productivity-gtd

name	productivity-gtd
description	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.

Getting Things Done (GTD)

Complete framework for implementing David Allen's GTD methodology to achieve stress-free productivity and mental clarity.

When to Use

• Feeling overwhelmed by tasks and commitments
• Things falling through the cracks
• Mental clutter preventing focus
• Need a trusted system to manage everything
• Starting a new job or major life change
• Weekly planning and review sessions
• Want to achieve "mind like water" clarity

Core GTD Principles

Mind Like Water:

• Your mind is for having ideas, not holding them
• External systems capture everything
• Trust your system completely
• Mental clarity enables better decisions

Workflow Over Lists:

CAPTURE → CLARIFY → ORGANIZE → REFLECT → ENGAGE

Not just todo lists - a complete workflow

Two-Minute Rule:

• If it takes <2 minutes, do it now
• Don't defer quick actions
• Reduces list bloat

---

Workflow

Step 1: Capture Everything

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

Step 2: Clarify (Process Your Inbox)

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"

Step 3: Organize

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

Step 4: Reflect (Weekly Review)

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

Step 5: Engage (Do the Work)

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?

---

GTD Setup Guide

Digital Tools Setup

Recommended Apps:

• Todoist (best for GTD structure)
• Things 3 (Mac/iOS, elegant)
• OmniFocus (power users)
• Notion (all-in-one)

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 Setup

## 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

---

Common Mistakes

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

---

GTD Workflows

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

---

GTD Checklists

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

---

Troubleshooting

"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.

---

Advanced GTD

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?

---

Tools & Resources

Digital:

• Todoist (best overall)
• Things 3 (Mac/iOS beauty)
• OmniFocus (power users)
• Notion (all-in-one)

Physical:

• Tickler file (43 folders)
• Reference filing system
• Inbox tray

Resources:

• "Getting Things Done" by David Allen (book)
• GTD Connect (official community)
• /r/gtd (Reddit community)

---

Related Skills

• /weekly-review - Structured reflection and planning
• /daily-review - Daily planning sessions
• /goal-setting - Define outcomes for projects

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Last Updated: 2026-01-22