Master the Getting Things Done (GTD) methodology for stress-free productivity. Implement capture, clarify, organize, reflect, and engage workflows with contexts, projects, and weekly reviews.
Complete framework for implementing David Allen's GTD methodology to achieve stress-free productivity and mental clarity.
Mind Like Water:
Workflow Over Lists:
CAPTURE → CLARIFY → ORGANIZE → REFLECT → ENGAGE
Not just todo lists - a complete workflow
Two-Minute Rule:
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
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"
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
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
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?
Recommended Apps:
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 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
| 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 |
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
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
"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.
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?
Digital:
Physical:
Resources:
/weekly-review - Structured reflection and planning/daily-review - Daily planning sessions/goal-setting - Define outcomes for projectsLast Updated: 2026-01-22