Getting Things Done (GTD): Complete Implementation Guide
Getting Things Done (GTD) is a comprehensive productivity methodology created by David Allen. This system helps you capture, clarify, organize, and review all your commitments, freeing your mind to focus on the work at hand.
The Five Pillars of GTD
The GTD Workflow
- 1. Capture - Collect everything that has your attention
- 2. Clarify - Process what each item means and what action is required
- 3. Organize - Put actionable items where they belong
- 4. Reflect - Review your system regularly
- 5. Engage - Take action with confidence
Step 1: Capture Everything
The first step is to get everything out of your head and into a trusted system. This includes tasks, ideas, commitments, and anything else that has your attention.
- Use inbox systems (physical and digital)
- Carry a capture tool everywhere
- Write down everything, no matter how small
- Don't worry about organization during capture
Step 2: Clarify What Items Mean
For each captured item, ask yourself: "What is this?" and "Is it actionable?"
The Clarifying Questions
- • If it's not actionable: Trash it, file it for reference, or add to "Someday/Maybe"
- • If it's actionable: What's the next action?
- • If it takes less than 2 minutes: Do it now
- • If it's someone else's responsibility: Delegate it
- • If it's a project: Break it down into next actions
Setting Up Your GTD System
Essential Lists and Folders
Core Lists
- • Inbox (capture everything here)
- • Next Actions (organized by context)
- • Projects (outcomes requiring multiple steps)
- • Waiting For (delegated tasks)
- • Someday/Maybe (future possibilities)
Reference Systems
- • Reference files (general filing)
- • Calendar (hard landscape)
- • Tickler file (date-specific items)
- • Project support materials
The Weekly Review
The Weekly Review is the cornerstone of GTD. It ensures your system stays current and trustworthy.
Weekly Review Checklist
Get Clear
- • Process all inboxes to zero
- • Review calendar for past week
- • Review calendar for next 2-3 weeks
- • Review action lists
Get Current
- • Review projects list
- • Review "Waiting For" list
- • Review "Someday/Maybe" list
- • Update project plans
Common GTD Mistakes to Avoid
- Not doing the Weekly Review: Your system becomes stale and untrustworthy
- Mixing projects with actions: Keep clear distinction between outcomes and next steps
- Not capturing everything: If it's not in your system, it's back in your head
- Over-organizing during capture: Just get it out of your head first
- Not defining "done": Every project needs a clear successful outcome
Start Your GTD Journey
Use Visual Timer to implement focused work sessions within your GTD workflow.
Get Started with GTDMaking GTD Work for You
GTD is a framework, not a rigid system. Adapt it to your work style, tools, and environment. The key is consistency in applying the five steps of the workflow.
Remember, GTD is about more than productivity—it's about having a clear mind and being present in whatever you're doing. When your system is working, you'll experience what David Allen calls "mind like water"—a calm, focused state ready to respond appropriately to whatever comes up.