Category Archives: gtd

Emacs Org mode and publishing a weekly review

2010-09-11 Sat 08:00

I like using Emacs Org-mode to organize my notes. One of the things it makes it easy to do is to keep a weekly review. I used to switch between using Windows Live Writer and using Emacs Org to draft the post, but with org2blog, I've been using Org more and more. Here's how I use it.

At the beginning of my ~/personal/, I have a headline for * Weekly review. Underneath it is a template that makes it easy for me to review my current projects and make sure that I've got next actions for each of them. Below that is a reverse-chronological list of weekly reviews, with the most recent weekly review first. This allows me to easily review my weekly priorities and copy that into a new entry. Here's what the first part of my Org file looks like (minus the spaces at the beginning of the line)

* Weekly review
** Template
*** Plans for next week
**** Work
- [ ] *Support Classroom to Client:*
- [ ] *Build Connections Toolkit:*
- [ ] *Organize Idea Labs:*
- [ ] *Build career:*
**** Relationships
- [ ] *Plan Wedding:*
**** Life
- [ ] *Sew dress:*
- [ ] *Improve productivity:*
** Week ending September 12, 2010
*** From last week's plans
**** Work
- [X] *Classroom to Client:* Create community and structure online resoruces
- [X] *Connections Toolkit:* Build Activities reporter
- [X] *Classroom to Client:* Format Idea Lab reference presentation
- [X] *Idea Labs:* Assist with planning, process RSVPs
- [X] *Career:* Set up Ruby on Rails
- Helped Darrel Rader with blog feed
- Helped Sunaina with Notes e-mail conversion
- Finalized Idea Lab reference
- Had great conversation with Boz, Rooney, Kieran, etc. about culture and sharing
- Followed up on expertise location, sent draft report
- Collected interesting Lotus Connections practices into a presentation
- Put together match-up slide for IBM acquisitions
**** Relationships
- [X] *Wedding:* Plan NYC trip
**** Life
- [ ] *Sew dress:* Transfer dots and mark stitching lines
- [X] *Chair:* Paint and assemble chair
- [X] *Productivity:* Tweak GTD process - use Org for my weekly review/project template
- [X] *Productivity:* Organize files
- Added weekly lifestream archive
**** Plans for next week
***** Work
- [ ] *Support Classroom to Client:* Collect lessons learned and create new material
- [ ] *Build Connections Toolkit:* Make GUI
- [ ] *Organize Idea Labs:* Update invitation template
- [ ] *Build career:* Go through Ruby on Rails tutorials
- [ ] *Build career:* Prototype Drupal site and learn about new practices along the way
- [ ] *Build career:* Mentor people
***** Relationships
- [ ] *Plan wedding:* Plan BBQ reception
- [ ] *Plan wedding:* Make checklist and timeline for cleaning up, etc.
***** Life
- [ ] *Sew dress:* Machine-baste pieces together
- [ ] *Improve productivity:* File inbox items from my Org file

Most of the time, I leave the template section collapsed, and the "Plans from last week" expanded. Throughout the week, I cross items off and add quick notes about other accomplishments. When I reach the next week, I create a new entry, move the "Plans for next week" subtree and rename it "From last week's plans". When I do my weekly review (or throughout the week, as I notice new items), I create a "Plans for next week" section and fill it in. The editing can easily be automated, but I'll tinker with it a bit first before writing code.

This approach means duplicate information in my task list. It would be interesting to use TODO items instead of list items for tracking my weekly priorities, with possible integration with my web-based task list through org-toodledo. However, I'd need to write code to make the TODO items publish as neatly as this list gets published using org2blog, and I don't feel like going into that yet.

Anyway, that's how I'm currently doing it. =)

Lotus Notes tweaks: Toolbar buttons to file mail

I like the GTD way of managing mail, and I’ve created folders for this. The three folders I use the most are AA Next Action, AA Waiting, and Done. Dragging messages down to the right folder is more mouse work than I like, though. I created three buttons on a custom toolbar. For example, the action that moves the current message to my Done folder runs this:

@Command([Folder]; "Done"; "1")

I’d love to associate these with keyboard shortcuts, or spend some time hacking my mail template. That would be even awesomer! =)

Emacs: Getting Things Done with Org – Basic

2(please remove leading spaces from code excerpts) You'd like to use the Org Mode for Emacs to manage your tasks. In this blog post, I'll cover the absolute minimum you need to get started. We'll assume that you already have GNU Emacs 22 and that you're reasonably familiar with using Emacs, including installing external modules and adding them to your load path. There are a million ways to plan, but we're going to focus on two. The first approach is Getting Things Done (GTD), described by David Allen in the book of the same title. GTD focuses on next actions (the very next thing you can do) and uses context lists to keep things manageable. Popular ways to do GTD are with index cards, recycled business cards, or software programs. If most of your tasks are in your head or scattered on scraps of paper, GTD will probably give you the most organizational bang for the least effort. The second approach is day planning. You plan your week based on your projects and priorities, write your tasks onto the pages for each day, and copy unfinished tasks over to the next day. If you've used one of those Filofax, Franklin-Covey or Dayrunner personal organizers, you're probably used to this way of planning. As you learn more about Emacs and task management, you'll probably develop your own way of doing things. These two are a good place to start, though. (Don't recognize how you plan your day, but interested in using Emacs anyway? Please get in touch with me! I may know of something that fits, and I'd certainly love to hear about the way you work.) If you use GTD, read on. Otherwise, read the Setup and then wait for the next blog post! =)

Set up

Org is part of Emacs 22. To make it even easier to collect tasks and notes, install a separate package called Remember. First, download and unpack Remember. As of this writing, Remember is at version 1.9. You can get the TAR.GZ from or the ZIP archive from . If these instructions are out of date, check to find out where to get Remember. Then add this basic configuration for Org and Remember to your ~/.emacs,

   (add-to-list 'load-path "~/elisp/remember-1.9")                                  ;; (1)
   (require 'remember-autoloads)
   (setq org-remember-templates
      '(("Tasks" ?t "* TODO %?\n  %i\n  %a" "~/")                      ;; (2)
        ("Appointments" ?a "* Appointment: %?\n%^T\n%i\n  %a" "~/")))
   (setq remember-annotation-functions '(org-remember-annotation))
   (setq remember-handler-functions '(org-remember-handler))
   (eval-after-load 'remember
     '(add-hook 'remember-mode-hook 'org-remember-apply-template))
   (global-set-key (kbd "C-c r") 'remember)                                         ;; (3)

   (require 'org)
   (add-to-list 'auto-mode-alist '("\\.org$" . org-mode))                           ;; (4)
   (global-set-key (kbd "C-c a") 'org-agenda)                                       ;; (5)
   (setq org-todo-keywords '("TODO" "STARTED" "WAITING" "DONE"))                    ;; (6)
   (setq org-agenda-include-diary t)                                                ;; (7)
   (setq org-agenda-include-all-todo t)                                             ;; (8)
  • (1): Change the directory as necessary.
  • (2): You can use a different filename.
  • (3): You can change this keyboard shortcut.
  • (4): This tells Emacs to open all .org files in org-mode.
  • (5): You can change this keyboard shortcut.
  • (6): This makes it easy to pull in holidays and other events. See the chapter on managing your schedule.
  • (7): This includes all unfinished todos in the Org daily and weekly views. You can remove this line when you get used to working with todo lists.
After you evaluate that code by calling M-x eval-buffer or restarting Emacs, you're ready to create an Org file.
  1. Open ~/ (or whichever file you specified in (2)).
  2. Save it. This is probably the only time you'll have an empty TODO list.
  3. Use C-c [ (org-agenda-file-to-front) to add it to your org-agenda-files. You only need to do this once for this agenda file.
Read on to find out how to use your new Org file for GTD, or skip ahead to the section on Day Planning to find out how to plan by day!

Org and GTD

So you've read David Allen's book about Getting Things Done (or any of the countless summaries of it on the Net), and you'd like to get started with Emacs and Org mode. I'll show you the bare minimum you need to support the five phases in the GTD task workflow:

Phase GTD Org
Collect Capture everything you need to do. Collect all your bits of paper or put everything into your inbox
Process Actionable? Yes: do, delegate, or defer; no: file, throw, or incubate Put tasks on your list, track delegated tasks
Organize Next actions, projects, waiting for, someday/maybe Tag tasks, view tasks by tag
Review Daily, weekly, etc. Agenda view
Do Actually do the work! No, Emacs won't do the work for you... (But it can brew coffee!)
The first thing you need to do is get all the tasks out of your head, off scraps of paper, out of your e-mail, and so on. If this is the first time you're putting tasks into Org, you have a lot of tasks to collect. The best way to collect lots of tasks is to open your Org agenda file (~/ and put this heading at the end of the file:
   * Inbox
Now go to the end of the file, and type in ** TODO and the first task you can think of, like this:
   ** TODO Buy milk
Press C-M-RET and keep typing other tasks. Keep going until you've gone through all the things in your head and all the scraps of paper lying around. Do not get distracted. Your goal is to write all the tasks down. If you are as easily distracted as I am, do not even open up a browser window or look at your e-mail. It can be a real struggle sometimes to focus long enough to get everything down, especially when you're writing down all these tasks that you can work on. DO NOT DO A TASK UNLESS IT TAKES LESS THAN TWO MINUTES TO DO. In fact, if you are just starting out with GTD, you might find it better to resist all temptations to do tasks during this step. Get it all out. Now that you've gotten your tasks out of your head and into your file, breathe. There's less stress in your brain now, because you don't have to worry about forgetting things (as long as you remember to check your Org file, that is!). DO NOT FILL YOUR BRAIN BACK UP WITH OTHER THINGS TO DO. The brain is a wonderful thing, but it's not good at remembering what you need to do. Whenever a task comes your way—through e-mail, in conversation, in the shower—put it in your ~/ Well, you probably don't want to drip all over the computer, so sometimes you'll need to hang on to an idea—but get it out of your head and into your organizer as quickly as possible. To collect tasks within Emacs as they come up, use Remember. With the basic configuration you set up in the previous section, you can use C-c r t (or M-x remember and "t" for the Tasks template) to pop up a buffer where you can type in the task description and some notes.
    ## Filing location: Select interactively, default, or last used:
    ##     C-u C-c C-c  to select file and header location interactively.
    ##         C-c C-c  "~/notebook/personal/" -> "* Tasks"
    ## C-u C-u C-c C-c  "???" -> "* ???"
    ## To switch templates, use `M-x org-remember'.

    * TODO
And if you're lucky, there will even be a hyperlink to the file or e-mail you were looking at when you called C-c r t (remember, tasks). If you brain-dump your tasks and use C-c r t to collect tasks as they come up, you can free up your brain for other things, such as contemplating the meaning of life.
Now that you've collected all those tasks into your inbox, you can process them. Open your Org agenda file and go to your inbox. For every item there, decide if it's something that you need to act on. Is it really just a note? If so, take out the TODO keyword and organize it like you would store other notes. If it's a true-blue task, decide if it's something you can do within the next two minutes, delegate to someone else, or leave on your task list. Go through your list systematically, delegating and eliminating whenever possible. If you delegate the task, change it to WAITING by moving your cursor to the headline with the TODO keyword and typing S-r (org-shiftright) until it changes to WAITING. To keep track of who you delegated it to, just edit the task description to reflect it. Your organizer file will look like this:
 ** WAITING Buy milk - WJY
You have a list of tasks that _you_ need to act on. If you've braindumped everything that people have asked you to do and that you've thought of doing, this is probably a very long list. Intimidatingly long. The next step in restoring sanity to your life is to organize your list into next actions, projects, things you're waiting for, and someday/maybe tasks. Review that task list. For each task, decide if it's something you can do immediately. Is it something you can do in one sitting, and do you have everything you need in order to do it? If so, great! It's a next action. Leave it on your task list. If you can't immediately work on a task, it may be a project in disguise, and it needs to be broken down into smaller, concrete next actions. For example, the task:
 ** TODO Write a book about Emacs
would probably result in me getting complete writer's block. If you're faced with a big task like this, move it out of your inbox and make it a project. Then you can think of the very next action you need to do. Your Org file could look something like this:
 * Projects

 ** Emacs book
 *** TODO Write about basic Org and GTD

 * Inbox

 ** TODO ... lots of other things go here ...
 ** TODO ... lots of other things go here ...
 ** TODO ... lots of other things go here ...
A task might also be stuck because you need to wait for someone else. For example, I'm currently working on renewing my visa, but I need to wait for the embassy. Mark those stuck tasks as WAITING with S-right (org-shiftright). Someday/maybe tasks are nice to think about once in a while, but you don't want to clutter your day-to-day tasks with them. A basic way to deal with this is to move those tasks into a separate Organizer file such as ~/ . Another is to use tags, which we'll cover in the section on intermediate Org. For now, just move them to another file.
You've gone from a whole bunch of tasks in your brain and on pieces of paper to one text file containing everything you need to do, with an easy way to get to just the things you can do right now. To view all your tasks, type C-c a t (org-agenda, tasks). You'll get something that looks like this:
  Global list of TODO items of type: ALL
  Available with `N r': (0)ALL (1)TODO (2)STARTED (3)WAITING (4)DONE
  TODO Write about basic Org and GTD
  TODO Blog
  TODO Answer my mail
  TODO Alter slacks
Type "1 r" to show only the active tasks, and review what you're waiting for with "3 r". Review this WAITING list every so often to make sure that nothing falls through the cracks. Type "f" to start follow mode, which displays the relevant lines from your Org agenda file as you move around. This is helpful for quickly reviewing your task list.
All of the above should take you less than fifteen minutes of planning each day. The rest of the time, you can focus on doing the work, undistracted by shiny new tasks that pop up because you can get them out of your way with C-c r t. To work, review your task list with either C-c a t (org-agenda, tasks) or C-a a (org-agenda, agenda). From the agenda view, type "t" (org-agenda-todo) to change the task status. I find it helpful to mark a task as STARTED because it helps me remember what I was working on in case I get distracted by something urgent, but you can also use C-u t to jump to a status without cycling through the ones in between (say, marking a task as DONE). You can also press ENTER to jump to the task headline and edit it directly. Going back to reviews: As you mark tasks done, you'll also want to do daily and weekly reviews. You can see those with C-c a a (org-agenda, org-agenda-list), which opens an Org agenda view. To see completed tasks in the Org agenda view, type l (org-agenda-log-mode). To switch to the day view, type d (org-agenda-day-view). To switch to the week view, type w (org-agenda-week-view). The basic configuration I've suggested here will automatically include unfinished tasks at the beginning of the agenda. Scroll up to review your tasks, and press ENTER on a line to jump to it.
Wrapping up
There's a lot more you can do with Org to make it support GTD, but here's a basic configuration that can get you started on collecting, processing, organizing, managing, and actually doing your tasks. Stay tuned for the intermediate Org article for more tips on setting up repeated tasks, clocking time, working with projects, and tagging tasks! On Technorati: , , , Random Emacs symbol: bbdb-edit-current-field - Command: Edit the contents of the Insidious Big Brother Database field displayed on UPDATE: Thanks, Victor, for catching the bug! Changed org-install to org.

Hipster PDA: GTD Tiddly Wiki

Miguel Javier said:

GTD Tiddly Wiki is a GettingThingsDone adaptation of JeremyRuston's Open Source TiddlyWiki. The purpose of GTD Tiddly Wiki is to give users a single repository for their GTD lists and support materials so they can create/edit lists, and then print directly to 3x5 cards for use with the HipsterPDA.

No kidding. I wonder what we should do to get Planner to support 3x5 index cards sanely...

E-Mail from Miguel Javier

彼女は娘にパソコンを買ってやった。 She got her daughter a personal computer.

On Technorati: , , , , ,