But what amazes me just as much is how deeply GTD has taken hold around the world. Unlike the short-term, confected virality we often see in the digital age, this is a genuine movement… one that has already improved lives and will continue to improve many more. Would you like to know more? Contact us below. Your head is for having ideas, not for holding them By placing ideas and commitments outside the head of a system you trust, the stress level will be lowered and productivity increased.
Use the Todoist share extensions on Android or iOS to share pages from mobile apps as tasks. Attach reference materials — photos, documents, links, notes, or even audio files — to the relevant tasks.
Go through each item in your inbox, and do one of the following there are more specifics on how to do each step in the next section :. If the item will take less than 2 minutes, complete it right away. If it can be delegated, assign the task to someone else. If it's a non-actionable reference item eg, a file, document, article, contact information etc. If the task is no longer needed or actionable, delete it.
If a task requires more than one step, create a project to house all of the items associated with it and identify the one next action you can take to move the project forward. Make your tasks as specific and actionable as possible. Add as much information as you can to save you time puzzling over it later. In reality, clarifying and organizing your tasks will happen in tandem as you clean out your inbox, but it's helpful to think about them as separate actions.
There are many different ways to organize your tasks with the GTD methodology, but we recommend using a combination of projects and labels. 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. Create a new project called One-Off Tasks. Drag and drop your one-step tasks from the inbox to this project by clicking on the grey "handle" to the left of the task name and dragging it to the project name in the left-hand menu.
You can also designate a different project by typing " " into the task field to pull up a list of all your projects. Select your project from the list or keep typing the project name to narrow down the results. In the GTD philosophy, projects are any item that requires more than two steps to complete. For example, "paint the bedroom" is a project because it includes other tasks like getting paint samples, picking a color, buying supplies, prepping walls, etc.
Here's how to handle projects in Todoist:. Create a new project for each multi-step project you identified as you were clarifying your tasks. Drag and drop the associated tasks from your Inbox to the appropriate project. Or click on a task and type " " into the task field to pull up a list of your projects to choose from. As you think of other steps, add them as new tasks inside the projects.
It may be helpful to group your projects based on your " Areas of Focus " — the GTD term for the various areas of responsibility you have in your life. These areas are a tool to draw attention to your broader life goals while deciding what to work on next. If a task does not fit within the scope of any of your areas of focus, it may be time to reassess if it's something you want to spend your time on. Or you may just want to separate your projects between "Work" and "Personal".
You can easily accomplish this in Todoist using sub-projects. Here's how:. Create a project for each area of focus. Optional To create even more visual separation between your areas of focus, assign a different project color for each area. For example, while you're at work, you can keep your work projects in view while your personal projects are hidden and vice versa.
To keep things simple, finish setting up your GTD system first to get a sense of your workflow. If needed, come back and organize your projects into broader categories later. Next actions are separate from future actions — steps you'll take eventually but do not need your focus right now. Identify the next action for each project by tagging it with the label " next". To add a label, simply type " " into the task field and start typing the task name.
But be warned: GTD cautions against over-reliance on due dates. Only add them to the tasks that really have to be done on a given date and time. For everything else, trust your next actions and a regular weekly review of all your task lists more on that later. While editing a task, you can click on the Schedule field and select a date and time from the calendar. The smart Quick Add will automatically recognize and highlight the due date and add it when you save the task.
You can even type in recurring due dates like every other Wednesday for tasks that repeat on a regular basis. You can move items with due dates from the inbox to the relevant project or to the One-Off Tasks project if they aren't associated with a multi-step project. Sync your Todoist with Google Calendar so that calendar events appear in Todoist as tasks and scheduled Todoist tasks appear in your Google Calendar as events. Some of the items you capture in your inbox will be reminders of things you want to bring up with someone else rather than next actions.
To keep track of these agenda items:. Create a new project called Agendas. Create a new sub-project underneath Agendas for each person you need to touch base with on a regular basis. For example, your boss and any direct reports. You may also want to create sub-projects for each regular team or project meeting you have. Depending on the scope of your tasks, you can also keep multiple context-specific lists for personal tasks, work tasks, phone calls, errands, and so on.
Also keep a reminder list for all delegated tasks outside of projects. To do that, you have to regularly review your lists. Review your calendar several times a day and check your to-do lists at least once a day to select your next task. Empty your inboxes once a day.
In the GTD method, you do a weekly review once a week. This review consists of the following steps:. In the GTD method, you use four criteria to decide what to do next: Context , time available , energy available and priority.
Since you usually have many different contexts in your life work, family, hobbies , you should create different lists called context lists. You can simply look at your short context lists. Whenever you have free time that you want to use productively, ask yourself this first: What context am I in? What can I do right now? But you can definitely respond to a few short emails or send a message to friends.
How much time do you have right now? A better choice might be to stop at the supermarket to cross some things off your shopping list. Your energy level fluctuates throughout the day. We all have slightly different biorhythms. Watch your energy level change throughout the day for a week to find out when you have energy highs and lows. You might want to prepare an important presentation in the morning rather than during the middle of the day.
Start with this task. You could cross a few phone calls off your list, write a report, or continue working on an idea for a workshop. It has priority. The report, on the other hand, is a routine report, and the phone calls can wait a few days.
Reliability : The system ensures that you get all your tasks done on time. If you frequently miss appointments, the GTD method can be a big help. Comprehensive organization: Getting Things Done gives you a single organizational system for all your projects, both personal and work-related.
The method breaks down large projects into smaller subtasks, making it easier to get started on a project. Freedom : As detailed as the GTD method is, it gives you a lot of freedom in your day. That can be motivating, but some people also view it as a weakness. The important thing is that you are able to write down things as they occur to you. We want to offload work from the brain, remember?
When you first start to use GTD you should take an hour to write down all things you want to—or have to—do. Do you need to replace your toothbrush? Return the tea cup you borrowed from your aunt? Should you repaint your bed in another colour? All these things should go on your in list. From now on the in list will be processed continuously. The items on your in list should be processed one by one in the order they appear on your list.
When processing an item in your in list the first question you need to ask is: is it actionable? Yes, sort of. Yes, even the weird name. When you have determined the next action, you should consider if it takes less than two minutes to do it. If this is the case: do it. Right away. The reason for this is simple: if the action takes two minutes or less, the overhead of tracking it will be large compared to how long it takes to just do it.
If it does take more than two minutes you should delegate it if appropriate—noting what was delegated, and when, on a waiting for list—or add it to your own next actions list of things you want to do as soon as you have the time and energy.
Unless your secret superpower is delegation, next actions is probably where most things will end up. If the open loop will take more than one action to close, the overall goal should also be noted on a projects list which will be explained in a few sections.
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