The first major difference that struck me is the prioritized backlog that is central to agile vs. the list of next actions split by context that is key to GTD. In trying to follow the non-prioritization ethos of GTD, I always have this feeling in the back of my mind that perhaps I’m working on the wrong thing at a given time. My work around has been using due dates and flags within Omnifocus. Specifically, due dates are for items that have some consequence if I fail to deliver on that date and flags are action items I’d like to complete that day.

Here are some initial thoughts of how to apply concepts from both GTD and Agile within the framework of the GTD weekly review in order to achieve some level of prioritization.

1. Start with your list of projects and stack rank them in order of priority.
2. Make sure every project has a clear next action defined along with a context.
3. When you are ready to work, considering your context, check your calendar, check items with a due date and then grab the top most item from stack.

I believe Omnifocus respects the ordering of your projects, so now, when you look at a particular context it should display the next most important item at the top.

The main difference between this method and what I currently do is the ordering of the projects within Omnifocus. One challenge with this method is that grouping projects by folder (in Omnifocus) may no longer be feasible. In that case, I would have one folder to archive all projects I’m not going to work on during the next week and the rest of the projects would be stack ranked outside of that folder. Perhaps using a tagging method could help organize the projects without of folders. I’m not sure yet how this would effect planning at the project level since I like to be able to drill down to a particular project’s folder and work with the sub-projects within.

Are you using Agile or GTD in your own personal productivity system? Do you combine personal with business? Have you merged ideas to create your own custom solution?

Collect Loose Papers and Materials
Gather all accumulated business cards, receipts, and miscellaneous paper-based materials into your in-basket.

• Physical Inbox
• Wallet
• Backpack/Briefcase
• Various Moleskine Journals
• Postal Mail

Get “IN” to zero
Process completely all outstanding paper materials, journal and meeting notes, voicemails, dictation, and emails.

• Process Physical Inbox
• Process OmniFocus Inbox
• Process Email
• Process Missed Calls, Text Messages and/or Voice Mail
• Process Voice Recordings
• Process Data from Note Applications
• Process Imported Photos
• Process Computer Desktop and Downloads Folder
• Process External Project Management Software
• Process Journal
• Process Time Log
• Process Book Annotations

Empty Your Head
Put in writing and process any uncaptured new projects, action items, waiting-for’s, someday-maybe’s, etc.

• Add them to the OmniFocus Inbox and don’t worry about processing them yet.

Review Previous and Upcoming Calendar Data

• Review past calendar in detail for remaining action items, reference data, etc., and transfer into the active system.
• Review upcoming calendar events – long and short term. Capture actions triggered.

Review Lists

• Evaluate status of projects, goals and outcomes, one by one, ensuring at least one current action item on each.
• Make sure each next action is really a next action and write it as if I were delegating it to someone.
• Browse through project plans, support material & any other work-in-progress material to trigger new actions, completions, waiting-for’s, etc.
• Review for any projects which may now have become active, and transfer to “Projects.” Delete items no longer
• Assign time to any critical projects on the Calendar

Review Any Relevant Checklists
Use as a trigger for any new actions.

Be Creative & Courageous
Any new, wonderful, hare-brained, creative, thought-provoking, risk-taking ideas to add into your system???

What does your checklist look like?

Rules

• Master the fundamentals
• Be action oriented
• Think with critical and rational thinking
• Be reality based
• Listen, embrace silence

Methods

• Operate through love
• Stay within the flow
• Planning
  • Where am I?
  • Where do I need to be?
  • Where do I want to be?
  • What are the actions to get from A to B
• Execute consistently
• Strive for a balanced Framework

Framework

• Health
• Finances
• Business
• Family + Friends (Relationships)
• Fun
• Personal Development
• Philosophy of Life / Spirituality
• Emotions / Feelings
• Self Discipline

Systems

First, a high level brainstorm of what systems and/or elements are actually needed.

• Email
• Voice
• IM
• Calendar
• Contacts
• Lists
• Files ( physical & digital )
• Accounting ( time & money & assets )
• CRM
• Marketing Automation
• Website
• External Project Management ( support tickets & milestones & deliverables )
• Legal
• Backup & Storage
• Internet Connectivity

Procedures

This is the method by which the systems will be executed.

• Checklists & Routines

Tools – Hardware

I think it’s first best to define your specific needs, then buy the tools that match. But in many cases, especially in a down economy, you need to get by with what you have. So an inventory of current hardware is useful in determining the best configuration to implement your systems. Following is my own inventory.

• iPod Touch
• Samsung Omnia i900 – Windows Mobile
• Dell Precision Workstation – Vista Ultimate
• Acer Desktop – Vista Home Premium
• Dell Ultraportable – Ubuntu 9.04
• MacBook Pro – OS X
• WD Extrnal Hard Drives
• 2 OfficeJet Printers ( with scanner + fax [why do people still have to fax?!? /minirant] )
• 1 Laser Printer

Tools – Sofware

Same idea as with the hardware, it’s a good idea ot list out your current assets. But keeping in mind that there may be solutions that vastly can increase your productivity and some of those solutions can even be free. Following is a listing of some software and web service assets that I will need to expand upon later.

• PhotoShop CS3
• Microsoft Office Professional 2007
• RoboForm
• PocketInformant
• QuickBooks Premier 2007
• Qtask
• Project Locker
• EchoSign
• Google Voice
• Paypal
• SalesForce.com
• Mail2Web Exchange Services

What’s Next

1. Define the criteria for each element of the System.
2. Map the Tools to the System, bound by Procedure.