GTD with Gmail (Part II)

Part II of this feature details the first half of processing items in GTD with Gmail. If you haven’t read how the collection process works, skip down to yesterday’s post – it is crucial.

Once emails (things) have been collected in my Gmail inbox they are processed. Gmail’s labels and stars are the keys to my implementation.

I have a label for the statuses of ‘Deferred’, ‘WaitingOn’ and ‘Someday,’ two labels for each open project (Next and Reference) and a label for each context. Statuses have no label prefix, contexts have the bang (!) prefix so they show up first in the list of labels, and projects have an asterisk (*) prefix to distinguish from the statuses. I use projects less frequently than traditional GTD implementations because many Projects can be managed quite effectively with the thread capability of Gmail without having to assign a label (using only contexts).

I use the stars to denote the Next action. Since many of my projects wind up with just a context associated with them, the title essentially becomes the “project folder name” and each action associated with the project is a different email in the thread. A star can be associated with any email in the thread and lets me know what the next action is.

Today’s GTD with Gmail advantage is this: I use the same Gmail account for all of my email, so all email coming in follows the same standard GTD process. No open loops: How happy it makes me. Tomorrow, we’ll finish the processing phase and talk about some new tricks.

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