If you buy a $25/year Pro membership at Remember The Milk, you're eligible for their terrific iPhone app, which syncs with their web site and is really a versatile dream as task managers go. Lifehacker has several reviews of RTM if you want to learn more.

The best solution from a Mac user perspective is Omnifocus. (http://www.omnigroup.com/applications/omnifocus/iphone/) The only criteria Kelly lists that it doesn't strictly meet is:

"* It does not force everything to be listed and assigned to a project (where would "get haircut" fit? Your "Maintain my hair project"??)"

You can leave the project field blank, but then it remains in your INBOX, but they have a default Miscellaneous project, and you can create others if you wish to classify those types of non-project next actions.

Hits every other point on the list.

Can be costly if you want to buy both the iphone and desktop apps (a must), but in my opinion well worth it. I know at least one person using it as their organization system without the corresponding desktop app, but I wouldn't recommend it.

I've never been more thoroughly satisfied with a system for task management, and I've been hunting for that perfect GTD tool for about 5 years.

Hi Kelly,

Having a tool that was flexible enough for me to access GTD ANYWHERE (PC, Mac, collaboration with other GTDers, smartphone, iPhone, etc.) was a MUST in my book. I researched/tried several different digital GTD implementations and Toodledo is by far the best one. All of the criteria you mention are taken care of (depending on if you sign-up for the free or Pro account). Plus the developers have spent a significant amount of time creating ways to connect to 3rd party tools like Jott, Twitter, various Google offerings, Firefox (plug-in), Outlook, Adobe Air application, etc. For an ubiquitous GTD experience Toodledo is hard to beat! Check it out -- http://www.toodledo.com/index.php?ref=td48d88598ec776

By the way, The iPhone App is $3, Toodledo free account, Pro account is $15/year, or a Pro Plus account is $30/year (depending on your needs).

I use "Things" by Cultured Code (www.culturedcode.com) on my iPhone which syncs with their recently released and beautifully crafted application on the Mac.

The iPhone application has come along way since it was first released a few months back, but could still use a few extra features - most notably the ability to filter based on the context. The Mac application is an absolute pleasure to use. In true Mac fashion, it provides a depth of functionality in using an intuitive and uncluttered interface.

OmniFocus by the OmniGroup (www.omnigroup.com) is another popular GTD-friendly application that exists for both the iPhone and Mac. It has more features than Things, but sacrifices simplicity and elegance. Though for some users the added features may be a worthwhile tradeoff.

To echo the first commenter, the Remember the Milk app does everything you need. And it syncs with the web client, so you can access your data from your phone and your computer.

My new iTouch is on it's way as we speak. I'm very excited and have already looked into GTD apps. One that I came across is "Things". If anyone has tried this app out, I would appreciate your comments. And has anyone found a good online list of potential GTD iphone/itouch options?

Kelly,
Very surprised to see you leave the Palm OS after ALL of these years!! Would love to hear more about your decision to leave the old "tried and true" OS.

hi Erik -- it was a big decision and did not come lightly because it meant changing my systems entirely as well as moving cell phone carriers. Part of it was just wanting something new, and, the iPhone offers so many compelling, cool, fun features that I just had to have one. I absolutely love it and don't regret the move.

I use ToodleDo - www.toodledo.com - for all my GTD productivity on the iPhone. Not only does it sync to the web and have a very nice iPhone app, but there are very good plugins for a wealth of other applications like Firefox, Google Calendar... even a booklet printout!

It's the only GTD app I've been able to stick with thus far because it makes getting information in and out of the system VERY easy and I can have everything in one system, no matter where I am.

I'm currently on "Things". It's practically GTD from the book to the iPhone. I just love it.

http://www.culturedcode.com/

Where would "get haircut" fit?

It's actually part of my "Maintain personal appearance" project.

Seriously. [blush]

- Don

I also use ToodleDo and love it. I tend to manage my work tasks in Outlook 2007, my home tasks on the iPhone (using the ToodleDo app) and my home GTD reviews online at Toodledo.com. To keep them all in sync and to have all of my information "in one place", I use Toodledo Outlook Sync. It syncs my Outlook with Toodledo online. The Toodledo app then has a button to sync the online information with my iPhone.

This probably sounds complex but it's really not. It has worked out great! My family is amazed at how well I'm able to stay on top of things now. I get a lot more done on weekends and I feel much less stress because I know I have my complete list.

thanks to all of you for your contributions!

Marc, does Things do contexts yet? Does it pass all of my questions above? When I looked at it it did not.

Thanks Kelly. Things has shipped version 1.0 (finally!). I use its "tags" as contexts. You can filter your actions by tag, so that works. For what I understand, it passes every question -some with honors-.

I've also been on the market for a while searching for the "best-of-breed" tool that wil allow me to implement GTD without requiring focus on how to handle the tool instead of what I should be really thinking about.

So far, so good. I will take a look at Omnifocus (since I'm a Mac user). But my two cents is that Things works like a charm.

I've been a GTD fan since early 2005. Compliments on your blog.

For a Mac user I recommend Things for Mac and iPhone. I've used OmniFocus on both Mac and iPhone, and I find it too complicated and enforcing of a certain process flow. Things and Things Touch are much more flexible, and yet come out feeling more like a natural GTD app than OmniFocus, which tries to align itself with GTD harder, but in my opinion overshoots the mark.

Having said that however, I'm sure OmniFocus is a perfect fit for some people. I've observed that the reason people are always switching tools with GTD is largely because as their understanding of it progresses through layers of practice, old tools no longer fit new insights into GTD as well as they once did.

For me, today, Things is the best fit I've found by a country mile.

I have no affiliation with Things app for iPhone in anyway. I am just a very satisfied user. I am fairly new to GTD, but from what I can see it fits the bill. Many of it's features are subtle and intuitive. The iPhone app works really well and it just added support for tagging, which was an issue until now.

Cultured Code's Things is the most elegant and flexible system I have found to implement GTD. They also have a great companion software for your desktop as well.

iPhone version
http://culturedcode.com/things/iphone/

Desktop version
http://culturedcode.com/things/

I tried Omnifocus as well, but it's awkward and heavy in my opinion.

Hey Kelly - I've had my iPhone for just over a year and I tried several apps, including the ones mentioned above. Remember The Milk has been the clear winner for me. It's fast-loading and with it's gmail extension for firefox, my lists are always right in front of me and it's dead simple to add a task to my in-box. I keep my setup very simple with just a few lists (contexts) very much like the original Palm to-do list setup David described in his white-paper. I wouldn't trade my iPhone for any other gadget. With Palms, I used to trade up every year or so. I'm at just over a year with my iPhone and have no desire to change devices. Thanks for posting your experience.

43actions.com,
simple and easy to use.
Fits the criteria, and is donation-ware.

For me, OmniFocus eliminates drag, and makes me feel like Captain and Commander while getting things done. With other iPhone programs, I find that projects stagnate, or I end up endlessly/fruitlessly tweaking them in order to make them work better.

As Kevin mentions above, OmniFocus has a Miscellaneous project, which is set (by default) to contain single actions. In preferences, you can set OmniFocus to clean up the inbox and place single actions into your chosen gathering area.

I've tried Toodledo, Easy Task Manager, ToDo, WhatTasks, Divide ToDo and Things - and the only program that I have found to eliminate drag is OmniFocus. It works well for me.

On a different note - as I was reading this post, it occurred to me that it would be beneficial if there was a GTD "certification" for these programs. So many of them claim to support GTD (and fail, according to your criteria). Shouldn't they have to comply with criteria set by DavidCo? If they don't support official GTD criteria, aside from diluting the GTD trademark, potential customers might think their poor implementation of GTD is legitimate (and inadvertently lead them away from learning GTD properly). An official stamp/seal of approval would benefit GTD, the program and the users. A win-win-win situation.

Jim

I think LifeBalance meets or exceeds all your requirements. There are Mac, PC, iPhone and Palm versions and you can synch between the desktop and handheld packages.

I am a new user, but picked it because it was so cross platform. I use their places as my contexts.

I hope you will keep us updated on how this works for you. I am an Outlook user tied to a blackberry, but have considered the iPhone. Your experience will be very helpful.

I am also a very satisfied Toodledo user on the iPhone. Terrific GTD tool that keeps me on top of things no matter where I am.

I also love the iBlueSky mindmapping app that can be emailed and imported into my open-source X-Mind app on my laptop.

Thanks for your blog and all of your work!

Don, you wrote:
Where would "get haircut" fit?
It's actually part of my "Maintain personal appearance" project.
Seriously. [blush]
--------
I would consider that a 20,000 foot area focus not a project that would have a defined finish line.
Kelly

Another vote for Toodledo. It's ugly as sin, but is the best out there.

PS. I still use Outlook. :)

Hi Kelly,

I am a mac Iphone user.

I am not surprised that your transition from Windows/Palm to Windows/Iphone was a little bumpy and perhaps frustating. So I am glad to hear you have found something that works.

The "metaphors" or environments, if you will, for the two operating systems (Mac and Windows) are quite different. I think it probably took you so long to find a good app that works because you needed it to integrate with PC/Outlook.

For Mac users, the iphone will be a much smoother transition. Many of the GTD iphone Apps are built for both the iphone and the Mac and integrate/sync nicely with Mac's native applications (mail, address book, ical).

Things does have Contexts in the form of Tags. It's a little confusing when you first launch the application but once you start using it, the Tags/Context system works quite nicely.

I ended up biting the bullet and buying OmniFocus for my macs and Iphone. It syncs amazingly! It is simple to use yet has a few more advanced features if you want them. (The location specific context view is amazing -- it uses the GPS chip in the iphone and only shows you the actions you are physically close to.)

Best of luck with your new tool and I hope you'll keep us posted on your experience and pros/cons.

OmniFocus, no doubt. It is 100% of your requirements (including no need to include items in a project... there are two types of collectors, "Projects" and "Single Action" containers). It is a true GTD application, and the sync from iPhone to Mac (to additional Macs) is great.

To get a real feel for it, check out the ScreenCastsOnline demonstrations.

Perhaps it's too early to say but maybe the new Palm Pre (see http://www.palm.com/us/products/phones/pre/index.html) could be a better answer - getting the features of the iPhone but staying with the Palm OS. One to watch?

Kevin and Jim above both talk about adding tasks to the misc. list in Omnifocus.

In Preferences:Data in the cleanup section, you get the option of having another list for your single action tasks (I call them "Tasks"). This is like one big project list with all your single action tasks and can be shown along with your project list, or separately using a "perspective."

Randy

I have been impressed with toodledo, the web app is easy to interface with Outlook 03 with a few tweaks to get around the security that kicks up the access message. Toodledo on the iphone looks and works good. GTD friendly.

Like you, I've been using KeyTasks, and have found it to be a wonderful little app for GTD.

I've tried several different applications and setups for both Mac OS and Windows, and as of yet, nothing comes close to Things on Mac OS and iPhone.

That degree of simplicity and usability and also integration between desktop and PDA, is what all GTD software should aim for.

I hope other applications will catch up soon and offer serious competition, since there's surely much more to be invented.

Kelly, if I may ask, which app did you go with for your iPhone? I wont take your answer as an endorsement, just wanted to know.

Vitalist! I'm really surprised this has not been mentioned. It's a full GTD app, exceeding your basic GTD 101 requirements. It's web-based. There is a great iphone interface. It's free or fee-based, depending on your level of implementation. It connects with Jott and Twitter and many other inbound collection tools.

I use Things as a task-manager and view it as meeting all of your GTD requirements.

Its biggest strength for me was fitting right into iCal. By syncing tasks to the desktop calendar I already use, the cultured code folks have completed the iCal application.

Its interesting to me that you haven't mentioned the phone's ease of use as a collection tool. I use the camera to take photos, and Notes to collect text, emailing both media to a dedicated collection gmail address that I have linked to Apple's Mail program on my desktop. Captured in Mail, I can search them in Finder's spotlight, file them, etc. Smart folder rule-based automatic email filing is a little over the top, but does help me stay on top of my collection process ...

I am looking all these apps mentioned and I use OmniFocus for now, but am evaluating one called InBox from www.midnightbeep.com/.

I like the app and is does somethings I have not seen in others 1) a questionnaire to teach yourself the principles of GTD and 2) a on screen reminded to keep you on task if you are like me and slightly ADD it really helps. They are at version 1.4 and a 2.0 coming in next month or so. Very well thought out interface.

Another I am watching is Daylite from Marketcircle. I have used and taught on that product for CRM on mac for a while and it is a great tool, but now they are moving to a GTD workflow with the latest version 3.9 that was announced at Macworld with an iPhone app as well coming in March.

I think it could be a great year for GTD and MAC.

I use "Things" on my iPhone. It's a MAC based program and I don't even have a MAC (yet), but I would use this as a standalone on just my iPhone above all other programs. It absolutely fits GTD like no other system I've ever found, and I've been looking and creating them for a LONG time!

Hi Kelly,

I think my setup of Evernote fits almost all your requirements for GTD & the iPhone. Personally I think their iPhone apps simply rocks. Please check out my blog to read about it:

http://www.fokkekooistra.nl/blog/2008/11/30/evernote-and-gtd-1/

Regards,

Fokke

I use "Things" too. LOVE it! Simple, easy to use, and syncs wirelessly between iPhone and desktop -- no need to plug in.

I am another proponent of OmniFocus for the iPhone, however I use OmniFocus, the OS X app, syncing the two for optimal use (for me). I can fly with the OS X app; the iPhone app serves for me well when away from my computer in the runway part of GTD (implementing), decent for review, and is an OK place to enter new tasks (I tend to use Jott more, and move those speech to text translation later into OmniFocus on my computer), but I don't do a ton of planning in it. I don't know how well the iPhone OF would serve me without the OS X app.

The location aware aspect is pretty nifty. Find the nearest gas station, or what have you. It works off Google. A real time saver, but with "hardware" entered as the search criteria for hardware and DIY home stores, and while outside of my normal haunts I wanted to buy nails, and the hit that came up was Restoration Hardware ;)

Bob

Wonderful post! Thanks a bunch!

I'm a Mac user and have been using OmniFocus almost from the beginning (about a year ago). I've trusted my life to it - and I have no regrets! I'm soon getting an iPod touch and will have OmniFocus on that one too. It takes some time to get used to, but it's very rewarding!

I liked the 5 minutes or so I spent with Midnight Inbox. It uses the built-in suite of Mac OS tools (Mail, iCal, etc) to automatically collect inputs, and it's GTD in every way.

But I can't use a tool like that. I don't want to be held hostage to my laptop. So I use 37 Signals' Ta Da List as a task manager. It has absolutely nothing fancy at all - Task Body, Task Complete Checkbox, and Category (i.e. Context) - and a nice iPhone interface. I use it on multiple computers and never worry about where my tasks live.

Hi, I'm using Things and I think it's the best software to work with GTD. So you have to take a look.

I'm using Evernote on the iPhone which I find great for entering quick notes, next actions etc and have setup multiple notebooks and tags for contexts in line with GTD.

It won't be a full solution for me until it has full offline data access on the iPhone, but apart from that it's a great app.

Use the PC software at home, on iPhone and via Web interface at work.

I am using ToDo that syncs with ToodleDo as it was on sale and had good reviews. I am finding though that Toodledo does not seem to do what I want. Or perhaps I am misunderstanding. I basically need folders, projects, and tasks - which ToodleDo doesn't have, right? I need a "Waiting for Feedback" folder, with a "ProjectA" project, and then tasks within that project. It seems like such a basic thing. Given that I'm not happy with my setup now, I'm very reluctant to drop $10 or even more on a new app only to discover I don't like it either. I did use RTM, but $25 on a recurring basis seems remarkably high.

Hey, thanks for this! I just got an iPhone and i needed this info. as far as my computer, Outlook Track-It has been amazing for the GTD concept..downloaded a small plugin toolbar to my outlook and now I can be reminded to follow up to emails. If you have any writeups on this, or similar software, PLEASE PLEASE email me!!

I agree with the other comments about Remember The Milk, it totally rocks! I use it everyday and it even offers "offline" access (if your Mac is offline, not iphone - which is always connected).

There was a great blog post about using RTM with GTD principles:

http://blog.rememberthemilk.com/2008/05/guest-post-advanced-gtd-with-remember-the-milk/

Kelly,
I have been using the GTD system for a number of years now and have recently purchased an iPhone. I am a pc user am am looking for an app that syncs with my outlook, not any webbased application. I just finished reading the reviews on Keytasks on iTunes and found quite a few that seem to experience syncing problems with outlook, as well as poor support or none in many cases. So I am a bit hesistant to make the jump. How long have you been using the keytasks app for Iphone and what has your experience with syncing and support been like since you wrote the post on Jan. 9th?

HI SONIA.

YOU ASKED: How long have you been using the keytasks app for Iphone and what has your experience with syncing and support been like since you wrote the post on Jan. 9th?

I JUST STOPPED USING KEYTASKS YESTERDAY (2/21). THE SYNCHING WAS "DOWN" FOR MORE THAN A DAY THIS WEEK AND WHEN IT DID START WORKING, IT CREATED MASSIVE DUPLICATES IN MY SYSTEM. I DECIDED TO MOVE MY ENTIRE GTD LIST MANAGEMENT INTO LOTUS NOTES, TO USE ERIC MACKS'S "ePRODUCTIVITY" TEMPLATE AND AM CONSIDERING NOTESPRO FOR MY SYNCHING TO IPHONE.

SORRY--I HAD HIGH HOPES FOR KEYTASKS, BUT THE INTERMITTENT SYNCHING IS A DEAL BREAKER FOR ME.

KELLY

I've tried both Things and OmniFocus for the iPhone and as a desktop application. They're both nice but neither is perfect.

OmniFocus doesn't allow me to see all my next actions at once without seeing them in context. And if an action does not have a context (though perhaps that should never be the case) you have to go to the assigned project to find it. Maybe this is too structured? Things lets you to view all of your actions in one area.

Things won't show me only my next actions. It shows me all the actions I've defined for a project regardless. Now, maybe having multiple next actions is an improper use of GTD. By definition there is only one next action right? But it seems like every GTD application allows for, encourages even, multiple actions Still, it would be nice to see only the next actions as well as any additional defined actions (and be able to tell which of these are next of course). OmniFocus does this well.

I'm still trying to figure out GTD. I've read the book several times but I'm still missing something. I suspect I haven't done an adequate sweep but anyway if there's something in these programs that I'm missing and that I can get these views to show what I want, please, let me know!

Right now I think I like Things the best but I'm happy to change if/ when I find the "right" solution.

I can't say enough about "Things." I used the beta version on iPhone and Mac for a while and just spent the $50 for the full version.

It passes Kelly's 7-prong test with flying colors, so long as you use the tags as context.

One of my favorite aspects of the program is how quickly you can add something to "collect." From either the iPhone or Mac, 1 little click generates a new task.

I am using Key Tasks as well because I manage my calendar with MS Exchange and wanted to keep everything centralized. Key Tasks is terrible in my opinion. It is virtually featureless. I am on a domain in which I cannot allow the sync program to access my outlook client when ever it wants because the option is grayed out due to security policy. So outlook prompts to allow access for a certain very limited amount of time. I set it up on my home computer and then tried to install on my work pc and It wont let you sync a mailbox with multiple computers. Meanwhile my outlook client is at home refusing the sync manager access because I am not there to allow it. I bought the app based on this article. :(

Hi thank you for your helpful posts!

I'm just new to GTD (already reading the book) and it's great to know that are some apps very friendly with GTD in iPhone.

My questions:
- With iPod Touch (only sometimes wifi-connected) which are the main choices?

- Working with Google apps (mail, calendar docs, notebook as reference) which app fits best?

- What's about planning, brainstorming, reference, etc. in this apps?

- Which apps can get input from email, rss, camera, email attachments... ?

Thank you very much!

I need an iPhone GTD app that will import tasks I generate in Entourage from emails, calendar items and notes. Which will do that?

Is key tasks still in existence? I heard a rumour that it's been discontinued!

This message is posted on Chapura's website:

"On June 20, 2009, KeyTasks and KeyNotes for iPhone OS were officially discontinued. This was a business decision business based on the conditions of the market."

I used omnifocus for a while - there's a long learning curve to get used to it and I didn't find the interface intuitive. With omnifocus I ended up spending more time on the program then on actually getting things done. It is a good, very thorough program.

I have now switched to THINGS. Its so much easier to use and intuitive - a great balance between fast, useful and easy to use. The best way to describe it is that's its much more 'apple' like. I'm more likely to use it regularly and I'm focused on my work rather than the application.

Some of you who use web interfaces on your iphone for GTD instead of a standalone app: have you never been without service, such as on a plane? Relying on web access for the critical capturing stage of GTD is risky, IMO.

Hi,
I use What Do I Need To-Do? It's a relatively new app that appears to be loosely based on Stephen Covey's book, First Things First. It is not as sophisticated as Things or OmniFocus etc but in my opinion offers a cheap, alternative way to help you GTD.
more info on www.keaneandable.com/iphone

For Mac users there's not better organizer/manager than Daylite (marketcircle.com). It has an iPhone app (free). A less robust way is with Bento (filemaker.com) you'll need to created your own or use/modify templates.

Like some others, I also use the Toodledo website. (RTM looks good but is more expensive.) The other two pieces: I use the Toodledo Outlook sync utility from Chromatic Dragon, which seems to work well, and the Todo iPhone app from Appigo, which has been reliable. They all sync well, although occasionally I've had a few duplicated Tasks, which at worst is a minor annoyance. (I have not tried the Toodledo iPhone app.)

Like some others, I also use the Toodledo website. (RTM looks good but is more expensive.) The other two pieces: I use the Toodledo Outlook sync utility from Chromatic Dragon, which seems to work well, and the Todo iPhone app from Appigo, which has been reliable. They all sync well, although occasionally I've had a few duplicated Tasks, which at worst is a minor annoyance. (I have not tried the Toodledo iPhone app.)

I've settled on OmniFocus. It's got good synchronization between my iPhone and my Mac and lets me do all of the core GTD things that I want to do. For awhile I was frustrated by not having a way of syncing my PERSONAL GTD lists with the task management system used by my organization. David Allen's GTD system works great for personal task management, but at the organization level, there's the added complexity of having multiple users, so that task A is assigned to Jane, task B is assigned to Joe, task C is assigned to me, etc. We use a web-based service called Basecamp (basecamphq.com) for keeping track of all of this collectively, so I wanted a way to sync my personal GTD items with Basecamp. I was very pleased, therefore, when someone created a service called Spootnik (spootnik.net) which synchronizes Basecamp to OmniFocus. This means that now I can access and modify all my projects and tasks either on my Mac or my iPhone, or on the web via Basecamp. They all stay in sync. I can also separate my personal, non-work tasks so they are NOT synced with Basecamp.

Having used the systematic approach of GTD for the last 7+ years, I find Omnigroup's excellent program OMNIFOCUS the best software ever to implement the ideas of GTD. Others work - but, Omnifocus works in the same systematic manner as GTD.

After trying several including Things, Action Lists is the easiest and most fitting GTD app for the phone.

From Keytask main page:

On June 20, 2009, KeyTasks and KeyNotes for iPhone OS were officially discontinued. This was a business decision business based on the conditions of the market.

No updates will be made to these products; however, they will be supported and the synchronization server will be available until June 20, 2010. Please note that because these products were discontinued, Chapura has no plans to provide future updates or enhancements to these products.

Hi Kelly,

I'm very new to GTD, but have started using "Ultimate Todos" on my iPhone, which syncs with Toodledo on the web.

I've been using Entourage for email/calendars/projects on my Mac since I've had it, so never got into using Mac Mail/iCal. Still wondering if that's a better bet for my GTD, but would miss the handy nature of capture on iPhone in Ultimate Todo. Still trying to work out how to put it all together!

I am a Mac user an use DayLite, it has Daylite touch which works well together with the GTD system. i am surprised no one has mentioned it here. I personally use DayLite because it allows me to mail merge, create projects, create opportunities and add tasks etc to it. I love iCal and Addressbook but these cannot be as a contact mananger/project follower etc.
DayLite is from MarketCircle. At the Macworld SF this year they had a presentation with a GTD coach, loved it.

Kelly,
Since we use Exchange at work with Outlook 2007, I bought IMExchange for my Ipod touch 2g. It works great at home and at work over wifi. I also use the Outlook Plugin so i have over 200 tasks to sort. You can show only on context if you like or as many as you choose. It even has a feature to sync notes and give you the option to turn on your "Out of office" message. I looked at Key Tasks but with installing an app on your desktop to get it to sync and pay a yearly fee, It seamed like to many steps to get the updates across. IMExchange does not require any software on the esktop or network but connects directly to the exchange server.
You should check it out.

PS Thanks for coming to Toronto last year.
Peter