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Posted: Sep 16, 2011
From Topic: Proximo's GTD Setup

Hello everyone....

Proximo here. :-)

I know it's been a long time since I posted anything here but I decided to pop my head in. srinivas.kangyampeta is correct. I created this video a long time ago before the new UI was implemented.

I have not played with the new UI enough to see what breaks with the new setup and since I don't use Toodledo anymore, it's hard for me to find the time to investigate it.

My original goals was to share a setup that made GTD work simpler with the Toodledo service. For the most part it was a pretty descent solution but it may not work anymore with the new UI.

Just wanted to drop a quick note and say hello. I don't normally read these forums anymore, so please don't think I am rude if I have not responded to some of the questions.

I wish everyone the best and I am sure the new UI can be tweaked to make things work. I just don't have the time to try myself.

Take care and Rock On!

Posted: Jul 27, 2010
From Topic: Proximo's GTD Setup

I just uploaded the Toodledo GTD videos on my Youtube channel.

Hope this solves the bandwidth issues you experienced when I hosted it with screencast.com

Proximo GTD Setup:

Part 1

Part 2


Posted: Jul 27, 2010
From Topic: Proximo's GTD Setup

Posted by Dave:
@Proximo - Thanks for doing that!! Especially since you don't use Toodledo as your GTD app anymore. Your videos are a great help.

Dave, It's my pleasure. I think Toodledo is a great service and the community is awesome.

I added a download link to the videos. I am looking to update them on my Youtube Channel, but I need to convert them in a better format.

Take care.

Posted: Jul 19, 2010

Great Discussion.

The idea is to filter your task based on the current situation. If you are not using Time and Energy, I would highly recommend it. This allows you to dynamically adjust what you need to be considering at the moment.

If you are at work with 2 hours left in your day with low energy level. This tells you a lot about what is most affective for you to be doing at the moment.

In David Allen's second book "Making it all work" he talks about using "The Horizons of Focus" to determine your priorities. It does not matter if you work from 50,000 feet down to the runway or from the runway up.

You don't need to use context that don't make sense for your situation, but every task should have Time and Energy identified.

You can start with a list of 150+ task and quickly filter it down to 50 based on Time and Energy alone. Once you filtered the list down to what is actually realistic at the moment, you can decide which have the higher priorities based on your Horizons of Focus.

GTD is not about Getting EVERYTHING DONE, but Getting the most important things done at any given moment that will make you feel comfortable with the decisions you make.

Posted: Jul 19, 2010

Posted by David:
I kind of stinks how people need specific setups to get their GTD method working in Toodledo. Maybe choices are a good thing for some people but I personally prefer CultureCode's (Things) Keep it simple and make it easy to grasp philosophy.


I agree with you 100%.

GTD is actually very simple. Toodledo has many choices which is great for many users who want to create something that works for them, but for the GTD Purist, it's an overkill and sometimes makes it hard to use.

Posted: Jul 19, 2010
From Topic: Proximo's GTD Setup

Hello everyone.

I want to apologize for my delayed response. I had a lot of things going on and have not checked my Twitter messages in a while.

The reason the links go dead sometimes is due to reaching a bandwidth limit. I since have purchased a Pro version of my recording tool and upload my videos to my Youtube channel.

I tried downloading the original Toodledo videos as Flash and then upload them to my Youtube Channel but I get an error dealing with the codec.

I need to use some software to convert the originals into something Youtube can use. Not sure what the quality will be if I get this to work, but I will try.

The links usually come back alive once the month resets. Like I said, I don't have to deal with this anymore, so I will try to move these over to Youtube soon.

It's on my "Next" list. :-)

Sure hope everyone here is doing fine and Getting Things Done. I will try to keep in touch more often. :-(

Posted: Mar 24, 2010

During your weekly review, you should be able to catch this and assign your next action as needed.

Not sure how Toodledo would automate this because it's more of a GTD practice.

Posted: Mar 24, 2010
From Topic: Proximo's GTD Setup

Posted by Daniel Westergren:
Excellent. Thanks for taking so much time answering all our questions, I wonder what you put in the time estimate column for that task every week :) Clear answers, I've just got one follow-up question.

Posted by Proximo:
1. I use the Star list for task that I want to accomplish that day. This does not always happen due to other responsibilities coming in from all angles and at all times. If I feel that task is still something I want to get done by the following day, I leave it there and try to knock it out then. Some in truth, my Star list is INTENDED for task I want to do that day and many get done, but some of them drag into the next 2 to 3 days. :-(

Ok. In the weekly review then, do you mark tasks that should be done during the week, but not necessarily on the first day of the week? Or do you go through the entire action list every day to select next actions for the following day?

Thanks and have a good day!

Edit: @Proximo: Ah, I just read your other post that you are no longer using Toodledo. I don't expect a reply to the above question.

Daniel Westergren,

I still check these forums from time to time. This is a great resource regardless of what service you are using. :-)

I won't be in here as often obviously but I still appreciate hearing from all the sharp people on these forums.

Anyway, now to answer your question.

I review my list as often as needed but you also need to do a higher level review that David Allen calls the Weekly Review.

David Allen said he only called it a Weekly review to get people to understand that it's a higher level review of all your commitments and goals. David said that sometimes he does the high level review every 2 weeks or so. But to get people in the habit of understanding the importance of this higher level review, he called it a weekly review.

With that said, I do a daily review of all my list in order to identify what I will be working on that day. This is a quick scan that helps me identify what I need to be working on. I choose what I plan on doing that day by considering the Time, Energy, Context and Priorities.

The actual Weekly review is designed to dig deeper into your commitments and decide what stays, what goes, what needs adjusting or redirection, etc.

I don't decide what I will be doing in a given week because I can't predict the future that far ahead. Things dynamically change on a daily basis from many different directions. The Daily review is what allows me to visualize my commitments and decide what I will do that day, while my Weekly Review is a higher level review that allows me to purge and adjust my commitments and goals.

Hope that makes sense.

This message was edited Mar 24, 2010.

Posted: Mar 24, 2010
From Topic: Good Bye from Proximo

Thanks of the nice comments everyone.

Toodledo has an amazing feature set and they provide a solid service you can rely on. I take nothing away from them and I accomplished much as a Pro Plus user.

The only reason I moved on is to use something specifically designed for GTD. Nothing I have seen to this date can match the feature set for Toodledo.

My decision was based on personal preference and a solid focus to GTD. GTD is very simple and when implemented correctly, it allows you to get things done and be more productive. I was tired of making Toodledo work for GTD and spent way too much time fixing, tweaking, hacking it to do GTD.

Toodledo's strength is their open approach in how you decided to use it and that works for many. I wanted something geared for GTD specifically which prevents me from fighting the system itself.

Nirvana has many features to add, but they are responsive to the users and they have a list of what is currently being worked on as well as what is coming next.

Toodledo is also very responsive to the users and the community was filled with extremely sharp people that where always willing to help each other.

So my hats off to Toodledo and the community for having something great going.

I still check in from time to time because the information shared on these forums is useful no matter what service you use.

Thanks again to all of you.

Posted: Mar 20, 2010
From Topic: Good Bye from Proximo

Posted by jlaker:
Sorry to see you go Proximo.
I'm actually waiting for my invite code for nirvana so I'm looking forward to trying it out as well. It looks pretty slick.
I just hope Appigo has their eye on them too. ;-)


Nirvana is going to create an iPhone app of their own, but right now the focus is on a web app that works on all phones. They do have an open API, so I am sure Appigo would consider it if enough people ask.

Posted: Mar 19, 2010
From Topic: Good Bye from Proximo

Posted by PeterW:
Hey Proximo,

I'm sad you're leaving Toodledo. I've also benefitted greatly from your setup and your general GTD guidance.

Are you able to tell us what system you're moving to for GTD? I'm always on the lookout for system improvement.



I am now using Nirvana. It's still in Beta but I have been very involved in helping them improve it and get it ready for launch. Nirvana is still missing many features but they are on their way. The simplicity of it's design and focus in GTD is what attracted me and I decided to switch over even in it's beta form.

It won't be for everyone but that is the truth with anything. :-)


Posted: Mar 19, 2010
From Topic: Good Bye from Proximo

Toodledo community.

I have been thinking about this particular post for several weeks and really did not know where to post it or how. I figured since I spend most of my time in the GTD section of the forum, that I should post it here.

I am no longer using Toodledo for my GTD needs and will be spending less time on the forums. I want to first thank Jake for creating such a powerful service that helped me accomplish many of my task and projects.

I want to also thank the amazing community on the Toodledo forums. I have learned so much from all of you and it's been great to share our ideas together.

I felt that a Good Bye was appropriate because of my long history of posting about GTD on these forums and all the great feedback from my "Proximo's GTD Setup" post.

I never believed sharing my GTD setup would create such a huge thread that many have found useful. The truth is that I have learned more from all of you and my productivity has benefited because of it.

I hope my GTD setup on Toodledo has helped people with their GTD implementations. Regardless if you used my setup or a tweaked version of it that fit you better.

I think Toodledo is a fantastic service and still the most fully featured productivity tool. One of the things that makes Toodledo so powerful is that it's an open design that can be used by many different productivity styles. With this power comes complexity and because of this, I have been looking for a GTD Specific system that had the features I needed with the simplicity of GTD at it's core.

The Toodledo forums is a great resource to share and learn about GTD regardless of what service you are currently using. I will try to visit from time to time and continue to learn from all of you.

My Twitter account is @DamianCastillo if anyone wants to follow me. I post about GTD, Productivity and just about anything on my mind, so I warn you now. :-)

I wish you all the best and thank you for everything.

- Proximo

This message was edited Mar 19, 2010.

Posted: Mar 19, 2010
From Topic: Proximo's GTD Setup


Don't worry about posting a lot or frequently. It helps everyone in the long run.

The important thing here is that you do what works best for you. GTD is very flexible and can be implemented fully or partially as it makes sense for each person.

For long time I did not use resource context because I am in my office surrounded by the resources needed for just about any task. At some point I started using my resource context when I decided it would help filter some things out. I only use what I need and nothing more.

You have to play with various ideas before you find out what works best for you. My initial reason for starting this post was to share what worked for me in hopes that others could find it useful. Some started using the same setup I did and others tweaked theirs to fit their needs. I know some GTD users here still use the original default setup and it works for them. The more we share the more we can learn from each other.

My setup was simply trying to mimic what other GTD specific systems where already doing but for one reason or the other, I could not fully use. So I made Toodledo mimic these setup's as best I could.

Things and Omin Focus where great but I am a PC user and don't own a Mac. Thinking Rock I used for a long time but realized I needed something in the Cloud. As I started to experiment with other GTD Cloud Services, many had features missing or bad implementations. Toodledo at the time was the only service that gave me the most features for a good price that allowed me to tweak it enough to make it work for me.

I think you make some good points and it seems that you are tweaking things to work for you. This should be everyone's goal. The less time we spend messing with our GTD System, the more time we have to actually Get Things Done.

Thanks for sharing and remember that your input can always help someone.

Posted: Mar 17, 2010
From Topic: Proximo's GTD Setup

@ Levi Wallach

Hello Levi. I appreciate your background and I know many here can relate.

I wanted to answer your context question. I may have addressed this before but things can get lost in a large thread like this. :-)

This is what I decided to do in order to identify my task by Areas of Focus (Location) and Context (Resource). In David Allen's book "Getting Things Done", context are described as both location and resource. This is why I wanted to have multiple context selection per task.

I can mark a task @Work and @Call. If I was at Work and wanted to list all task that require a phone call, I can filter by both context and narrow my list. Toodledo can now filter by multiple context and tags but you still can't assign multiple context to a task.

So here is what I do and it's just my way of working around this.

I use Toodledo context for my Areas of Focus or Locations. I have 3 Areas of Focus now.

1. Personal
2. Work (Office)
3. Business (My Personal Business)

I assign task the appropriate context based on these 3 areas of focus. I then use Toodledo Tags for my Resource Context such as @email, @call, @errand, @Internet, etc. I don't actually use the "@" symbol, but I show it here for illustration only.

So now I have task that I can filter by Areas of Focus using my Context filter and I can further filter them by Tags which are my resource context. Now I have the flexibility of filtering out task the way I want.

If I wanted to see how many Work related task require me to send someone an email. I can filter by Work context and email Tag.

Hope that makes sense. The reason I use "Personal" as an Area of Focus and not "Home" is because many personal task don't require me to be home. Some do and I use a Tag called @Home for this purpose.

One example is "Take out the trash". This has a Personal context and a Home Tag. Makes sense? I hope so. :-)

This can also be used for a work related task. Let's say that I need to remote in from home to my office in order to do a Software upgrade that I can't do while people are on the network. The task may be "Install Software X Upgrade" with a Work context and a Home tag. The Area of Focus is Work but the task will be completed at home.

Now we are all confused... lol

Posted: Mar 17, 2010
From Topic: Proximo's GTD Setup

Posted by Daniel Westergren:
Thanks indeed to Proximo and others for a very interesting thread! I may have missed some, as I read through the entire thread just yesterday and today, but I have some more questions, mainly directed @Proximo.

1) I understand you star actions in the weekly review that you wish to accomplish in the coming week. But you also say you use the star list for today's next actions. Do you have one list for the week that you compile a today's list from, or do you work every day from the list of actions that could be done any time during the week?

2) A minor thing, but how come you use an Inbox folder, as tasks sent by e-mail for example by default end up in the No Folder "folder"? I'm thinking of using "No Folder" as the "Inbox" for that reason.

3) When do you move an action from the Actions list to Someday/Maybe? That is, do you consider all actions in the actions list to be done within say one month?

4) Do you always enter length for an action in your reviews? And is that used as the basis of what you estimate can be accomplished during the week, when also taking the calendar into consideration? Putting too many actions as next actions and never being able to accomplish them in the week may not be encouraging (I'm talking about myself... :). Well, it's a learning process to estimate what's possible of course.

5) I understand that you don't really use ticklers that much. But say you'd use a start date to hide future tasks, when the start date comes, how are you reminded to make these actions next actions? Maybe starring all future actions would make this easier, then they'd automatically appear in the NA list when the start date has arrived.

Mainly technical details, but still interesting to read how others handle this. Thanks!

I will be honest here.

1. I use the Star list for task that I want to accomplish that day. This does not always happen due to other responsibilities coming in from all angles and at all times. If I feel that task is still something I want to get done by the following day, I leave it there and try to knock it out then. Some in truth, my Star list is INTENDED for task I want to do that day and many get done, but some of them drag into the next 2 to 3 days. :-(

2. I did use the Inbox folder because you can set Toodledo to send new task to a given folder by default. This however does not work when adding task by email, twitter and iPhone. For this reason I quit using the Inbox folder and now use the No Folder. Many of us have requested the ability to rename the No Folder to what ever we want and this would solve the issue for many. So today, I do use the No Folder.

3. Task in my Action list are there because I decided they needed to be done as soon as possible. In real life this can be one day, one week or 3 months. During my weekly review I go through all my task and decided if this is something that I realistically think I can do in the near future or if it's something that may stay in the back burner until I get caught up with other things. At this time I decide to move a task to the Someday folder. Once it's in the Someday folder, it also get's reviewed on a Weekly basis and I can either move it back to the Actions list when I am ready, or decide that this is something that will never happen and delete it for good.

4. I try my best to always put an estimated time for several reasons. Some task take longer than a day to accomplish but this does not mean it can't go in your Focus List (Star). It will eventually have to be something you start to tackle and it may take several days to get it out of there. So I don't use it so much for deciding what goes on the Focus list, but I do use it when I am trying to decide what to do in the last hour or 30 minutes at the office.

I may have a task in my Focus List that takes 2 hours of work to get done but only have 30 minutes. In GTD this is where time estimation can help. Maybe that particular task is a High Energy task that requires some serious focus and I don't want to start it and not finish it. I now look at task that I can get done in the time frame I have left in order to get things done and out of my list. When I return in the morning, I can dedicate the two hours to the high energy task instead.

When deciding what to do, you must consider your Time, Energy, Context and Priority. Not in that particular order. Sometimes I may have the time to complete a task but my brain is dead. This is why having Energy and Time on your task is helpful.

5. You already figured it out. When I mark a task with a Start date, I also activate the Star. This forces the task to appear in my Focus List when I intended it too. Works great.

Hope that answers your questions.

Posted: Mar 17, 2010
From Topic: Proximo's GTD Setup

Posted by c.barber78:
Posted by c.barber78:
cheers for that.
One question I have, is how do you separate next actions from a focus list? It seems as if there is no real focus list, because the stars are just used for next actions. Anyone have suggestions how this could be implemented, along with the todo iphone app?

Still wondering this, but just have another question :P sorry for the questions :)
How should I use things on my tickler list?
Say I have a task that I want to start at 4pm on saturday, does that go in my tickler list and then at 4pm on sat i move it into actions or deos that go on my actions list with a start date of saturday?
edit: I know it could be done different ways, but I would be interested to hear how people on here do it :)

I don't use a Tickler folder in Toodledo. Just a personal preference. What I do is use the Start Date feature so that a task shows up in my Star View on the day I want to work on it.

To do this, you must already have the Star activated on the Task and use the "Hide Future Task" filter in Toodledo. This makes the task disappear from your Next list but it will show up when you wanted it too.

Posted: Mar 17, 2010
From Topic: Proximo's GTD Setup

Posted by howardksmith:
Proximo - Seeing your post and process when I started Toodledo was a Godsend. I've mimic'd most of it for my set up.

Question: Do you use the Firefox plugin to add tasks. If so, how do you account for / handle tasks that you know should be associated with a particular project? Given the 'leading +' approach to annotating projects, there doesn't seem to be an easy way to handle?

I don't use the Firefox plug-in and try to keep my system as simple as possible. Since I am on my web browser anyway, I prefer to just click on the Toodledo tab and add my task that way.

Posted: Mar 17, 2010
From Topic: Proximo's GTD Setup

Posted by c.barber78:
cheers for that.
One question I have, is how do you separate next actions from a focus list? It seems as if there is no real focus list, because the stars are just used for next actions. Anyone have suggestions how this could be implemented, along with the todo iphone app?

I actually use my Star as a Focus List. By default the Next List contains all the individual task that you decided are important to do. They are by default all Next Actions.

You can call this the Next List, Action List or Next Action list. The naming is not important. What is important is that all the single step actions are all Next Actions by definition.

You now must decide what you will work on based on your Time, Energy, Context and Priority.

Projects are used when you have more than one Next Action to complete something. A Project could be as little as two task or as large as 200.

When you look at a Project, there is usually only one Next Action that will move it forward. So in a Project, you have one Next Action and it's usually the top most task on your list. I understand that some Projects are more complicated than others and you may have a situation where you need to work on more than one thing at a time or delegate something to someone else while you do something.

So now back to the Next List and Project List. When I decide what task I will work on for the day. I mark it with a Star. The Star is not making the task a Next Action, but simply identifies it as a task that I will be working on today. I usually have several task marked with a Star to work on and some include single task from my Next List and some Next Actions from my Projects.

The Star view is now my Focus List. It's the list I work from when I am actually getting things done and allows me to only focus on the task that matter.

hope this makes sense.

Posted: Mar 17, 2010
From Topic: Proximo's GTD Setup

Posted by John Gardenhire:

So Proximo, are your actions in your action folder linked to your projects in your projects folder in any way? I currently use your method with GTD folders where I have a projects assigned to the projects folder and sub-tasks as multiple steps. As for next actions, I create a new task with the next action and assign it context but in the action folder. So say for instance I have a project of "Buy Tires"

I'd create a task in the projects folder called "Buy Tires" with sub-tasks like:

- Get Price Quotes
- Determine budget
- Make Appointment

I would then create a new task in the action folder for the next physical action I have to do to "get price quote" which would be "call Les Schwab".

Am I being redundant in my system?

The lingo often gets so confusing when people use words for multiple meanings..

I keep my Projects separated from my Actions list. The only reason for this is due to the Flat vs. Nested switch in Toodledo. I initially started to add my Next Action of a project into my Next Action list but had to toggle between the Flat and Nested state too many times to see thing correctly. I finally decided to just keep them separated and it works just fine. When I do my weekly review I go through both list.

Since I use Stars to designate the Task I want to do in a given day (Focus List), I always have my Next Actions and my Projects Next Action visible when I am working in my Focus list.

Hope that makes sense.

Posted: Mar 04, 2010

I know this won't sound very nice but it's the truth.

Just about everything in Toodledo to work for GTD is a hack. Toodledo has so many features that you can hack it to work for just about anything to include GTD.

Toodledo is simply not designed for GTD and this is why it is difficult to use and very hard for it to be configured as a great GTD application.

Many people use Toodledo in different ways and it's more of an open system model.

This message was edited Mar 04, 2010.
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