Setting Up Achieve Planner for GTD

This tutorial is based on the input of an experienced GTD user in the community (Moises). It's just an example of how you can setup Achieve Planner to work with GTD.

In order to optimize processing speed, I only use three tabs in AP: Outline, Goals, and Metrics. Goals are yearly goals that I set myself. Many of those yearly goals have Metrics associated with them. But the focus of this discussion is the Outline tab. This is where I spend almost all of my time and this is the heart of the GTD system in AP.

Within the Outline tab, I have customized my view (View -> Customize Current View menu) to show the following fields in this order: Focus, Icon, Priority, Completed, Predecessor, Name, Target Start, Deadline, Assignee(s), and Context.

Near the top of the screen there are four checkboxes. Check all of them except for the "Next Actions Only" box. Leave that unchecked for now. These settings place all projects and tasks under the Personal and Work categories, and groups them by Results Areas. I have 9 personal Results Areas and 14 work Results Areas. Results Areas in AP are what David Allen calls Areas of Focus in his GTD book. It's similar to what Covey calls roles. I like to see my projects and tasks grouped by Results Areas. All my Purchasing projects and tasks are grouped together, all my Finance projects and tasks are grouped together, all my Human Resources projects and tasks are grouped together, etc.

I color code all my items by priority (Tools, Options, Display, Priorities).

I use what AP calls "Priorities" to segregate active from inactive items.

At my Weekly Review I assign priority codes to my projects. Projects receive an A priority if I plan on doing some action on them in the coming week. They get a B priority if I am committed to working on them, but not in the next week. They are given a D if they are Someday/Maybe. These Ds are not active.

To repeat: projects to which I am not committed, give D. Active projects get an A if I am planning to work on them in the next week, otherwise they get a B.

Going through my outline view column by column I have:

Focus: I like to assign a focus to some projects or actions for the next week. An A priority means I will do something. But a focus means I will commit significant time to the item.

Icon: I like using the icon to differentiate projects from tasks.

Priority: Explained above.

Completed checkbox: when it's completed I check the box and the item disappears from the view.

Predecessor: Explained below.

Name: I use the convention that projects begin with a subject and end with a verb in the past tense: Backup instructions prepared, Vanguard assets allocated, Health Insurance contract signed, etc. Tasks (NAs) begin with a verb in the present tense (if I am the person doing it): call John, measure table, organize cabinet #4, etc.

Target start: I generally use this field to track the date that I entered the item. It's especially helpful when I call someone who hasn't done what they said they would in time. It can also see that I decided to organize cabinet #4 sixteen months ago and i still haven't done it.

Deadline: I don't assign every item a deadline. But some items do have real deadlines and it's useful to be able to filter on them.

Assignee(s): I filter on this field frequently throughout the day. A lot of my job is keeping tabs on what others are supposed to be doing. Many of the items in my system are Waiting Fors. When my supplier Frank calls me to tell me what a great job he did on the last bunch of widgets he sent me I filter this column for "Frank" and remind him of the 6 other jobs that he promised to have to me last month and which I still have not received. The AP grid system is great at displaying lots of information in one screen. This is a great feature.

Context: I keep my contexts very simple: Home, Office, and Errand.

Once a week I do my Weekly Review. AP has an amazing view in the Outline tab called Active Project Priority. It enables me to filter all my A Projects and their children irrespective of the children's priority. So my Weekly Reviews go much fast than they used to go prior to using AP. First I filter all my A Projects by using the P-Priority field. Then I filter my B Projects. I usually skim rapidly through my Ds.

My Active Project Priority columns are the same as above. The only difference is that the P-Priority column is added.

The remainder of this post is a discussion explaining the use of the Predecessors column. The Predecessors column makes AP an extraordinary tool for GTD. But with its great power comes increased complexity. I would recommend that new users work the system, as described above, for at least a few weeks before progressing to using the Predecessors field.

Once you are ready to start using Predecessors, get an overview of how they work by doing Tutorial 6 in the User Manual (Help, User Manual).

Before proceeding, it's important to recap a basic concept in GTD: the Next Action (NA). An NA is an action that could, in principle, be performed now. If the action cannot be performed until something else is done first, then that action is not an NA, it is a dependent action. I can't brush my teeth until I put toothpaste on the brush. So, "Put toothpaste on the brush" is an NA and "Brush my teeth" is a dependent action. Another way of saying this is: "'Put toothpaste on the brush' is the PREDECESSOR of 'Brush my teeth.'"

GTD requires that my lists show only Projects and NAs. I don't want to see dependent actions. That's because when I am ready to work, I don't want to wade through very long lists of actions trying to find out which of those actions it is possible for me to work on now. If I am at my Work context, I want to see all the actions that I can do right now at work.

However, there are times when I want to see all the actions--both NAs and dependent actions--associated with a project. We can distinguish planning a project from acting on a project. When I am planning a project I want to see all the actions that are its children. What makes AP such a powerful tool for GTD is that it enables the user to toggle, in Outline View, between seeing Projects and NAs only and seeing Projects and all actions. So, when I am doing my Weekly Review, I am in planning mode and I like to look at all the actions for a project, including dependent actions. But when I am in doing mode I don't want the distraction of viewing dependent actions that I cannot do until their predecessor NAs are completed. With AP it's my choice.

In order to proceed, you must alter the Next Action Settings in AP: go to Tools, Options, Next Actions Tab and check all four boxes.

Now, go to the Outline tab and uncheck the Next Actions Only box on top. You are now in planning mode. You can enter Next Actions and dependent actions. I can enter actions that have predecessor actions. A dependent action is entered into AP by entering the line number of the predecessor in the "Predecessor" column. This is useful for planning because we can enter many, dependent, subsequent actions.

Once you are finished planning, you can check the Next Actions only box on top. You are now in doing mode. As you mark each action complete, that action will disappear from the AP outline and the new Next Action will appear.

AP allows you to toggle effortlessly between doing and planning by checking and unchecking Next Actions Only.

30-Day Trial - Try Achieve Planner for Free

I have so much confidence in Achieve Planner, that I'm willing to give you a free 30-day trial so that you can take it for a spin and see for yourself if it will work for you.

It's easy to get started right away...

Click here to download your free 30-day trial of Achieve Planner today!

Unconditional 100% Money Back Guarantee

Not only do I offer you a free 30-day trial, but I also give you an unconditional 100% money back guarantee once you decide to purchase.

60-Day Money Back Guarantee
If you are not completely satisfied with Achieve Planner, just let me know within 60-days of your purchase and I promise you a prompt and courteous refund.

Effexis Software Home

Achieve Planner

Order Now

Download Free Trial

Take the Tour

  Get Organized

  Plan Your Work

  Work Your Plan

  Capture New Work

  Productivity Tools

Screenshots

Technical Support

Case Studies

Contact Us
 

Works with Windows 2000, Windows XP, Windows 2003 Server, Windows Vista,
Windows 7, Windows 8

Customer
Feedback

“I was reading over the testimonials on your website and I have to agree with all of them. I have spent the last 10 years working really hard on my time management skills and using the Tony Robbins RPM system.

Honestly I have to say that by using the Achieve Planner system, it has helped me focus much more on my RPM process because I was not wasting the time I was before managing the system. I have gotten a very good process down now and my efficiency and effectiveness has skyrocketed.”

Mike Suco
 

“I purchased AP for my business and it has been a huge help in tracking and getting things done. It is straightforward and easy to use. It makes getting projects done much easier and tops Outlook and other tools that are either featureless or too huge and complex.”

Ray Diaz
 

“This by far the most intelligent piece of time-management software I’ve come across and I’ve tried a few.”

Joe Kissoon
 

“I’ve been using it for almost a month, and I’ve found it to be very helpful in managing my dissertation project.”

Greg
 

“I’ve looked at several personal productivity / task management software packages over my 9 year career in IT... I have to say that Achieve Planner is hands down the best personal productivity app I’ve ever used!

It is quick to learn & awesome at unifying all of my life’s commitments while not skimping on the details if you should need them. I also love the ongoing time management tips & messages of encouragement which really help keep me focused and remind me WHY it is important to stay on-track! Thanks Effexis!”

Greg Pickrell
 

“Wow! I’ve been waiting 20 years for this product!”

Fernando Chapa
 

“Your Achieve Planning software is the best I’ve used. Continue the great work!”

Dan Cross
 

“Achieve Planner is the first time-management software program that I have found that really allows me to organize myself in a way that is more consistent with my wholistic lifestyle.

Believe me I have checked out a few programs and have an entire shelf of books and videos in addition to all the workshops and seminars I have attended.

It has been an up hill battle for me as a very right brained, ADDer (Definition of ADDer: Someone who finds life so exciting and full of possibilities that they can’t help but keep adding more and more to their already fabulous life!)

For me the point of managing my time is to be able to live with minimal stress and have even more fun, pleasure and prosperity... and Achieve Planner helps me do that!”

Caroline Bell, PhD
 

“I have tried just about every piece of time and project management software on the Internet, as well as most of the goal setting software that’s out there too!

I have to say that Acheive Planner is _the best_ program I have ever used.”

Dean W. Charron
 

“Also, thanks for a brilliant product. I have tried several time management type applications prior to discovering "Achieve" and they all seemed to lack something.

After loading the achieve trial I purchased the product very quickly afterwards as I could see the potential. I’ve now been working with "Achieve" for three weeks and will certainly recommend it to others.

It does exactly what I need and gives me a method of managing the multiple projects that my daily work involves.”

Paul Ralph
Scotland UK
 

“Thanks for making such an awesome product. This is far superior to any I’ve used before!”

Stephanie Chapman
 

“I work from home, and use to have my work schedule, ideas, and notes, spread between two desks, on multiple pieces of paper or just held in my head.

Achieve Planner has changed all of that. This tool is incredible, and has helped me organise everything so that I now have a solid plan to work to.

I know exactly what I have to do each day, and I can promise you one thing. Planning for the weeks and months ahead has never been this fun! Keep up the great job!”

Andy Williams
 

“Thanks so much for making a great product. It’s really helping me get organized in my personal and professional life.”

Darren
 

“It’s a great software product and we both love to use it. We both tried to use Tony Robbins OPA/RPM system for years.

My husband managed to make some progress with it, but it was a little too complicated.

The Achieve Planner does everything that OPA should have done and it is perfectly integrated with Outlook. More people need to know about it”

Liz Blackham
 

“I’d like to say that I really enjoy working with AP planner.

You made it so ergonomic. We can reach easily and rapidly any task, contact or project.
The keyboard shortcuts are very useful and intuitives.

There’s a lot of possibility in this software (I didn’t use every one of them yet) and I can’t hardly wait for the next developpements.
Really, Bravo !”

Richard Lavoie
 

“Your Acheive Planner is a work of genius. I recently purchased the
productivity suite and am stunned by all that this program offers. It’s like having a 24/7 personal assistant and personal life coach all rolled into one.

I just want to thank you for the time, effort, and creativity you’ve put into developing this truly revolutionary product.
May you live long and prosper!”

Mercedes Goldcamp
 

“I am in love with Achieve Planner. It has made a significant difference in how I organize my time and I am accomplishing more than ever without that feeling of being overwhelmed. Thank you for developing it.”

Bev Dugar
 

“This is the very best planning system I have ever used. I manage a small business and run about 5 or 6 departments by myself.

Achieve Planner has made it possible to effectively track all of my tasks and projects in one system. Thank you. Keep up the great work.”

Jesse
 

“The tutorials are excellent - short and to-the-point. They clearly explain  the steps needed to achieve a task in Achieve Planner without a lot of extraneous commentary.

I was/am very impressed. There are a lot of garbage tutorials ’out there’. Yours are excellent & I have found them most useful.”

Michael
 

“I’m finding it quite helpful. I’ve just been using the basics for about 3 weeks now and already starting to feel like I have a better grip on my week.

It allows me to take a realistic look at the amount of time I have available and then plan my task time accordingly.

I’m finding fewer tasks are "slipping between the cracks", plus I’m not as frustrated by not trying to meet unrealistic expectations.

The integration with Outlook is also very handy in that I can easily assign Tasks to staffers.”

Mark Herman
 

“Btw, I am IMMENSELY pleased with the Achieve Planner. I am a software engineer myself, and appreciate the detailed attention to the finish the careful engineering that has gone into the features of the software. Very well done!”

Arthur Vanderbilt
 

“I have been using this tool for about a month - I have tested many,
many, software tools for project & task planning before and have NEVER found anything that has immediately and positively impacted the way I work.

This is a GREAT tool and I only wish I’d found it years ago.

Thank you!”

Paul Sheard

“You have a very good program and its the best I have seen. Thanks for the help and I look forward to using it daily.”

Paul R.

“I sent you an email earlier on Procrastination and the wins I had from that course. I just thought the wins were big until I started applying the technology of your Time Management course.

Just after the first week of using Time Charts and Project Blocks my production has soared mainly due to NOT multi-tasking and doing what I'm doing while I'm doing it.

I have benefited greatly from using your technology and your software program, Achieve Planner.”

James Owens