Getting Things Done (GTD)

Complete framework for implementing David Allen's GTD methodology to achieve stress-free productivity and mental clarity.

When to Use

• Feeling overwhelmed by tasks and commitments

• Things falling through the cracks

• Mental clutter preventing focus

• Need a trusted system to manage everything

• Starting a new job or major life change

• Weekly planning and review sessions

• Want to achieve "mind like water" clarity

Core GTD Principles

Mind Like Water:

• Your mind is for having ideas, not holding them

• External systems capture everything

• Trust your system completely

• Mental clarity enables better decisions

Workflow Over Lists:

CAPTURE → CLARIFY → ORGANIZE → REFLECT → ENGAGE

Not just todo lists - a complete workflow

Two-Minute Rule:

• If it takes <2 minutes, do it now

• Don't defer quick actions

• Reduces list bloat

Workflow

Step 1: Capture Everything

Capture Rules:

Capture Commitments

What to Capture:

• Tasks and todos
• Ideas and insights
• Appointments and events
• Things people ask you to do
• Things you promise to do
• Random thoughts
• "Someday/Maybe" ideas

Where to Capture:

• Inbox (physical)
• Digital capture tool (Todoist, Things, etc.)
• Voice memos for on-the-go
• Email inbox
• Notebook

Golden Rule: ONE capture location per medium (one physical inbox, one digital inbox) Don't use multiple apps - pick ONE trusted system

Capture Template:

[ ] Thing that came to mind [ ] Another thing [ ] Email I need to respond to [ ] Idea for project [ ] Thing boss mentioned

Step 2: Clarify (Process Your Inbox)

The Processing Workflow:

For each item in inbox:

1. WHAT IS IT? └─> Is it actionable? (Can you DO something?)

2. IF NOT ACTIONABLE: ├─> Trash (delete it) ├─> Reference (file for later) └─> Someday/Maybe (might do eventually)

3. IF ACTIONABLE: └─> What's the NEXT ACTION? (physical, visible activity)

4. WILL IT TAKE <2 MINUTES? ├─> YES: DO IT NOW └─> NO: Continue...

5. AM I THE BEST PERSON? ├─> NO: Delegate (add to "Waiting For" list) └─> YES: Continue...

6. IS IT A PROJECT? (requires >1 action) ├─> YES: Add to Projects list + define next action └─> NO: Add to Next Actions list

7. DOES IT HAVE A DEADLINE? ├─> YES: Add to Calendar └─> NO: Add to Context list (@home, @office, etc.)

Clarifying Examples:

❌ BAD (Vague):

• "Deal with taxes"
• "Website"
• "Mom"

✅ GOOD (Specific next action):

• "Email accountant to schedule tax appointment"
• "Review homepage copy and note 3 improvements"
• "Call mom to discuss Thanksgiving plans"

Step 3: Organize

The GTD Lists:

1. Projects List

Any outcome requiring >1 action

Format:

• [Project Name] - Desired outcome
• Next Action: [Specific physical action]

Examples:

• Redesign website homepage - Have new design live Next Action: @computer - Review competitor homepages for inspiration

• Plan team offsite - Event scheduled with activities Next Action: @phone - Call venue to check availability

• Learn React - Build first working app Next Action: @computer - Complete React tutorial chapters 1-3

2. Next Actions (by Context)

@computer (at computer with internet)

• Research flight options for NYC trip
• Send project proposal to client
• Review pull requests on GitHub

@home

• Replace air filter
• Water plants
• File insurance documents

@office

• Print Q4 reports
• Meet with Sarah about budget
• Organize desk drawers

@phone (calls to make)

• Call dentist to schedule cleaning
• Follow up with vendor about order
• Check in with mentor

@errands (when running errands)

• Pick up dry cleaning
• Buy birthday gift for colleague
• Drop off package at post office

@agenda:[Person] (things to discuss)

• @agenda:Boss - Discuss vacation request
• @agenda:Sarah - Review Q1 goals
• @agenda:Team - Propose new process

@anywhere (can do anywhere)

• Review weekly goals
• Read article on leadership
• Brainstorm blog post ideas

3. Waiting For List

Things delegated or pending from others

• WAIT: Report from John (requested 1/15)
• WAIT: Client approval on design (sent 1/18)
• WAIT: Reimbursement for expenses (submitted 1/10)

4. Someday/Maybe

Things you might do, but not now

• Learn Spanish
• Take cooking class
• Visit Japan
• Write a book
• Start a podcast
• Learn piano

5. Calendar

ONLY hard landscape (specific time/date)

Use for:

• ✅ Appointments
• ✅ Deadlines
• ✅ Time-specific actions

DON'T use for:

• ❌ Regular tasks (those go in Next Actions)
• ❌ "I hope to do this today" (unreliable)

6. Reference

Non-actionable information you need

• Tax documents (2020-2025)
• Recipes
• Instruction manuals
• Meeting notes
• Research materials

Step 4: Reflect (Weekly Review)

The Weekly Review - Non-negotiable

Weekly Review Checklist (60-90 minutes)

Schedule: Every Friday 4pm (or consistent time)

1. GET CLEAR (30 min)

Capture:

• Empty brain - write down everything on your mind
• Process physical inbox to zero
• Process email inbox to zero
• Process notes from meetings
• Collect loose papers, receipts

Process:

• Review "Next Actions" - are they still next?
• Review "Waiting For" - anything stuck?
• Review calendar (past 2 weeks) - capture loose ends
• Review calendar (next 2 weeks) - prepare

2. GET CURRENT (20 min)

Projects:

• Review project list - still relevant?
• Ensure each project has next action
• Add new projects that emerged
• Move completed projects to "Done" log

Lists:

• Review Next Actions by context
• Cross off completed items
• Add new actions that emerged

Someday/Maybe:

• Review list - anything ready to activate?
• Add new ideas

3. GET CREATIVE (10 min)

Horizons of Focus:

• Purpose & Principles: Am I aligned?
• Vision (3-5 years): Where am I headed?
• Goals (1-2 years): What milestones?
• Areas of Focus: Health, family, career, etc.
• Projects: Supporting my goals?
• Actions: Moving projects forward?

Questions:

• What's working well?
• What's not working?
• What should I start/stop/continue?
• What opportunities am I seeing?

4. PLAN NEXT WEEK (10 min)

• Review big rocks for next week
• Block time for important projects
• Identify top 3 priorities
• Feel confident and ready

Step 5: Engage (Do the Work)

The Four-Criteria Model for Choosing Actions:

When deciding what to do next, consider:

1. CONTEXT Where am I? What tools do I have? → Filter to @context lists

2. TIME AVAILABLE How much time before next meeting? → 5 min? Pick quick wins → 2 hours? Tackle meaty projects

3. ENERGY AVAILABLE How alert am I? (1-10) → High energy: Creative work, hard problems → Medium: Routine tasks, emails → Low: Organize, file, simple tasks

4. PRIORITY Given 1-3, what's most important? → Review project outcomes → Consider goals and deadlines → Trust your intuition

The Six-Level Model (Horizons of Focus):

Level 6: LIFE PURPOSE & PRINCIPLES ↓ Why do I exist? What are my values? ↓ Level 5: VISION (3-5 years) ↓ Where am I going? What's the big picture? ↓ Level 4: GOALS & OBJECTIVES (1-2 years) ↓ What do I want to achieve? ↓ Level 3: AREAS OF RESPONSIBILITY ↓ What must I maintain? (health, finances, relationships) ↓ Level 2: PROJECTS ↓ What outcomes am I committed to? (>1 action) ↓ Level 1: NEXT ACTIONS What's the immediate physical step?

GTD Setup Guide

Digital Tools Setup

Recommended Apps:

• Todoist (best for GTD structure)

• Things 3 (Mac/iOS, elegant)

• OmniFocus (power users)

• Notion (all-in-one)

Todoist GTD Structure:

Projects: ├── 📬 Inbox ├── 📋 Next Actions │ ├── @computer │ ├── @home │ ├── @office │ ├── @phone │ ├── @errands │ └── @anywhere ├── 📂 Projects │ ├── Work Projects │ └── Personal Projects ├── ⏳ Waiting For ├── 🔮 Someday/Maybe └── 📚 Reference (optional)

Labels:

• 2min (for quick wins)
• High Energy
• Low Energy

Physical Setup

Physical Workspace

Inbox:

• Physical inbox tray on desk
• Everything goes here first

File System:

• A-Z reference files
• Action support files (per project)
• Archive (completed)

Supplies:

• Label maker
• File folders
• Sticky notes
• Timer

Common Mistakes

Don't Do

Use calendar for wishes Calendar = hard landscape only

Have multiple inboxes One physical, one digital max

Skip weekly review Non-negotiable sacred time

Keep lists in your head External system for everything

Vague actions ("website") Specific next action ("draft homepage copy")

Process inbox constantly Batch process 1-3x daily

Put projects in next actions Projects list separate from actions

Organize before clarifying Capture → Clarify → THEN organize

GTD Workflows

Daily Workflow:

MORNING (10 min):

• Process inbox to zero
• Review calendar + next actions
• Choose top 3 priorities

DURING DAY:

• Capture everything as it comes
• 2-minute rule for quick items
• Work from context lists

EVENING (5 min):

• Quick inbox sweep
• Prep tomorrow's calendar

Weekly Workflow:

FRIDAY 4PM (90 min):

• Complete Weekly Review checklist
• Get to zero inboxes
• Review all projects
• Plan next week priorities

Monthly Workflow:

LAST FRIDAY (30 min):

• Review goals and vision
• Assess progress on areas of focus
• Archive completed projects
• Someday/Maybe review

GTD Checklists

Daily Shutdown Routine:

• Process inbox to zero
• Review today's calendar - capture loose ends
• Review next actions - reschedule what didn't happen
• Capture anything on mind
• Review tomorrow's calendar
• Choose tomorrow's top 3
• Close all open loops

Project Kickoff:

• Define successful outcome clearly
• Brainstorm all components
• Identify next action
• Add to projects list
• Schedule planning time if needed
• Note any waiting-for items

Processing Inbox (Zero):

For each item:

• What is it?
• Is it actionable?
  • No → Trash / Reference / Someday
  • Yes → Next action?
• <2 min? Do now
• Delegate? Add to Waiting For
• Multi-step? Add to Projects
• Add next action to context list
• Move item out of inbox

Troubleshooting

"I'm overwhelmed by my lists" → Do a mini-review: What can you delete, delegate, or defer to someday/maybe?

"Things keep falling through cracks" → Are you doing weekly reviews? That's where you catch everything.

"I never look at my lists" → Lists aren't trusted. Process inbox completely, or you'll revert to your head.

"I have too many projects" → Good! Projects list should capture ALL commitments. Then choose consciously.

"I don't know what to work on" → Use the 4 criteria: Context, Time, Energy, Priority

"Weekly review takes too long" → Do mini-reviews daily. Friday = just tie up loose ends.

Advanced GTD

Energy-Based Contexts:

@high-energy - Creative work, problem solving @medium-energy - Routine tasks, emails @low-energy - Organizing, filing, simple tasks

Time-Based Contexts:

@5min - Quick wins @30min - Focused tasks @2hours - Deep work blocks

Area of Focus Review (Monthly):

For each area (Health, Finances, Career, Relationships, etc.):

• What's working?
• What's not working?
• What should I start/stop/continue?
• Any new projects needed?
• Are current projects aligned?

Tools & Resources

Digital:

• Todoist (best overall)

• Things 3 (Mac/iOS beauty)

• OmniFocus (power users)

• Notion (all-in-one)

Physical:

• Tickler file (43 folders)

• Reference filing system

• Inbox tray

Resources:

• "Getting Things Done" by David Allen (book)

• GTD Connect (official community)

• /r/gtd (Reddit community)

Related Skills

• /weekly-review

• Structured reflection and planning

• /daily-review

• Daily planning sessions

• /goal-setting

• Define outcomes for projects

Last Updated: 2026-01-22