{"id":9957,"date":"2020-06-29T21:59:00","date_gmt":"2020-06-30T01:59:00","guid":{"rendered":"https:\/\/www.shortform.com\/blog\/?p=9957"},"modified":"2020-06-28T22:12:19","modified_gmt":"2020-06-29T02:12:19","slug":"digital-planning-tools-getting-things-done","status":"publish","type":"post","link":"https:\/\/www.shortform.com\/blog\/digital-planning-tools-getting-things-done\/","title":{"rendered":"Choosing Digital Planning Tools: Tips From GTD"},"content":{"rendered":"\n<p>What are the best digital planning tools to help you stay organized? How can you make the most of digital planning tools? <\/p>\n\n\n\n<p>In today&#8217;s modern world, digital planning tools can be a lifesaver. It&#8217;s convenient to be able to organize your life in one place. But with all the digital planning tools available, it&#8217;s important to choose wisely, and make sure you pick the right tools for you.<\/p>\n\n\n\n<!--more-->\n\n\n\n<h2 class=\"wp-block-heading\">What Kind of Digital Planning Tools Do You Need?<\/h2>\n\n\n\n<p>There are many types of digital planning tools available. From a digital planner app to digital productivity planners, there are numerous tools that may or may not work for you. This guide goes over GTD principles and explains what you should keep in mind when choosing digital planning tools. <\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Stock the Right Tools<\/strong><\/h3>\n\n\n\n<p>Having the right tools readily accessible facilitates\u2014even inspires\u2014your creative thinking.&nbsp;<\/p>\n\n\n\n<p>In the paper-based physical world, you\u2019ll want to have:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Good writing tools\u2014pens, pencils, or markers\u2014at each location you\u2019re likely to take notes (such as your office, your desk at home, and your briefcase)<\/li><li>Loose-leaf paper (lined and\/or graph) or notepads, preferably with perforated pages that can be ripped out and added to your in-tray<\/li><li>A whiteboard and\/or easel pad to give you a large space to brainstorm, especially if you\u2019re working with others<\/li><li>File folders to create a physical project file as soon as you have something to put in it<\/li><\/ul>\n\n\n\n<p>For digital planning and <a href=\"https:\/\/www.shortform.com\/blog\/how-to-brainstorm-effectively\/\">brainstorming<\/a>, consider using:&nbsp;<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>Word processing software<\/li><li>Mind-mapping software<\/li><li>Outlining software<\/li><li>Presentation software<\/li><li>Spreadsheet software<\/li><li>Note-taking apps<\/li><li>Additional computer screens to give you more space to brainstorm and organize (this gives you the same freedom as a whiteboard or easel pad)<\/li><\/ul>\n\n\n\n<p>Keep two caveats in mind when you use digital tools: First, make sure you\u2019re comfortable using the software or app, so that you can focus more on your planning than the technology. Second, <strong>be as diligent about purging and updating your digital records as you are with your paper files<\/strong>; just because you have unlimited space to keep lots of documents and notes doesn\u2019t mean that you should.&nbsp;<\/p>\n\n\n\n<p>While digital devices offer ever-increasing options for planning and organizing, plus the benefit of being portable and easily accessible, you\u2019ll probably still benefit from using a combination of paper and digital tools. Paper generally makes it easier to draw and write in a less structured format, which offers valuable freedom for creative thinking.&nbsp;<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Reference<\/strong> Tools <\/h3>\n\n\n\n<p><strong>Reference materials don\u2019t require any specific action but might be useful to have on hand in the future<\/strong>\u2014whether it\u2019s menus from your favorite food delivery spot or a list of contacts for members of the committee you chair.&nbsp;Reference materials also can be both physical or digital planning tools. <\/p>\n\n\n\n<p>Reference materials can be stored physically in filing drawers and cabinets or digitally in computer files. If you have emails that you want to keep for reference, you can print them out for your physical <a href=\"https:\/\/www.shortform.com\/blog\/best-filing-system-getting-things-done\/\">filing system<\/a> or create folders in your email server so they don\u2019t clog up your inbox. For other digital documents, experiment with different methods of organizing (e.g. digital folders, the cloud, or organizing apps and software) to find what works best for you.&nbsp;You can utilize both a digital productivity planner and physical files if that works for you. <\/p>\n\n\n\n<p>There are two types of reference systems:&nbsp;<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li>Subject-specific, which means you\u2019ll have one folder or one filing cabinet dedicated to one type of document (e.g. past contracts you may need for future reference).&nbsp;<\/li><li>General reference, which is the catch-all for anything that doesn\u2019t fall into a specific category. <strong>It\u2019s critical that you have an easily accessible, well-organized general reference file <\/strong>so that those random notes and documents don\u2019t end up in a pile that overwhelms you\u2014undermining the whole system\u2014or you inadvertently bury actionable items.&nbsp;<\/li><\/ol>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Reference Materials&nbsp;<\/strong><\/h3>\n\n\n\n<p>Let&#8217;s talk more about your reference pile. The way you organize your reference pile will affect what kind of digital planning app you pick. Your general-reference file holds information that is critically important and vastly diverse. <strong>In order for your general-reference information to be useful, your organization must be simple and easily navigable.<\/strong>&nbsp;Many digital productivity planner tools are just that. But some are not. <\/p>\n\n\n\n<p>Follow these guidelines to effectively organize general-reference materials:<\/p>\n\n\n\n<ol class=\"wp-block-list\"><li>Base it on how accessible you need certain information to be. Make information you need frequently easily accessible, perhaps on your cell phone, while documents you only need at work can be filed in your office.&nbsp;<\/li><li>Do what works for you. <strong>Try different systems <\/strong>(paper-based or digital) <strong>and customize them to your needs. <\/strong>You won\u2019t know what works until you start using a system.&nbsp;<\/li><\/ol>\n\n\n\n<p>There are multiple locations where you can keep your general-reference material, based on the content. You can use digital planning tools, physical files, or a combination of both. <\/p>\n\n\n\n<ul class=\"wp-block-list\"><li><strong>General-reference filing holds a broad range of material, so keep this culled, organized, and current so you can find what you need when you need it.<\/strong> You can have a paper-based file folder (or filing drawer or cabinet, for big projects) or a digital storage system. The nature of many projects will require you to have both paper-based and digital filing because you\u2019ll get materials in both forms.&nbsp;&nbsp;<\/li><li><strong>Large-category filing <\/strong>may be necessary for large projects that encompass dozens of folders or huge documents. You can use an entire filing drawer, filing cabinet, or digital database to hold this material. Alphabetize this material or organize it in some other easily searchable way because of the large volume.&nbsp;<\/li><li><strong>Contact managers <\/strong>store people\u2019s contact information as well as other notes like birthdays, hobbies, anniversaries, and names of family members. In a professional context, you might also have a hiring date, goals, and performance-review dates associated with each person. Depending on your preference, you can keep this information in a paper-based file or contact book or in a digital contact manager. Keep any reminders and actions associated with the person out of the contact manager and on your Next Actions or other appropriate lists.&nbsp;<\/li><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Dedicate Space<\/strong> for Digital Planning Tools<\/h2>\n\n\n\n<p>Even if you use mainly digital planning tools, designate a physical location in your home where you can manage your workflow and keep your in-trays and files. Even if your system is mostly digital, it\u2019s almost inevitable that you\u2019ll have some papers to deal with, so you need a place to store and process them.&nbsp;<\/p>\n\n\n\n<p>Your workspace should have:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>A writing surface<\/li><li>An in-tray<\/li><li>Space for a computer or other necessary digital devices<\/li><\/ul>\n\n\n\n<p>You may also want:<\/p>\n\n\n\n<ul class=\"wp-block-list\"><li>A printer<\/li><li>File drawers<\/li><li>Stacking trays<\/li><li>Reference shelves<\/li><li>A whiteboard<\/li><\/ul>\n\n\n\n<p><strong>If you work at an office, create an almost identical setup at work so that you can manage your system wherever you are when things come up.<\/strong> If you share a workspace at home or at work, carve out your own space in order to keep your system organized and effective.&nbsp;Make sure you have easy access to your digital planner app. <\/p>\n\n\n\n<p>If you travel a lot or work remotely, you may also want a portable office with a briefcase, satchel, or backpack as well as necessary folders and workstation supplies (we\u2019ll get into those in the next section); don\u2019t lose valuable opportunities to be productive when you\u2019re in transit and unprepared. <\/p>\n\n\n\n<p>Hopefully, this overview gave you a lot to think about when you&#8217;re deciding which digital planning tools to use. Choose wisely, and make sure you&#8217;re getting the most out of the digital planning tools you use. <\/p>\n","protected":false},"excerpt":{"rendered":"<p>What are the best digital planning tools to help you stay organized? How can you make the most of digital planning tools? In today&#8217;s modern world, digital planning tools can be a lifesaver. It&#8217;s convenient to be able to organize your life in one place. But with all the digital planning tools available, it&#8217;s important to choose wisely, and make sure you pick the right tools for you.<\/p>\n","protected":false},"author":5,"featured_media":10019,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[14,30],"tags":[90],"class_list":["post-9957","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-management","category-work","tag-getting-things-done","","tg-column-two"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v24.3 (Yoast SEO v24.3) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Choosing Digital Planning Tools: Tips From GTD - Shortform Books<\/title>\n<meta name=\"description\" content=\"How do you choose your digital planning tools? The GTD program can reframe your organizational system and help you choose the best tools for you.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.shortform.com\/blog\/digital-planning-tools-getting-things-done\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Choosing Digital Planning Tools: Tips From GTD\" \/>\n<meta property=\"og:description\" content=\"How do you choose your digital planning tools? The GTD program can reframe your organizational system and help you choose the best tools for you.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.shortform.com\/blog\/digital-planning-tools-getting-things-done\/\" \/>\n<meta property=\"og:site_name\" content=\"Shortform Books\" \/>\n<meta property=\"article:published_time\" content=\"2020-06-30T01:59:00+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2020-06-29T02:12:19+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/s3.amazonaws.com\/wordpress.shortform.com\/blog\/wp-content\/uploads\/2020\/06\/digital-planning-tools-getting-things-done-scaled.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"2560\" \/>\n\t<meta property=\"og:image:height\" content=\"1707\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Carrie Cabral\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Carrie Cabral\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"6 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/www.shortform.com\/blog\/digital-planning-tools-getting-things-done\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/digital-planning-tools-getting-things-done\/\"},\"author\":{\"name\":\"Carrie Cabral\",\"@id\":\"https:\/\/www.shortform.com\/blog\/#\/schema\/person\/2ababb7c63a94ff5d2190f71dc417d56\"},\"headline\":\"Choosing Digital Planning Tools: Tips From GTD\",\"datePublished\":\"2020-06-30T01:59:00+00:00\",\"dateModified\":\"2020-06-29T02:12:19+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/digital-planning-tools-getting-things-done\/\"},\"wordCount\":1299,\"commentCount\":0,\"publisher\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/#organization\"},\"image\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/digital-planning-tools-getting-things-done\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.shortform.com\/blog\/wp-content\/uploads\/2020\/06\/digital-planning-tools-getting-things-done-scaled.jpg\",\"keywords\":[\"Getting Things Done\"],\"articleSection\":[\"Management\",\"Work\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\/\/www.shortform.com\/blog\/digital-planning-tools-getting-things-done\/#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.shortform.com\/blog\/digital-planning-tools-getting-things-done\/\",\"url\":\"https:\/\/www.shortform.com\/blog\/digital-planning-tools-getting-things-done\/\",\"name\":\"Choosing Digital Planning Tools: Tips From GTD - Shortform Books\",\"isPartOf\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/digital-planning-tools-getting-things-done\/#primaryimage\"},\"image\":{\"@id\":\"https:\/\/www.shortform.com\/blog\/digital-planning-tools-getting-things-done\/#primaryimage\"},\"thumbnailUrl\":\"https:\/\/www.shortform.com\/blog\/wp-content\/uploads\/2020\/06\/digital-planning-tools-getting-things-done-scaled.jpg\",\"datePublished\":\"2020-06-30T01:59:00+00:00\",\"dateModified\":\"2020-06-29T02:12:19+00:00\",\"description\":\"How do you choose your digital planning tools? 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