First of all, I have read the GTD book twice to make up my mind about all aspects of the GTD process that are relevant to me.


The GTD book identifies the following key aspects (please correct me if I am missing something important here):
- Inbox
- Projects list
- Projects plans
- Projects material
- Maybe/someday actions list
- List of next actions
- Calendar
- Contexts
- Mood, time estimation
- List of waiting-for actions
- Control lists


I usually work with the RTM iPhone application (although I also use the web app both at home with safari and at work with firefox+”A bit better RTM” extension),
I have had to adapt my GTD to the RTM iphone app, because:
- iPhone screen is small: you can only see 6-7 elements at the same time without scrolling
- When you are viewing a list of tasks in the RTM iphone app:
- You can see the task name
- You can see the task priority (a blue or red dot next to the task name)
- You can see the list where the tasks is located (as a grey text below the task name)
- You can see the due date (a blue text at the right)
But
- You cannot see the task location
- You cannot see the task tags
- You cannot see the task estimated time
- etc.
and thus the field you use to store the info matters


So I have decided to:
- Use lists instead of tags for basic divisions (as they can be seen in the iphone)
- Use the field "priority" to represent the status of a task: (as they can be seen in the iphone)
- Status "none" is represented by "No priority" (no color in iphone)
- Status "next-action" is represented by "Priority 1" (red color in iphone)
- Status "waiting-for" is represented by "Priority 2 or 3" (blue color in iphone)
- Use the field "location" to represent the context


And then I have the GTD key concepts in the following manner:
- Contexts: I use "location" field. I have: Home, Work, Errand, Web, Phone
- Projects plans: I create a list with the project name, using suffix "P." (like P.BuyLaptop) and then all actions for the project are tasks within that list
- Projects list: I don't have. I use the "lists" view to see my projects (name starts with "P.".
- Projects material: I use Evernote separate app.
- Maybe/someday actions list: a list called "** Someday"
- Inbox: A Smart list named "** Inbox" that gives me:
tasks that must be GTD-processed
and
next tasks that do not have the context set
The RTM criteria is (list:"inbox" and priority:none and due:never) or (isLocated:false and not priority:none)
- List of next actions: One smart list for each context. For example:
List "** NEXT at home": tasks at home, that are due today, or that are flagged as "next"
The RTM criteria is: "location:Home AND (due:today or (priority:1 and due:never))"
"** NEXT at work" etc.
- List of waiting-for actions: A smart list called "** Waiting for" that gives me those tasks with status "waiting-for"
The RTM criteria is: "priority:2 or priority:3"
- Calendar: I don't have any explicit calendar. The list of next action already provide the tasks for today, and RTM has default views for Today, Tomorrow and This Week.
- Control list: A list named "L.XXXX" for each control list (like L.WeeklyReview). I have L.WeeklyReview L.Birthdays, L.LuggageForTrips, L.Loans, L.Gifts, L.Downloads and L.Readings"
- Mood, time estimation: I have decided not to use these concepts: too much organization work for the little advantage I see on them


In addition, I use the "tag" field to represent the person I have to interact with, for example my wife, my mum etc. (I do not have many persons here). It would be great to use the "Contact" RTM field but that field is for other RTM-users, not real-world people... sad!


ADVANTAGES:
- When looking inside a project list in the iphone app, you can see very fast the next-actions (red ones) and the waiting-for actiones (blue ones) without entering in the details of the tasks
- The inbox smart list show you the "incorrect tasks" (that do not have location but are next-action tasks)
- There are no "meta-tasks" representing the project as a whole (not needed)
- I have few locations, few tags and few relevant lists (those starting with ** like ** Inbox or ** NEXT at home) means that I need less scrollong in the iphone. Good!


DISADVANTAGES:
- Moving a project with his plan to the "** Someday" list implies moving all actions in the plan as a note to the project that is a tedious task.
- RTM shows the smart list at the bottom of the list's list (instead of being pure alphabetic), so I have to scroll to see my relevant list at the bottom... I hope they improve this!


What do you think?
Could I improve something?
Please share your thoughts!