In the last few weeks, I've received countless questions from friends and clients about my opinion of the iPhone as a "GTD-friendly" productivity gadget. My answer might sound like a cop-out: "use it if it works for you."
But ultimately how you choose your essential portable productivity tool is a personal choice based on preferences, your work style and what your job requires (portability, accessibility, focus time, research capabilities, etc.).
I've compiled a few remarks on the iPhone for the consideration of the productivity-conscious consumer:
Pros
- Liking your tool automatically increases the probability that you will use it, take it with you everywhere, and look at your lists with a little less resistance.
- Many options = flexibility. Some people will download custom applications to the phone, others will use iCal to manage their to do's and synchronize with their significant other's calendar.
- All in one place - multiple applications in one place means you waste less time switching between gadgets. This was the concept behind the the original line of smartphones. And ladies know, one can never underestimate the value of less clunky objects in her purse.
Possible Cons
- Are you seeing your lists of things to-do in the most effective format possible? Can you categorize based on the context in which you will do the next action step? When you test drive an iPhone, be mindful that many smartphones (some BlackBerry's included) don't offer the ability to see categories easily. Instead tasks appear in a long "flat" list - not very useful when you only want to see your Errands or Calls quickly.
- Distractions. If we were already complaining about information overload because of our laptops, now you have countless hours of YouTube videos in the palm of your hand - yikes!
- Paper vs. Digital - a lot of people easily overlook whether their tendency is towards a kinesthetically-pleasing paper experience or towards a faster digital productivity experience. Consider in your evaluation whether you are a) proficient with new technology tools (how easily did you adopt a laptop scroll pad instead of a mouse?) and b) your natural inclination towards either a pen or a keyboard.
I'll leave you with these clever comments from the GTD master himself about the iPhone and the difference between having a cool tool and having the discipline to fully use the system.
[Reposted from BusinessWeek]
Cool Tech -- A Cautionary Tale
Posted by: David Allen on July 24
I was just talking with a friend who was boasting about all the nifty features of his new iPhone, especially all the capabilities it now has to collect data and input. Taking pictures of business cards that can then be text-searched, recording notes, etc. Seemed, indeed, like the result of lots of creative thinking and design. Then I asked him how often he cleaned up all that exciting new input – i.e. emptied his virtual “in-basket” the phone had assisted him in generating. He sheepishly admitted that was a major problem.
This is indicative of the potentially frustrating side of all the new technology. Lots of new and exotic ways to capture, slice, search, and retrieve data. But no matter how slick the gear, nothing has yet been able to replace the personal and individual executive function of actually deciding what, exactly, all that input means. What action, if any, do I need to take about that interaction that produced the business card I can now take a picture of? How critical is that data, for what purpose(s), now or later on? Until the very specific and discrete meaning of data is determined, there is no criterion for how to organize it.
The cool tech is cool, to be sure - but only if you have installed the best practices of processing the exploding plethora of miscellany it fosters. When they come up with an iBrain you can plug into your iPhone, so you actually don’t even have to think about the contents it collects any more – wow! Of course then you’ll have to choose whether you want the Fast-Track-Executive, Laid-Back-Retiree, or Liberal-Arts-Student version of the premier Decision-Support package add-on (for a nominal additional fee).
If you’re betting on the latest feature-laden nifty small and sexy tool to relieve the pressure of life and work, be careful. The weekend it will require to learn how to use it will be a mere drop in the bucket compared with the extra time you’ll need to wade through the additional stuff it may foster.