GTD App Review – Who and What
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GTD owns me. I’m forgetful, not your average forgetful, I’m forget your Mums birthday forgetful (twice running, ouch!). So when I discovered GTD over 3 years ago, it changed my life. Like having kids. Now I’m anal about capturing everything, nothings escapes the system. My mind is like water, my tasks are in a trusted system, not my sieve head. I’d be lost without it and now I never forget (well *I do* but my system doesn’t).
Ever since moving from Windows to Mac, I’ve been on the lookout for a new GTD app to replace my old Windows MLO app. There’s hundreds of apps out there and I’ve been taking a brief look at them, to come up with a shortlist of potential apps. I’m then going to review each shortlisted app, so I can pick an app for my trusted GTD system.
This was going to be just one post but I soon realised that it would be a very long post and one I’d never get round to finishing, so I’ve split it into a series of posts. The series will consist of a post for each app review and a final round up, where I’ll announce my chosen app, the winner.
Prerequisites
So the trusted system work for me, both technically and personally, I used these ‘must haves’ to draw up the shortlist from the hundreds of apps.
Multi Device – Mac, Android and Windows
I have a Mac, My phone is Android and I sometimes use Windows. A GTD offering would need to be available to all of these.
Quick
Seen as I was going to use this app everyday, effectively emptying my head into it. I need to capture, organise and review tasks quickly. For me this means native apps, not Web based. Web based can be quick but not when there’s no or little connectivity.
Available Offline with Cloud Syncing
In order to capture tasks at anytime and anywhere, I need an app to work offline. This reinforces the need for native apps for Android and Mac. Web access would be sufficient for the occasional use on Windows.
Beautiful
As I’m going to be using this everyday, I wanted something that would look beautiful (I’ve now got a Mac don’t you know!). So any apps that looked like they’d been written in VB4 or made in frontpage, got the boot.
The Shortlist
These are the apps that met the above prerequisites and the ones that I’m going to review in more detail.
Doit.im
Nozbe
TODO for Mac
Wunderlist
Get it Done
Due Today
Astrid
Conqu
Producteev
Toodledo
The Criteria
This is the list of things, which I think makes a great GTD app and compliments how I manage my GTD system. I’ll review each app against this criteria in this series. Anything I’ve missed?
- Great user experience. As I mentioned earlier, I will use this app heavily so it has to be an enjoyable experience.
- Quick add. Preferably into a inbox for collecting.
- Projects/Sub-tasks. For multi step actions.
- Contexts/tags. Tagging tasks that can be completed at a certain place or circumstance. Eg @home, @phone, @internet.
- Order tasks. Quickly drag & drop tasks for next action to take in a project or other list.
- Notes. To add more detail to a task.
- Highlight/star. Nice to be able to star certain important tasks, so I can see just important tasks in one list.
- Search. Quickly find a task!
- Deadline. Setting deadlines for critical tasks. Pay the tax man, birthdays etc.
- Reminder. Notify ‘X’ days before a tasks deadline, so I can begin the task and complete it by then.
- Recurring Tasks. For tasks that occur at the same time every month or year. Eg send monthly accounts
- Sync with Google Calendar. I like to keep birthdays, events in this calendar and have a nice Android widget. So it’d be nice if task with a deadline turned up here too.
If you think I’ve missed an app, let me know in the comments. Maybe I’ve already considered it and I thought it didn’t meet the prerequisites. Maybe I missed it completely, if so I might have time to include it in the series.
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GTD process image by Jinho.Jung on flickr
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Sounds like you’ve looked into the best alternatives. I’ll stay tuned for your evaluation.
How about Android-shuffle an opensource is nice one available at Android market are you taking it for review.
I used Shuffle a while ago. It didn’t make it into the review, as in my opinion the UI isn’t that nice. I know it syncs with Tracks but is there a Mac app for Tracks?
Nozbe works for me.
We’ll see ;)
Saw your post in the David Allen Co forum and followed the link here. I think this could be interesting, so thanks for doing it. I am now trying to settle on one GTD system, and right now that is Toodledo and a paper capture book, although I don’t Toodledo’s interface, but it works.
Have you thought about trying http://www.omnifocus.com, http://www.gqueues.com, http://smartytask.com, http://www.rememberthemilk.com, http://www.nirvanahq.com, http://www.potionfactory.com/thehitlist/, http://culturedcode.com/things/, or https://mail.google.com/tasks/canvas?pli=1? I really like Omnifocus but currently am not on a Mac at home (but might be later) and at work. GQueues syncs very well with GCal but is not a great interface. Haven’t tried SmartyTask, but it looks pretty and useful. RTM I tried but didn’t love working with it. Nirvana’s latest beta version is very nice, but could use a great smartphone app. The Hit List and Things I haven’t really tried, but I’m sure you know they have their fans. Google Tasks is convenient for GCal, but no doubt too limited, although supposedly an upgrade may come at some point.
And what about paper? I can see why it doesn’t meet your criteria, though.
I’ve taken a look at Omnifocus, Hit List and Things. They look like well designed apps but one of my ‘must haves’ is to have an Android client too, so I discounted those.
I tried to get invite for NirvanaHQ, so I could review but one didn’t turn up in time. Although it did look web-based only.
I hadn’t heard of GQueues before. I’ve just taken a quick look but there’s no Mac or Android client. I’d heard of Smarty Tasks but discounted it because it’s web based only. Both have nice looking and well thought out UIs though.
Google tasks looked better suited to todo lists, not sure I could keep my whole system in it.
I looked at Remember the milk but discounted because I didn’t like UI and the effort to set it up to work with GTD seemed a lot. There’s a very long post about it http://blog.rememberthemilk.com/2008/05/guest-post-advanced-gtd-with-remember-the-milk/
One of the nice things about Toodledoo, is if you can’t stomach the UI, there’s plenty of third party apps, that integrate with it. The two I’ve chosen are Due Today (Android) and TODO for Mac. Here’s the list of 3rd party, there’s apps for all type of devices http://www.toodledo.com/tools/directory.php
As for paper. I have a little moleskine which I used to use a lot to capture tasks and then manage in MLO. But since I’ve had an Android phone, and that’s with me all the time, I’ve found little use for it.
BTW, I’m currently using Remember The Milk and it’s working fairly well. I have iPhone, but I believe there is an RTM Android app too. I set up Lists as projects, and my tags are contexts; the shortcuts allow quick adding of dates and other info. The search function is good. The web interface isn’t excellent, but there is a Chrome (and maybe Firefox) extension called A Better RTM, which is a big improvement visually and functionally for me (includes drag and drop). The sync service costs 25-30 dollars per year, which seems fair, and the price includes the smartphone app. The RTM iPhone app is very nicely done. So overall, it’s not pure GTD but can be easily customized (I do weekly reviews using the web interface, and I can sync any hard dates with GCal, either on the date and/or as a widget on the side of the calendar).
Hi,
Out of your list, we at Apollo http://www.apollohq.com are missing:
Projects/Sub-tasks. For multi step actions.
Contexts/tags. Tagging tasks that can be completed at a certain place or circumstance. Eg @home, @phone, @internet.
Recurring Tasks. For tasks that occur at the same time every month or year. Eg send monthly accounts
These are all things I’d love to see implemented in Apollo sooner rather than later…
At the same time, we also have a CRM integrated…
Have you tried Apollo? Do you think it falls short?
Merc.
By your own admission, it sounds like it falls short
We will definitely get there!
Regarding your list of requirements:
* I would add off-line possibility to read (at least) the lists on used mobile device
* make sure, what requirements are not top priority, otherwise you will not find any solution at all (it is about making clear distinction between “nice if” and “really needed”)
Offline was already mentioned as a prerequisite, so all apps in the shortlist have offline ability.
I will take into account the ‘must haves’ at the end in a summary, when I (hopefully) choose an app.
Thanks
1st app review is in. It’s TODO for Mac http://tomphilip.me/index.php/gtd-app-review-todo-for-mac/
try also this one:
http://www.todolist.co/index.html
it is simply GREAT, unfortunately isn’t very user friendly ;-)
I did look at that but I couldn’t stand to look at it’s UI everyday. Due Today was almost as good, in terms of features but much easier on the eye. So that got the nod instead.
v1.6 is coming :
http://goo.gl/UuQZb
i’m not comfortable with all other recurring events apps that
aren’t so much powerful, pls read well also
what “due today” do, when syncing with toodledo:
http://forum.lakeridgesoftware.com/showthread.php?t=17255
(PS: i’ve also bought due today app, but still using Ultimate to-do ;-)
v1.6 is coming with new graphics ! :)
http://goo.gl/UuQZb
PS: due today have problem with sync with toodledo….
read on forum.
thanks !
http://www.todolist.co/screen_shots.html
new version is out with new features and graphics !
Test it thanks ! :)
do not read, this only to subscribe to comments :D
The next 2 apps reviewed.
Due Today for Android – http://tomphilip.me/index.php/gtd-app-review-due-today/
Toodledo – http://tomphilip.me/index.php/gtd-app-review-toodledo/
Yes! Someone who finally represents that unlucky minority with Mac desktops, Android phones and obsessions with GTD tools! I’ve been searching for a robust, straightforward and reliable solution for ages. Hopefully you find one before I’m forced to into buying an iPhone just to keep myself sane.
The only thing I’d add to the list of your criteria is the ability to backup data into a .csv or at least a text file. In the inevitable event that some of these services and apps cease to be developed, it’d been nice to have some record of all the “collecting” I’ve done.
After giving it some more thought, I will look out for it and add it as a ‘useful extra’ to the reviews.
I’ve gone back and updated the Toodledo review to include its export options.
LOL. That’s what I’ve noticed, most Mac apps have a iPhone companion. Things are looking good so far, there’s a few companies who are trying to get apps on all the popular platforms.
Good point on the data export. A lot of them have apis, so you might also find that if one did go under, as long as it wasn’t abruptly, one of their competitors might offer to import their tasks, in an effort to grab their customers.
Next in the series, it’s Doit.im http://tomphilip.me/index.php/gtd-app-review-doit-im/
The ability to email tasks in to the app is vital for me. I do this in toodledo form both my work and personal email accounts. They then sit in my ‘inbox’ ready to process in to the trusted system.
There is even an ability to use the correct syntax within the email subject so that it will add Project, Context, Due info etc.
Why is it impossible to find an app with projects both in series (that will put the highest task into next action) and parallel (all tasks in next action), that also allows recurring (by due date and completion date)????? Appigo todo was doing this for me on the iphone 2 years ago, and I would almost go back to an iphone for that app alone.
That would be a sweet feature
There are two incredibly elegant and beautiful web only GTD systems.
- Nirvana
(mentioned already, but which version 2 is about to come out of Beta, and is submlime … it has had 2.5 years of Beta testing .. has been re-written from the ground up … has a large and loyal number of Beta testers who are begging for it to come out of Beta so they can start paying .. iphone/ android in the pipeline … site is written in HTML5 and files like an app, and will work off-line … you might not get a Beta invite now)
- SmartyTask
…. extremely elegent web only GTD-ish … but doesn’t have much of a profile. Probably the most beautiful of all Task managers I’ve ever seen. Also not much is posted on blog, so wonder how much development is going on.
Hi
I have to admit, both apps looks really promising and realy GTD like.
I wonder, why I did not notice them before, when they are even mentioned in some older comments to this blog post.
Jan
@Tom, I have a Nirvana account I’m not actively using. I would be very happy to “donate it to the cause” for your evaluation. I received my invite long before Nirvana 2 came out and I check in every once in a while to see if it’s ready for “prime time.” If @Andrew is correct and they’re finally releasing it into the wild, I’d love your take on it.
Two features or capabilities that I’ve really found necessary (and has kept me at Nozbe) are recurring tasks and easy use of project templates.
With many tasks arising on a regular basis, I don’t want to repeatedly enter them or even remember to reset them. I just want them to pop up as automatically as recurring meetings on my calendar. (Nozbe has always done this for me.)
Nozbe offers the ability to enter a task with its attributes in a single line entry, instead of having to click a series of buttons or drop-down menus. (“Task text on Tuesday %15 min #Project @Context !” yields a task of “Task text”, scheduled for whatever date is the next Tuesday, with a 15 minute duration, in project Project, assigned to context Context, which is already “starred” as a next actoin.)
That ability, combined with the option to enter multiple tasks at once, allowed me to create project templates. I have certain projects that have basic or core tasks every time they arise, regardless of which client needs them. When a new such a project arises, I paste it’s template (from Evernote) into the new project. After it’s created, I can simply customize it to fit the specifics instead of “reinventing the wheel” each time.
Just my experience. YMMV.
Vance
If you have access to Nirvana 1 Beta, then you can convert your data to the Nirvana 2 Beta.
They are preparing to go live, but experiencing a few last minute technicalities .. trawl through the blog to catch up the latest.
They have announced pricing, at about $7 per month. That didn’t go down very well in the user community if I’m honest … many long term testers were expecting something around $5 per month.
Against Tom’s criteria I would proffer the follwing assessment.
Quick add. – YES, including email add
Projects/Sub-tasks. YES to Projects, Tasks themsleves can also have their own checklist of sub-steps
Contexts/tags.YES: Both TAGs and CONTEXTS
Order tasks. YES: Re-order Projects and Tasks. Assign Tasks to Projects, Next, Schedule, Someday, just by dragging
Notes. YES, different options to hide, display summary or whole note
Highlight/star. YES … STAR
Search. YES
Deadline. YES Tasks can have Start dates and Due dates
Reminder. SHORTLY, apparently.
Recurring Tasks. YES, very fleixible rules engine for recurring tasks
Sync with Google Calendar. : NO … not that I’m aware
Other things;
It will work in an offline mode, though haven’t tried this.
Tasks can also be tagged with TIME and ENERGY required.
Completed tasks are not deleted but put into a Log /. Archive
Supports both Sequential and Parrallel Project Tasks
I use Nirvana in Firefox. It doesn’t feel like a web site. It feels like an app.
iOS and Android Native apps are in development. But there will not be a full-blown desktop application. But in my view it simply doesn’t need it.
They have an HTML5 mobile version of the site now that is wonderful.
My only warning is that they have had a few hiccups and delays coming out Beta.
They could have gone live and started charging over 2.5 years ago, but they have paid meticulous
attention to detail … to the extent they re-wote it from the ground up about 12 months ago
But I am confident it will be out soon. It has a very large and engaged community of beta testers, very active Community forums, and a blog this is updated every few weeks …..
…. unlike SmartyTask.com, which although being a stunningly beautiful and elegant GTD web site,
- has no user forums,
- the blog was last updated in January
- no details about the company
It still takes credit card payments, but SmartyTask feels like a Zombie site (except its not ugly)
To all outward appearances its alive, but you wonder whether there is anyone activley running it.
You also have to hand over your credit cards details to even enjoy a 7 day trial, after which
charges will start automatically, unless you cancel.
As a customer experience it sucks … but its so beautiful.
NirvanaHQ does look very good. From a dev point of view, taking this long to come out of beta and a re-write (avoid re-writes btw, classic example at play here) does ring alarm bells. I did request an invite a month ago but not got one yet. @Andrew thanks for the details, sounds very good.
@Vance I’ll take you up on the NirvanaHQ account. I’d need to checkout the offline capabilities to see whether it’s worth reviewing. If not it still looks like it’s worth an honory mention or a review at a later date when the Android app’s out. If you can send in my contact form that’s be great. Many Thanks.
@Andrew Useful to know about about Smarty Task, I’d given it a cursory glance and was impressed, one of the best I’ve seen. It was pricey and handing over my credit card details for trial put me off. I think it’s worth an honory mention in the review though.
Next up it’s Wunderlist – http://tomphilip.me/index.php/gtd-app-review-wunderlist/
Hi Tom. Thanks for your awesome evaluations of GTD applications. I wondering if your planning to review Pocket Informant? http://www.webis.net/
@foo I wasn’t. I did look at it but I’ve chosen Due Today instead for the Android client for Toodledoo (TODO for Mac completes the trio as the Mac client). It had what I needed and I thought it looked better for the Phone (Pocket Informant looks pretty nice for a Tablet). It does have its niggles, so Pocket Informant could make a late appearance.
Astrid for Android gets its review http://tomphilip.me/index.php/gtd-app-review-astrid/
I have a lot of the same requirements, especially Mac, Windows, and Android. Have you looked at Thinkingrock? Been using that for a couple of years and find it to be the most strict implementation of GTD. I keep my data file on Dropbox to work “in the cloud” and sync between desktops.
But I have just moved to Toodledo and DGT GTD as the Android app ( http://www.dgtale.ch/index.php). The app persuaded me!
I had looked at Thinking Rock, I thought it looked unnecessarily complex
Like Toodledo, the UI is complex, but also flexible. Because I want my app to follow my use of GTD, the flexibility is extremely important. For example, I can easily view items based on different lists (AKA folders) with multiple contexts or projects. I can also easily track items I’m waiting for, and quickly send reminder email to the person (which adds a note with a date to the item) from within TR. ThinkingRock follows the GTD methodology better than any app I’ve seen, including supporting horizons of focus and areas of responsibility. The downsides of TR include that it’s not server based (although I get around that by putting the data file on dropbox so I can share the data among my computers) and the mobile app is not very useful (make that almost useless). If TR created an API and moved to a server, I suspect it could have have number of apps that Toodledo does.
Hi Tom,
When will you be posting more reviews? I’m learning GTD RIGHT now and am on all mac products. I NEED GTD in my life right now –TODAY! I have some of the biggest project ever on the table and ned to get organized. I want to know in advance what is the #1 program to use not only for myself but for my company as well. A app that 10+ or even 100 people could be on, that uses google cal, has a great UI, works JUST like the GTD program and is scalable. PLEASE HELP…(Any advise from anyone would be helpful)
Sounds like you need GTD in your life ;)
Half way through the Producteev review at the moment. Hope to post soon.
If you’re looking an app that handles team working. Astrid, Wunderlist, Doit.im and Toodledo (with TODO for Mac), all have some kind task assignment in some form or other. Producteev’s focus is on team working, so the features and UX are more geared round that plus it’s Mac app UX is fantastic, so that would be my recommendation for a GTD team working app. The future Wunderkit also looks more collaborative than Wunderlist and a great option too.
It might also be that a GTD style app for team working is not suitable. The newly released Trello is a really nice app, based on the flow tasks across a storyboard. Another good one is Agile Zen.
Have you played with http://www.asana.com/. Former Facebook founder built it. Any thoughts?
I hadn’t heard of that. I’ve just had a brief look and it looks great. I didn’t notice a native Android app though, which I need for speed and offline access :( Looks great for team working, which is what you’re after. I will take a proper look and keep an eye out for it in the future, as it looks promising. Ta for the heads up.
Thanks so much Tom. I’m picking one today. Your feedback on Producteev was very helpful. There are so many out here, I’m not sure which to use. I know you tired http://www.omnigroup.com/products/omnifocus-ipad/ what did you think of that? or https://www.rule.fm/? I need use bascecamp/highrise now and want something that can do GTD internally and client management/crm
Awesome design of asana.com, really, probably the best of what I have seen so far.
However, no pricing published (and I do not take the answer “we are free up to 30 users”).
And reading Terms of use I got really scared – asana having right to terminate the service without prior notice, read your content and reveal it, if they believe it will be somehow reasonable like according to laws etc…).
I would buy such a solution for hosting on my own server, but using it in the cloud as is designed by Terms of use is really risky.
Jan
I passed on Omnifocus, although people highly rate it, as it didn’t have an Android app which I need. Hadn’t heard of rule.fm before, seems like a swiss army knife for managing everthing going on in your life! I think it might be a bit overkill for me. Thanks for the tip though, I will take a look.
Producteev for Mac. Simply lovely UX http://tomphilip.me/index.php/gtd-app-review-producteev/
Jan or Allen – have you al tried Omnifocus. I went through yesterday. Seems amazing for being on all Mac products. Works with siri now as well. Thoughts?
It is of course a very personal choice but I just found the overhead with Omnifocus to be too high. It is almost too powerful for me. That said the Review process in Omnifocus is excellent and I would love to see something similar in other products.
Darrin, I didn’t try Omnifocus because of its Singularfocus on macs :-)
Hi Johnwin–When you say overhead you mean cost?
No, sorry, I could have been more clear – the apps are all bought and paid for!
What I mean is I find that, for me, OF adds too much drag to my system. I find I spend too much time tinkering and working the tool. Possibly a fault of mine rather than OF, but either way if reduces my effectiveness.
Finally, I am forced to be Windows at work and as most of my N/As come via work there is no acceptable way to integrate OF in to my Work workflows.
I’m 100% Mac so it seems that Omnifocus would be great. What do you all use to manage your calendars?
If you are all mac (lucky bugger) then OF will fit the bill. Though there is a learning curve, especially on the mac.
OF has built in iCal integration.
Tom,
Thanks for the heads up so far on the GTD systems. By my count you aren’t missing any major systems. Two comments:
1. I think it would be helpful to include post when you’re done ranking the systems you’ve reviewed
2. It would also be helpful to include some sort of “emerging GTD systems” post which lists some of the GTD systems on the horizon that might meet your criteria sometime in the near future (i.e. Nirvana, Zendone, Wunderkit)
Thanks for all your hard work in pulling this all together.
Andrew
There’s going to be a wrap up post at the end, where hopefully I will have found my *perfect* GTD system.
I will add some honory mentions, for those that looked great but perhaps didn’t quite fit the cirteria or are not out yet.
Only 2 more to go!
Thanks
Hi,
I have made similar comparisons with similar (although not 100% the same) criteria. You can see the article on the David Allen Forums, or .
For some reason it did not append the link, 2nd try:
http://www.evernote.com/shard/s152/sh/491a7210-8c26-4b21-b036-a69506bfbcf9/b653a3a7e7370ca6d2230bed790480de
Wow remarkably similar. It is quite a frustrating search. Each app has nearly everything you need except that one thing and always something different in each app. If you could only mix n match.
Hi Tom,
Any reason why you’re not reviewing Pocket Informant? (http://www.webis.net/products.php)
I’ve been doing my own rather painful reivew of GTD apps and so far it’s coming out on top for me.
I’d really love to hear/read your thoughts though!
Thanks,
Christina
I chose Due Today for the Android toodledo client. It’s very similar and scored very well. I thought it edged it on looks (shallow) and didn’t have a garish calendar. Have you tried it? I’d be interested to know if it’s better than Due Today.
I’m currently trialing Toodledo (TD) and Pocket Informant (PI) using GTD methods. I will also test Due Today at the same time and get back to you.
One thing I’m confused about though. Now that PI has an online web/cloud service, is there a reason why I’d need TD *and* PI? The functionality in TD seems redundant to PI, or am I missing something? As it stands my decision is between either going with ToodleDo + Due Today OR Pocket Informant (with web service). Does that sound right?
Thank you!
Hi,
I am currently looking at Pocket Informant as well. It looks really good, except there are some syncing issues if you have a pro account and more than 150 tasks. I really hope that they solve these because otherwise the app looks really good.
You are correct in that if PI Online shows up, Toodledo is no longer needed. But it’s not there yet, the public beta starts in a week or two. Not sure whether the Android app will support this immediately, the iPhone app seems to be the lead product at PI.
One of the advantages I found for Toodledo was that it had a lot of 3rd party apps, so you can have apps on your mac or windows pc (offline use). That’s something you’d lose out on if you went with the PI online service.
Hello Tom,
Ok, I finished my testing, trials and comparison of GTD systems and come to a final conclusion.
First, let me explain a little bit about my general profile and needs. I use an Android HTC Desire Z smartphone and a PC and I want a service that is also Cloud-Based as well so I can use it at work and while travelling without having to rely on my smartphone.
I’m what you might describe as a “List Person”. I have many different kinds of lists (shopping, travel, music, films, etc) along with an incredibly long “To Do” list. In this context I’m only talking about using this system for my “To Do” stuff.
For my non-task lists I use a Palm+Desktop app called “ListPro” but they aren’t on Android, so I’m currently looking for a replacement which has customisable multi-select fields as ListPro had.
For managing my 2,000 personal Contacts I use a combination of CardScan and Outlook, and for my 40,000 business contacts I use a combination of CardScan and Maximizer.
I reviewed and trialled the following GTD Systems and Android Apps:
Google Tasks + Google Sync – Web
Toodledo – Web
Pocket Informant – Mobile App
Due Today – Mobile App
Nozbe – Mobile App + Web
Get It Done – Mobile App + Web
MyLifeOrganized – Mobile App + Web
DGT GTD To-Do – Mobile App
Ultimate To-Do List – Mobile App (Desktop App available, but not trialed)
I decided on Toodledo’s web service plus the final three Android app contenders:
Due Today
Pocket Informant
Ultimate To-Do List
Pocket Informant Negatives:
Status limited to 4 choices
No Negative (-1) or Top (4) Priorities
Can only filter by Category
Can’t save filters
No Link to Contact
Due Today Negatives:
Can only filter by Context or Tag
Can’t save filters
No: Negative (-1) or Top (4) Priorities
No Link to Contact
So my final decision is to purchase Ultimate To-Do List’s Android app to use with Toodledo’s web service. UTD does all of the above, plus the view settings are *extremely* customisable.
Thank you for helping me start the process, you certainly saved me a lot of time!
Kind regards,
Christina
I think that’s one of the great things about Toodledo, is the amount of features/flexibility it has, making it easy for most people to adapt to their way of working. The UI is unfriendly but that’s were the great array of 3rd party apps come in. It sounds like you wont go far wrong with what you’ve picked. If you don’t like one of the apps after using it for real, the beauty is you can always switch it out for another.
I’ve been an mlo user for ages but I’ve recently moved to Mac (for good). None of the apps I’ve tested compares to MLO in terms of how much one can customize filters and so on… I’ve recently started looking into “Wunderlist” or the new one called “Organize” and, although both get you what you so much long for (windows, mac, iOS versions), all fall short in terms of how inflexible they all are.
Dont overlook Nirvana 2.
… and finally the Nozbe review http://tomphilip.me/index.php/gtd-app-review-nozbe/
One more to go for Conqu and then the roundup.
GTD app review of Conqu is out. http://tomphilip.me/index.php/gtd-app-review-conqu/ Final one out the door. Review roundup to follow
Tom — after this last review, what is your final and number one app recommendation?
There’s a roundup post to come. Where I’ll sum up the apps and hopefully choose my GTD system.
Loving this monster review Tom, really appreciate your fine work.
I’m new to GTD (book on coffee table), but I know it’s for me, and I’m sure I want to start with an app, rather than paper. Reading reviews over the net, and getting the most from your reviews, I’m leaning towards Doit.im, although I’m slightly frustrated by the lack of information on it (eg, what the current Windows version is – 2.3.19 may be old, and 0.9.1 new?). A free app is nice, but I’d quite like it if they started charging a little, and giving the support to match.
Looking forward to the roundup.
Mike
my requirements: Windows (pref offline) and iPhone (to view/add thoughts). iPad a bonus.
Cheers Mike, nearly all over! Phew!
Windows and iPhone combo, is a tricky one. Some great iPhone apps but usaully sync with a Mac app. I started out with a combo of paper (moleskine) for capturing out ‘n’ about and then MLO (Windows app, not the best looking but flexible) as the main part of my GTD system.
Just noticed Get it Done in your shortlist, but no review. Did you change your mind or have I missed something?
Well spotted! I realised that it had no Mac app, so I’m not sure why at the the time I chose it in my shortlist. So I’m skipping its review.
Just bought an iPad as part of implementing GTD so was delighted to come upon this discussion and review. When you come to your conclusions I would be most interested in an all Mac solution. I am so keen to get started. When do you think you might be ready to post results?
Congrats on your efforts,
For an all Mac solution, at least look at Omnifocus. Very popular.
Thank you. I had heard of Omnifocus, but it is very expensive – certainly more so than those already listed above, and given you cannot download a short trial version to test, I am a bit reluctant to fork out without some further comparison with more cost effective options.
I agree about wanting to try it out for free, but it’s not as expensive as some above, because it’s one off payment for each device (Mac, iPhone, iPad). I really don’t like the idea of monthly subscriptions. I’ve been buying software for 30 years, and never had to pay a subscription for it.
I don’t really want to play with GTD apps, I want to find one, and use it for years.
“I don’t really want to play with GTD apps, I want to find one, and use it for years.”
Absolutely!!
The Omni Group do offer a full 30 day money back guarantee, and I’m not sure they bother checking if you continue to use the software after you get your £ back!
Very interesting post and comments. I’m looking forward to the round-up and summary and, ultimately, what you choose. I too have tried numerous apps across Mac, iPod/iPad, Android and currently use Toodledo (web via Mac but I did buy the ToDo app but it lacks the sorting available in Toodledo, ‘To-Do List’ on Android and the official Toodledo app on iPod and iPad).
Thanks for providing all you indepth reviews so far.
PS: Just realised; The full name of the Android app I’m using on my phone is ‘Ultimate To-Do List’.
Have been browsing thru the free Organize for IPad which looks interesting it has a desktop version Mac and win as well as iPhone. A Pro version is £4.99 and it syncs with wifi and cloud. Anyone using it and have any feedback?
Hello H g Bennett,
I tried Organize for Mac for a while and it didn’t quite hook me up. As I previously said, I’m using MyLifeOrganized for Windows and its flexibility makes it difficult for others to take over its position. It is only it lack of Mac OSx which gets me in the market… Organize is not yet a mature GTD software to my eyes, though I would like to test it a little bit further (I requested an extension of the trial period on friday). It will set you back 40€ which is quite a sum to spend if you aren’t sure about it.
Regards
Tom
You have mentioned MyLifeOrganized and this option hit me so well, that I already purchased the license (after trial period).
I would like to hear about your way, you use (or have used) it.
The option to have tasks/project organized into groups (working work three different parties I appreciate the option to focus on just one group of duties), but then there are those numerous situation, where one needs to enter some waiting for, todo etc. In this I found the rich structure to be too rich as I have to find the proper “waiting for” in related groups of tasks.
Writing this, general advice “first collect, then organize” cold be good solution.
Any advice appreciate (as you seem to be someone, who used the tool a lot).
With best regards
Jan
My MLO system was a little dis-organised and I never really got it under control. When I started with it I never had a phone, so it was a moleskine to capture things on the go and then add them to MLO. I liked the inbox were I could quickly capture tasks, then organise things into project etc. I can vaguely remembering picking some GTD template to get started with. I used only a fraction of the features. Most of my Do-ing was manual, so checking single next action tasks or the top action in a project. Also I had/have an old version, so I’m not familiar with the groups feature.
Thanks for your time. I am loving the review. I have a Windows 7 laptop and an Android phone. Although I like the idea of being organized, I generally get caught up in the process of developing the system and never get to the point of organizing my stuff (thoughts, ideas, papers, etc.) I need a GTD system that is easy to use and packed with features so that I can track what I am doing and where my time goes. Again thanks for your thorough review.
Tom, still eagerly waiting your roundup post.
It’s on its way. I’m about 3/4 of the way, got a tough decision to make on the last 2.
Finally rounded of the reviews and chose my trusted GTD system. http://tomphilip.me/index.php/best-gtd-app/ Phew, wasn’t easy.
Well done Tom, thanks for your hard work. Prepare for question time.
For me “Accomplist” works best. Its got a lot of powerful features like filtering , tags and a new concept of smart tagging . At the same time its very simple to use. They are coming out with a web version soon.
After reading all of your reviews and doing some further research on my own, I chose to go with ToodleDo on my PC and Ultimate To-Do List on my Android smart-phone. What solidified my decision was the information I found on 1MTD (One Minute To Do) by Michael Linenberger. You can find information about this at: 1) http://www.michaellinenberger.com/free1MTD.htm 2) http://www.michaellinenberger.com/ToodleDo.html , 3) http://masteryourworkday.com/more-points-for-ultimate-to-do-list-android-task-app , & 4)http://masteryourworkday.com/ultimate-to-do-list-configuration-instructions. Take a look a these 4 sites and decide for yourself.
GTD Apps and names & addresses
I am a chartered surveyor working in the Levant.
My entire business cycle revolves around clients (simply put, categorised as) (1) potential clients (2) actual clients (3) past clients – not unlike most businesses.
II have been looking for a task-centred (client management) application (that has at its core ‘clients’) tasking the capture and nurturing of these ‘clients’ (in and out of the various tasks).
Nearly all CRM & CEM applications are not task centric!
Ideally, these pool of clients should sync in the ‘cloud’ – say to ‘Google Contacts.’
What advice an you give on trying to implement this?
Brand new Doit.im mac app for Pro users:
http://enblog.doit.im/post/31100286724/the-brand-new-doit-im-pro-for-mac-v1-0
I am really impressed with Doit.im. It has a good UI design, conforms to the GTD specification perfectly, and the “Send task to contact” makes it easy to delegate tasks to other family members.
I am new to the whole concept. I just got an android tablet and use a PC at home. No apple products. Looks like you used to use MLO. How does it stand up to the other apps you review? Would you recommend it along with them? Thanks, Taica
That’s what I’ve gone with Taica, for use mainly on a PC, with an app of the iPhone. I don’t need iCloud sync, so no monthly costs, which is what originally put me off the idea of MLO.
MLO has no recurring costs in case you don’t need Cloud syncronization. It is a one-off registration fee which is valid thoroughout all minor updates within the same major verion.
I used it for a few years, so it’s certainly a capable product. What it has over the others is it’s folder tructure, you can really organise down to a deep, possible infinite, level. The other apps tend to be fairly strict on the amount of depth you can go. Quite often just 1 level, as a project/list with tasks in. So, this is good and bad. I found I’d organise too much, sometimes 10 levels deep, so it when it came to ‘doing’ there was a lot of searching for stuff. It also complicates the UI, works fine in Windows but all that depth is difficult to get right in UI on a mobile phone. Also it wasn’t a joy to use but it was very functional.
I chose to move because I wanted something mobile and for the experience to be a happy one. It’s persoal choice :)
Tom -
Thanks for all your work on this! I am new to GTD, and will read all your reviews in the next few days so I can pick an App. I am currently an iPhone user, but expect to move to Android before the end of the year. I use a PC at work and home, and need something that works across PC and at least 1 of the mobile platforms. (If it is iPhone, I guess I will stick with that instead of Android.)
One suggestion: Post all the links to reviews at the top, near your short list. It takes unnecessary time to go through all the comments to find your reviews. If they were all in one obvious place when someone reads the main body of this post, it would be helpful!
Finally, I saw some comments about Nirvana and Ultimate To-Do for Android. Did you look at them? Would they have made your short list if they were available when you began? Any comments on the use/flexibility/UI?
Thanks again!
Good point, on listing the reviews. Never saw it in that way. Thanks! I will add those links in.
I took a look at Nirvana but excluded it as there is no Android and Mac app, which was one of the requirments. I looked at Utlimate GTD, and I wasn’t keen on how it looked. Its not very pretty. I only needed one Android app for Toodledo, so I went with Due Today.