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How are you using Folders?



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Vin Thomas

Posted: Feb 06, 2009
Score: 0



Here is my take on GTD and how I use folders. I moved from RTM, and I loved having my smart lists, so it was a little tough to get used to how Toodledo works. But now that I have got a good start, I think this will be a nice system.

I use folders as main categories (work, freelance, personal, study, commerce, review, someday).

For now, all my tasks (about 100 of them) fit within these folders. I have my default view set to my folders. That way I know all of my tasks are accounted for in one of them.

I use my contexts to help if when I am at a specific place (@store, @mac, @corporate, @home, etc).

I just started using tags for my projects. I use them sparingly and some tasks don't have tags. This way, if I am designing a website for "ClientX", I may have tasks to complete at many different contexts. Some tasks may (not often) even fall into different folders. But I can always search by tag and know that any task tagged "ClientX" covers all my bases.

I will most likely tweak my system a bit as I get used to Toodledo. But overall, it is great!

Any thoughts on how I could streamline my system?
Proximo

Posted: Feb 06, 2009
Score: 1



I started using folders for projects but decided this was not working for me. My biggest problem was controlling different areas of my life by context. It did not seem natural.

When I did use folders for projects, I would have context called "Office" and "Home" to filter out the task as I needed. My problem was that many times I may have a work related task that required my Computer to accomplish or research on-line. For these cases I would use the context "Computer" or "On-line".

Here is where I found a problem. Now when I try to filter task related to work, I could not simply just use the "Office" context.

So what I did instead is created a folder called "Work", "Household", "Personal".

Then I can use my context more specifically to the medium in which these task required for their completion. So now I can click on my Work folder and know that every single task in the folder is related to Work and nothing else. Then I can filter by context as GTD System suggest.

So let's say I am at work and my internet went down. I can filter task by different context that would allow me to GET THINGS DONE. So I may filter by "Phone", "Email", "Meeting", "Computer" This way any task that required "On-line" for me to complete was not listed.

Maybe I feel like making calls. I am in a talking mood. Filter my task in the Work folder by the context "Phone" It's easy to break everything down this way.

I use Sub-task for Projects and name the Parent task title with "Project: name of project"

This allows me to do several things. I can search task by Project and find my projects quickly. I also created a context called "Project" and assign it to only my parent task. This allows me to use the Context view and I see a tab called Projects. Quick and Easy.
Alisa

Posted: Feb 07, 2009
Score: 0



Quote: "I also created a context called "Project" and assign it to only my parent task. This allows me to use the Context view and I see a tab called Projects. Quick and Easy."

I use an @Project Context for my Routine Projects for Household Chores, Grocery Shopping, Morning Routine and Evening Routine. I am also starring all my Projects (tasks). I may now use the @Project Context for ALL my parent level projects as you are in addition to starring. Thanks for the tip!
hong

Posted: Mar 06, 2009
Score: 0



Posted by Qrystal:
I thought for a moment that you could set a default folder in the Folders setup area .... but no, you can't!

You could your default CONTEXT to "Inbox", and then use that as your place to check for things needing processing....

But then again, I realized something else about my method: I'm actually using BOTH "No Folder" and "No Context" as my Inbox, and any way I use to quickly add tasks (Jott, Firefox plugin, Twitter...) I simply never set either of those fields, and presto! The task is in my Inbox! :P

The benefit: when I log into Toodledo, no matter which section I look at first (Folders or Contexts) I will see that my "No ______" section has some tasks in it. (For those who can't see the number of tasks in each tab but want to, turn on "Show Tab Counts" in Account Settings -- I LOVE that feature!)

Then to process a task, I make sure to set a Context and a Folder and a Tag ... well, I set everything I can, actually. And presto! Processed, and out of my Inbox! :)
nijbrown

Posted: Mar 09, 2009
Score: 0



Here's my methodology that I've tried to implement:

Goals = Goals
Folders = Projects
Tasks = Tasks
Statuses = Statuses
Tags = Contexts
abenoy

Posted: Mar 09, 2009
Score: 0



I just started using Tooldeo. I'm in sales and trying to fingure out a way to status my progress with each prospect. Current I have all my prospects in a PROSPECTS folder, but would like to status each step in the process:

1. Initial Contact
2. Interview
3. Proposal preperation
4. Presentation
5. Follow-up
6. Contract
7. Closed

I need to see who is in which category at a glance. It would be helpful if the tags could be changed or added to, but it doesn't look like this is possible.

Any ideas?
laniehopping

Posted: Apr 07, 2009
Score: 0



I'm a case manager and I use folders for each client, so all of the tasks related to that client are in a specific folder. I would like to sort my list show only the TOP priority in each client folder (so that I focus on that priority each day and can add/move other tasks into that TOP spot for the next day), but I haven't figured out a way to do this using the sorting and filtering mechanisms available. Of course, I can sort by folder, and I can rank by priority within the folder, but I can't figure out how to get it to only show one priority level instead of all of them. Am I missing something obvious or is this not possible within TD pro? Any help is welcomed -thanks!
frossie

Posted: Apr 07, 2009
Score: 0



laniehopping - Two ideas:

You can either go through the advanced search, and ask for only priority 3 tasks and sort results by folder (you can save that search for future occasions).

Or you could set everything to -1 unless the thing you next want to work on, and then use the "Hide -1 priority tasks" filter in your normal folder view.
Claudio

Posted: Apr 07, 2009
Score: 0



Posted by abenoy:
It would be helpful if the tags could be changed or added to, but it doesn't look like this is possible.
You can add as many Tags as you want.

Are you thinking, instead, of Status?
Martin M

Posted: Apr 13, 2009
Score: 0



Here's how I use folders, etc.:

Hotlist = Top/High Priorities, due today/tomorrow
Starred = manually set each day to mark my Most Important Tasks of the day
Folders = Projects (each client has a folder, general folder for smaller clients)
Context = WHERE (@Home, @Starbucks, @Away, Calls)
Goals = WHY (Financial/Triathlon/Socialising goals)

Each evening I mark the MITs for the next day with stars.

I don't have any usage for tags yet... Any ideas?
Vin Thomas

Posted: Apr 13, 2009
Score: 0



Posted by Martin M:
Here's how I use folders, etc.:

Hotlist = Top/High Priorities, due today/tomorrow
Starred = manually set each day to mark my Most Important Tasks of the day
Folders = Projects (each client has a folder, general folder for smaller clients)
Context = WHERE (@Home, @Starbucks, @Away, Calls)
Goals = WHY (Financial/Triathlon/Socialising goals)

Each evening I mark the MITs for the next day with stars.

I don't have any usage for tags yet... Any ideas?


You must drink a lot of Starbucks to warrant a whole context ☺
Kenneth

Posted: Apr 29, 2009
Score: 2



Hi
This is my setup. I have just started getting organised with GTD and toodledo so I would really appriciate if you will give me some feedback on how to improve it. Here is my setup:

Folders:
-Private
-School
-Work
-ProjectPrivate
-ProjectSchool
-ProjectWork

Context
-@Computer
-@Home
-@Work
-@School
-@Phone
-@Shopping
-ProjectPrivate
-ProjectSchool
-ProjectWork

I did it this way because I had some trouble each time a project came up. Lets say I have to buy my friend a gift because he is getting married. This involves multible steps:

Main todo:
-Buy gift for friend (folder: projectprivate, context: projectPrivate)

Notice i put the main todo in projectprivate in both folder and context.

Sub todos:
-Call friends mother who manages wish list (folder:projectprivate, context:@phone, dragged to main todo)
-Buy "gift" (folder: ProjectPrivate, context;@shopping, dragged to main todo)

Now it's easy to see all my todos for my private projects by going to folder --> private projects. I can also see the specific projects by going to context --> private project and then pressing the little man to see the sub todos.

I haven't really figured out how to implement the goals, tags and the other stuff yet.
Linden

Posted: May 01, 2009
Score: 0



Kenneth, that's an awesome system!

I use parent tasks as my projects and hadn't yet come up with an approach that would allow me to see a list of the projects. There was always clutter from all of the subtasks and one-shot todo items.

Your system provides a quick way to see all the ongoing projects in one place, without creating a separate folder for each.

Thanks for sharing!
Kenneth

Posted: May 13, 2009
Score: 0



Thanks Linden.

A little update: I've added a @book under context, because I tend to do a lot of reading at different places (the library, school and at a cafe nearby where I live).
chasmro

Posted: May 23, 2009
Score: 0



Helpful thread.

I have 40-50 projects for work alone. And obviously many more tasks for each project.

It sounds like, from some of you have posted, I should:
1)Create a Work Folder
2)Make each project a task with a context of .project (or something similar)
3)Create subtasks for each action related to the project
4)Use the priorities function to determine which action needs to be done next
5)Use the search functionality to then search by context

Is this correct?
Anders

Posted: May 23, 2009
Score: 0



@chasmro,
That is very similar to what I do, but I don't understand why 5 would be necessary. You can see lists by context in the Context View. Unless, you mean so that subtasks alone can be shown, but there are other ways to do separate your tasks and subtasks, although using saved searches is a very good method.
chasmro

Posted: May 24, 2009
Score: 0



What do you all do with tasks that are not associated with a project? Do you still put them in the Work folder or do something else with them?
Anders

Posted: May 24, 2009
Score: 0



I have been using 1st level tasks as both Projects and projectless tasks, but due to some problems that causes with apps I sync to, I am planning to possibly stick those all under parent tasks called No Project or something.
chasmro

Posted: May 24, 2009
Score: 0



Quick question about subtasks? If I use the system of
Work Folder
Projects are tasks within the Work Folder
Subtasks are are actions for specific tasks

Do I designate "Work Folder" as the folder for each subtask? I'm guessing the answer is yes, but would like confirmation or a correction.

Thanks
Anders

Posted: May 24, 2009
Score: 0



Posted by chasmro:
Do I designate "Work Folder" as the folder for each subtask?

Unless you have some very unique way of using Folders, the answer is yes. Also, your subtasks should automatically take on the Folder attribute from their parent, even if dragged into place. You should also read this if you have not already: http://www.toodledo.com/info/subtasks.php
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