc. One complete system.

When I was due to come back to PC, I must say I sighed a quiet sigh of relief, and I looked forward to getting it. Since I used to use SharePoint for task management at my previous work, I decided to incorporate my task list on my Admin site with my Outlook.

Only thing was, I wanted to have my GTD categories in both systems. How to do that when SharePoint’s custom fields don’t cross over? Modify a field that does.

The two fields that appeared to come over were “Custom Priority” and “Custom Status”. Because SP’s status field is tied into other functions, I couldn’t use it, but Priority was wide open, so I replaced the choices within the Priority list with my GTD categories of Project, Task, Next Actions, etc. It syncs beautifully, and on both systems I can set up a view that groups them by GTD categories. Score!

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