The Complete Guide to the Getting Things Done GTD Method

We should think of our brains a processing tools rather than as storage devices. But to allow us to clear space in our brain we need a secure place to store the information. Create actionable tasks list, categorise and prioritise according to dates or urgency. GTD or Getting Things Done is a time management methodology to help improve productivity.

gtd methodology

If you hate having multiple projects, lists, inboxes, and folders to manage your tasks, Autofocus might be for you. However, a “labeler” and “files” could be digital metaphors for finding the right productivity platform or project management tool that could really transform the way your organize your work and tasks. Outlining your project lists will help you create precise and context-rich next actions. It’ll also give you clearly defined starting points for all the tasks you’re working on.

To Do List Preventing Procrastination

Step-by-step instructions on how to use the Getting Things Done method to manage a project, prioritize your work, and visualize your workflow with Flow-e. According to the GTD method, these work items belong to the “Engage” phase, or simply “Do” when you are finished with your planning for the day. First, if the stuff is “not actionable,” you can trash it (like spam or newsletters), or you can add it to a column named “reference material” or similar. Our goal is to get through all the “stuff” in our workflow and leave only action items which you can act on during the “Engage/Do” stage.

  • Most apps will have three or more priority levels built-in, so it should only take a few clicks to do this step.
  • Don’t be afraid to delete things that you don’t think are important.
  • In this way, you will find yourself naturally filtering them into the day, but always be aware of how much time these are taking.
  • When Allen published his book Getting Things Done in 2001, he singlehandedly created the personal productivity space.
  • In this article, we will take you through each of the 5 Steps showing you the tools and methods we use to manage the process.

If you can’t delegate something, then you need to add it either to a calendar or add it to your next actions list, preferably with a context tag. If you can easily delegate gtd system the thing to someone else, then do so. If you want a reminder to follow up with whatever or whoever it is, you should add the item to your waiting for… list.

Step 2: Task Manager

Plus, bite-sized tasks are less intimidating which means you’re less likely to procrastinate on them. Chances are your current workflow involves both analog and digital tools that may include a calendar, notebook, to-do apps, note-taking apps, cloud storage, and even your bottomless inbox. Using several tools to manage your workflow creates a severely fragmented workflow. Tasks can be divided into actionable and not-so-urgent commitments. The actionable tasks can then be delegated to your colleagues and teammates.

Evernote is a popular note-taking tool that allows you to integrate the GTD method seamlessly with its intelligent task management features. You can create multiple lists, add notes, references, reminders, due dates, and context to your tasks on Evernote. It integrates with your calendar and allows you to access everything from any device at any time. Zenkit is another popular project management tool that comes with advanced capabilities to handle projects and workflows for your team. It features a simple interface and separate solutions for project management, task delegation, and team collaboration.

Does the actionable item require a single step to complete?

You can stay focused, do your tasks, and end the day feeling accomplished. Asking yourself these simple questions transfers your internal goals, thoughts and worries into an external place, as a means to free up your mind and allow for greater focus on the next action. To prioritize with the Final Version approach, you take each task and ask yourself, “What do I need to do before this task?” Then you take that more pressing task, and ask yourself the same question. When you have no answer to the question, you know that task is your most important. Most apps will have three or more priority levels built-in, so it should only take a few clicks to do this step.

Read on to find out how to calculate productivity percentage and leverage the essential yet easy GTD method through Wrike to manage your workflow. When your to-do list keeps growing and you can’t help but worry about the amount of work that’s piling up, what’s your way of getting things done? The GTD method may address some of your most pressing productivity obstacles and more. David Allen’s book Getting Things Done GTD classifies it as a work-life management system giving you the power to clear your mind, while sharpening focus, so enabling you to accomplish more. By organizing your tasks into categories, you can easily identify what needs to be done and when, preventing tasks from slipping through the cracks and ensuring progress toward your goals. Your system is in place, you’re becoming comfortable with processing your inbox, and you’ve started knocking things off your list like a pro.

gtd methodology

And the GTD method is no exception, though it does take some getting used to. Like Autofocus, the Day, Week, Month (or DWM) approach works well for those tasks you keep putting off but want to get done. It’s created by Mark Forster, in fact— the same person behind Autofocus. When working through the daily list, Westerman likes to pick out 3-4 of the most important tasks and mark them as high priority. He works on just those tasks before revisiting his list, choosing another 3-4 tasks, and getting back to work.