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GTD in 15 minutes A Pragmatic Guide to Getting Things Done

For example, if you need to finish writing a blog post but are waiting on your editor to get you feedback on your last draft. The final step constitutes the final action what is gtd to finish the tasks at hand. By combining David’s methodology with Wrike, you can get a lot done and also save hours each day while increasing your productivity.

To organize things that are not actionable, you need a Trash, a Someday/Maybe list, a Tickler File and a Reference Material list. To manage these lists properly, it is advisable to divide them in categories, since they tend to grow over time. While GTD is an excellent system for organizing your tasks, how you tackle them remains up to you. If you struggle with constant distractions at work or procrastinate, you should consider combining GTD with a system like time blocking or calendar blocking. Digital tools such as Asana or Trello, or a calendar app can be used as inboxes to capture tasks as they come in.

Projects in GTD

Use it appropriately to organize your plans and prioritize your to-dos to make them manageable so that you can work through them stress-free. The Projects list and project plans are typically reviewed in your GTD Weekly Review, ensuring each project has at least one current next action, waiting for, or calendar item. Having an intuitive, powerful way to establish and stick to priorities can make all the difference when you’re ready to take your task list to a new level. Watch your energy level change throughout the day for a week to find out when you have energy highs and lows. In future, schedule tasks that require your full concentration and performance at times that suit your biorhythm, when you’re feeling energetic and up to the task.

gtd project management

When you let something come in your life or in your work, you make it a commitment with which you have to deal. Clarifying is the act of defining what the stuff in your inbox means, one by one, until it is empty, and deciding what you are going to do with them. To achieve a truly productive life you must rely on an efficient organizational structure. It contains the 28 most relevant points of the methodology and 59 links to articles that delve more on the most important aspects.

Some tips to help you implement the GTD system

The waiting for list is for tasks that you cannot act on immediately because you are waiting for input, information, or action from someone else. For example, if you need specific data to complete a project report and are waiting for a colleague to provide it, you would add that task to your waiting for list. GTD emphasizes a top-down approach, encouraging you to break down tasks into their smallest actionable components.

gtd project management

In GTD, contexts identify tools, places, or people that you require to complete a given task. In other words, contexts allow you to focus on what you can actually get completed, given your current circumstances. For example, if you are at your office, you don’t want to waste time sorting out all the next actions you have at home. Once you’ve captured everything, it’s time to clarify. During the Clarify step, you’re turning the information you’ve captured into actionable tasks, detailed notes, or robust context. The Clarify step and the Organize step go hand in hand—as you Clarify, you also Organize this work into the appropriate project.

Why use a get things done (GTD) template?

You’ve cleared your mind and organized everything you need to do. We’ve all saved to-dos as “unreads” in our inbox to get back to later. But these things take up mental space and aren’t actually productive. Instead, turn each to-do into an actionable task—and immediately move it into the appropriate project.

  • To keep things simple, finish setting up your GTD system first to get a sense of your workflow.
  • The Getting Things Done method is an easy to implement, flexible method that reduces the strain on your brain and helps you get higher-impact work done.
  • Create a task for “Outline ebook,” a task for “Review outline,” a task for “Draft ebook,” etc.
  • You can also view all the tasks tagged with a specific label by clicking on the label’s name in the label list to the left of your Todoist.

This guide will introduce you to GTD principles and workflows and what we think is the most intuitive way to implement them. We’ll be focusing on how to GTD with Todoist, but the same principles apply no matter what app you use. The key to GTD isn’t the specific tools you choose but rather the habits you employ on a daily basis to think about and prioritize your work. Get back on track by using these time management strategies to become more focused and productive. Wrike offers template folders where you can store your projects. Customize the hierarchy of tasks and share them with your team.


You can think of projects like virtual folders to store important, related information. By organizing and moving to-dos into their relevant projects, you turn these to-dos from notes into actionable work. The Natural Planning of Projects is a productive way to think about those projects that require some elaboration. It creates maximum value with minimal effort and expenditure of time, and involves (1) defining the purpose—why?

This allows you to keep track of the tasks others are doing for you. Collect all your tasks, appointments and ideas in inboxes. An inbox can be any organizational system that lets you capture things in writing. That means you can use both digital and analog inboxes, such as your email inbox, Evernote or OneNote, physical trays or vertical filing systems. This first step can take several days when you first start using the Getting Things Done method.

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In this step, the GTD user defines what a GTD task actually is. Is it a project to break down into a series of tasks? By defining and categorizing tasks, the GTD user is able to filter the thoughts and tasks they’ve captured with an eye toward maximizing productivity. Also keep a reminder list for all delegated tasks outside of projects.

Simply enter your date in natural language, like “every Sunday at 5pm,” and Todoist will automatically recognize and schedule it when you save the task. You want to be able to review these later, but you don’t want them gumming up your system now. It may be helpful to group your projects based on your “Areas of Focus” — the GTD term for the various areas of responsibility you have in your life. These areas are a tool to draw attention to your broader life goals while deciding what to work on next. If a task does not fit within the scope of any of your areas of focus, it may be time to reassess if it’s something you want to spend your time on. Or you may just want to separate your projects between “Work” and “Personal.”

In Todoist, your inbox will be the default place to hold all your inputs until you can organize them. While GTD requires an upfront investment in time and energy to set up, it pays off with consistent use. You’ll no longer worry about forgetting a deadline or missing an important task. Instead, you’ll be able to respond to incoming information calmly and prioritize your time confidently.

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admin Junho 11, 2024 0 Comments