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Getting Things Done: the GTD method explained in 5 steps

জুন ১১, ২০২৪ ৮:১১ অপরাহ্ণ
Getting Things Done: the GTD method explained in 5 steps

These are tasks that take longer than 2 minutes but only require one step. For example, “reply to Josh’s email about project pricing” or “renew car tabs.” You don’t want them cluttering up your inbox, but they also don’t belong in any other project. While GTD requires an upfront investment in time and energy to set up, it pays off with consistent use.

This would include forwarding a useful email to a colleague or sending a funny cat gif to your mum. Lastly, if something might require action someday, but not now, it is added to the someday list. These are things that you want to remember, but shouldn’t be cluttering up your ‘next actions’ list. Make sure you conduct weekly team reviews to understand the schedule of their projects and if the workflow is being managed according to the directions given. Wrike enables you to access your project lists in one place with reminders on pending and overdue tasks.

Tasks that can be delegated

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. After that, you simply add new tasks, appointments and ideas to your inboxes as they arise. Ideally, you should add a context tag to items on your next actions list. A context tag tells you where you should be, what tools you need, and/or who you need with you to complete a task. Examples of context tags are ‘out shopping’, ‘at work’, ‘with children’, ‘phone’ or ‘computer’.

gtd system

There are many different ways to organize your tasks with the GTD methodology, but we recommend using a combination of projects and labels. No matter whether it’s a business or private context, hardly any plans succeed with that approach. The WOOP method combines proven techniques for achieving goals and establishing new habits. Rather than simply ignoring potential obstacles, the WOOP strategy explicitly accounts for them in its plans. Have you heard of SMART goals, but you’ve never used an organized and effective method for setting objectives? We’ll explain the advantages of SMART goals, how to use the technique for your personal and business goals and what to watch out for with this method.


US productivity consultant David Allen developed the system and presented it in his book of the same title, ‘Getting Things Done’, in 2001. The Getting Things Done method has gained millions of followers worldwide since the book was published. Comments that we find to be hateful, inflammatory, threatening, or harassing may be removed.

gtd system

Without regular reviews, the GTD system can become less effective over time. Ironically, this is what many GTD practitioners struggle with. Getting Things Done is an effective time management and organizational system backed by cognitive science. When faced with a never-ending list of tasks, it’s natural to feel overwhelmed or to react to each task as it comes. Being creative, strategic, and simply present and loving don’t require time—they require space.

Step 3: Organize

If you can view your next actions list sorted by context, then you can easily just check your list of things to do ‘at work’ or ‘out shopping’ while you’re in those locations. Getting Things Done (GTD for short) is much more than just a way to get things done. It is a framework for organizing and tracking tasks, such that you can 100% trust that the things on your to-do list truly are the things you need to do. To learn more about Getting Things Done and how you can implement the GTD methodology with Wrike, sign up for a free trial and get started today. This is how we establish the fact that Wrike helps you in saving 30 minutes per day while reducing the stress of your workload and increasing your productivity.

gtd system

At work, these could be things like training, building a network, researching a competitor, training staff. The following are the minimum requirements to set up your general reference filing system. This is where you store things like documents, letters, tickets, cards, etc. If you spend a lot of time in transit, you may want to think about a mobile setup that lets you get things done even while commuting. Many people lose opportunities to be productive because they are not equipped to take advantage of the time they waste in transit or whenever they are out of the office. This will show you how much time you have free that day (you will easily see your appointments and meetings) and the things you need to do that day.


For example, starting a garden may be on your someday/maybe list because it’s not a priority at the moment but something you’d like to do in the future. How you organize those to-dos is up to you, but remember, don’t over-hack your method. Since we are constantly being bombarded by requests, messages, tasks, invites, errands you need to run, people you gtd system need to call, etc, our attention strays with each distraction. The idea is to keep your collection tools close by, so that you can access them wherever you are. Here is where the time spent clarifying and organizing your tasks pays off. Your system is now full of concrete, actionable items organized into logical categories, ready for you to jump in.

gtd system

Although the GTD workflow is applied at an individual level, you can also implement this methodology within a team. Wrike offers template folders where you can store your projects. Customize the hierarchy of tasks and share them with your team. Read on to find out how to calculate productivity percentage and leverage the essential yet easy GTD method through Wrike to manage your workflow.

However, unstructured workflow and communication can affect everyone, rendering offices ineffective at productivity and efficiency. Moreover, you can compile all the project resources you require in one place so that you and your colleagues can easily track them in Wrike. After gathering your to-dos, determine if each open loop is actionable or not. During this GTD challenge, you will become familiar with the Getting Things Done method developed by David Allen.

  • It may take a little while to get through everything you’ve added to the list after your first initial ‘brain dump’, but once you’re done, this happens continuously.
  • Don’t hesitate to modify the system to suit your unique needs and preferences.
  • This way, you can always remain in the loop with your deadlines as well as overview your outstanding projects or open loops.
  • First, you need some tool to capture and organize all of your ideas, to-dos, responsibilities—everything you need to remember.
  • The GTD flowchart is a graphical representation of the GTD workflow.
  • Our Certified Trainers and GTD Coaches around the world are ready to take your productivity to the next level.

Some individuals may find the methodology too rigid or complex for their needs, while others may thrive with its structured approach to productivity. If you’re taking on too much work, you could find it challenging to manage your time effectively. This is where Float comes in—it can help you determine your team’s capacity and ensure you’re not doing too much work. Start by asking yourself what outcome you desire for each task. This helps you clarify your goals and set a clear direction. Once you have defined the desired result, identify the next possible physical action to move toward that outcome.

Does it need to be done on a specific date or time?

All ideas with potential future relevance should be put onto a Someday/Maybe list. The next action is the immediate physical, visible activity that you need to do in order to move a task or project toward closure. You then need to ask yourself what the next action for this item or project is. This is the next physical, visible thing you can do to further the project. So, for example, “set a budget for a bathroom renovation” is a concrete next action. In the previous stage (capture) you gave no thought to the things you moved to your collection tools.

gtd system

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