I just heard someone say this today, and I couldn’t have agreed more:
We live in the age of communication, but never before has there been so much misunderstanding.
For all of the e-mails, texts, and such that we send around our church office, we often misunderstand or misinform each other. That’s part of why we embarked on this mission to find a GTD app/system that would help us keep organized. In the previous post of this series, I revealed that we chose Wunderlist to manage our tasks for us. Today, I’d like to offer up another solution that would be helpful in a staff setting in which someone on the team is less than tech savvy.
Spreadsheets as a DIY GTD Solution
To give credit where credit is due, I first heard of this McGyver style GTD solution from this LifeHacker post, and I instantly thought it was a genius idea.
This solution works whether you use SkyDrive (Microsoft’s soon-to-be renamed cloud system), Google Drive, or iCloud because all you’re doing is editing a shared spreadsheet file. It’s so easy that my mom could use this system, and while she’s no dummy, she’s really not super secure with technology. Here’s a sample doc I created using Google Drive/Google Docs:
Once you create your spreadsheet, you just share it with your teammates via their Google e-mails. Super simple.
Now, I used Google Docs, but you could easily use another cloud service, or create a local spreadsheet and sync it through Dropbox or any of the other hundred file syncing/sharing services out there.
If want to create individualized task lists that are viewable only between lead pastor and staff pastor, then simply create a spreadsheet that is only shared between those two accounts. Otherwise, it’s the same process.
Most non-technical people I deal with have a working knowledge of spreadsheets because—let’s face it—that’s all that computers had when they first saw one. Once you set up their account and provide some small supports, such as shortcuts or bookmarks, the learning curve essentially vanishes. That’s what makes this a great, free way to keep your team organized.
Do you have any teammates that could benefit from such a simple, yet shareable, GTD solution?
Rick says
Since there *is* no such thing as a silly question, could you decipher your acronym “GTD”? DIY no problem; I’ll assume Group To Do, but I hate assumptions because of how they make me…feel 🙂
Phil Schneider says
Hey, Rick. Group To Do, works just fine! I only learned what GTD means a few weeks ago, and I believe it’s Get(ting) Things Done.
I should have included that in the post, but I’m usually so behind on such abbreviations that I figured everyone else would know. Sorry that I assumed that. I know how you hate how that makes you feel. 😉
Rick says
My thanks, Phil – as to the solution itself? Looks good – flat file database, shared access. I’d wonder about row level/cell-level locking if I were looking at an industrial strength solution, but otherwise what you’ve outlined looks like it would work fine.
Phil Schneider says
I thought about adding frills like that, but then the complexity level jumps up for the novice user.
brian says
Rick, Getting Things Done is in reference to Getting Things Done by Dave Allen. It is a comprehensive book that details a different outlook on how to get difficult to measure work done. Work used to be something more like “cut that wood” but now it is “plan that event” … you used to know when the wood was cut, but how do you know when you are done planning your event? Like I said, it’s comprehensive, but I found it life-changing. 🙂
http://www.amazon.com/Getting-Things-Done-Stress-Free-Productivity/dp/0142000280
Phil Schneider says
Thanks for that info, Brian. I didn’t know that! 🙂
Rick says
Many thanks, Brian! I’ll check into it!
Barry Whitlow says
Excellent Phil, thank you! I have been looking all week for a ‘simple’ solution like this. Is there any way to save the one you showed us? That would help this rookie get started. Thanks again!
Phil Schneider says
Hey, Barry. I’m not sure I understand. Do you want a copy of what I made for template?
Barry Whitlow says
Hi Phil, I went to create a spreadsheet in Google like yours and when a new one opened it’s a LOT different than your example. I don’t know the program and wondered if you had one you could share with my email so I could save it as a template. If not no problem, thanks so much!
Phil Schneider says
Weird. Maybe our browsers/OS can account for some of the differences?
Either way, here’s a new link that should allow you to edit and copy my file into your own Google Drive account.
http://docs.google.com/spreadsheet/ccc?key=0An8WmShWsA80dFkxcHh3eU9BWjlVclNtLXJMQ1JMNEE&usp=sharing