Follow the Getting Things Done Method to Streamline Your Tasks

מאת Saurabh Kumar
בתאריך 17 יולי, 2021

GTD Approach: 5 Core Steps You Need to Follow

Follow the Getting Things Done Method to Streamline Your Tasks

Are you the type who makes a plan every day and then trashes it before the end of the day?

Or are you the person who wants to be productive, yet ends up several days with missed deadlines, emails waiting to be answered, and half-finished projects?

Let me be honest. 

Everyone wants to be like the individual mentioned first, but many of us struggle with endless conflict to avoid being the second individual. 

One way to do this is to use employee productivity monitoring software. However, there are other factors to focus on as well.

Well, I have a trick for you: GTD. 

"Getting Things Done (GTD) is not about being superhuman.

It's about having the right tools and using them successfully.

GTD is a self-management technique that allows you to keep all your professional and private tasks in to-do lists. Since you no longer need to spend energy on remembering these tasks, you can focus on doing them excellently. 

Before we talk about the best GTD applications, let's learn about its step-by-step approach.

GTD Approach: 5 Core Steps You Need to Follow

Step 1: Capture

Put all your tasks, meetings, and plans in your inboxes. An inbox can be any regimented order that allows you to capture everything in writing. This implies that you can implement analog and digital inboxes such as your OneNote or Evernote, vertical filing systems, email inboxes, or physical inboxes. 


The initial step can take several days when you start using the Getting Things Done strategy. Once done, you can add new appointments, tasks, and ideas to your inboxes as they arise. This rarely takes more than a few minutes.

Step 2: Clarify 

You need to analyze and prepare everything you have accumulated in your inboxes. This means that you need to determine where things fit into the GTD system. Ask yourself the following questions

>What kind of task is it?

>Can you complete it within the deadline? 

>What is the next action?

When you evaluate your inboxes, don't put things back in the inbox. Determine where each item belongs. If no action is necessary or possible, select one of the three alternatives: 

>Place it in the "Someday/Maybe" list.

>Throw it away.

>File it for reference.

The Getting Things Done decision-making method helps you to order tasks according to their urgency, scope, and importance so that you can do each one at the right time.

Step 3: Organise 

Start by assigning all actionable things to temporary bins or place them in lists and access them from there.

Note:- If you can do a task in fifteen minutes or less, do it instantly and don't enter it into the GTD system.


Enter meetings in your calendar. Put the tasks to be done in the "Next actions" list or mark them as a project and divide them into shorter activities.


Any job that needs more than a single step is a project in David Allen's GTD method. 

Enter your projects in the project list, which you review frequently. Then determine the next steps for your project, as well as list the final deadlines for your project.

In addition, keep a list of reminders for the different tasks you have chosen for others.

Next actions 

Keep a list of next moves that are not specific to the project. Depending on the range of your jobs, you can keep several context-specific accounts for private tasks, errands, work tasks, phone calls, and more. 

On hold 

In addition, maintain a list of notifications for all tasks assigned outside of projects. Calculate dates to keep track of tasks. 

Step 4: Reflect

You will get clarity by managing your work and meetings, but that alone will not be enough to increase your productivity and ensure that you get everything done in the allotted time. To do this, you need to review your lists frequently. 


Check your calendar several times and take a look at your to-do lists on a daily basis. In the Getting Things Done method, a weekly review is performed. This review contains the following steps:


Empty your head: At the end of each week, write down all thoughts running through your brain.

Focus inboxes: Put new tasks, dates, and ideas where they fit into the GTD system.

To-do list: Have you updated your to-do list? What are your next tasks? 

Project lists: Update your project list. Make sure you have completed all tasks and are ready for the next project.

Maybe or someday lists: Do you want to move some of the things in this record to the project file and execute them now?

Calendar: Is your calendar up to date, have you put all your meetings, what are your future appointments, have you written them all down?

Waiting list: What is the current status of the selected actions? Follow up with your colleagues if necessary.

Step 5: Commit

In the GTD system, four criteria are used to determine the next step: Time available, Context, Priority, and Energy available. In the GTD method, you have to think about four aspects to make an informed decision about what task to do next.


If you are in the waiting room at the doctor's office and want to make the most of your time, you may not want to make confidential work calls. However, you can answer a few short emails or send text messages to friends.

Time on your hands

If you are in your car and 15 minutes away from your target, you should not start a call that you assume will take an hour. A better alternative may be to stay at the supermarket to finish a few things on your shopping list.

Available energy

You can't be energetic all day long. Everyone has slightly different biorhythms. Watch the difference in your energy level during the day for a week to find out when you have energy peaks and troughs.


If you have segregated the possible tasks according to the 3 standards and you have several options, let preference decide for you: Which task is more valuable? Start with this task.

Top 3 GTD apps to use in 2021


I start my list with software that is equipped with a set of features built especially with the GTD methodology in mind. FacileThings brings everything you need to efficiently execute GTD composition without losing track along the way.


The smooth aesthetics and charming user interface design make it one of the best GTD applications.


Outstanding features

Different types of lists to set tasks according to their appropriate category. 

  • Various third-party application integrations.
  • Notes on tasks to add any extra information.
  • Calendar to set all your events.
  • Weekly review wizard to help you reflect on decisions.
  • Outlook tab to edit, as well as view the project, target, and region of the effectiveness of actions.

Supported platforms: Android, iOS




This GTD app features smart features that help you get things done faster. The app provides native lists that adapt to all jobs according to their level of preference and importance.


The inbox feature allows you to immediately tap into everything that comes to mind in one centralized location.


Key features include

>Pre-built worklists to place at every step.

>Repeating task management for constant repetition.

>Notes, labels, and due dates with tasks.

>Inbox to captivate concepts before they slip through the cracks.

>Focus list to keep concentration on essential tasks only.

Supported Platforms: Android, iOS, Web


Todoist is one of the most widespread to-do list management apps. The tool offers a robust set of features to maintain one's notes, habits, checklists, tasks, and more through a single platform. 

The quick add functionality works as a method to gather concepts and get on with the day.

Plus, when it comes to evaluating your performance, use Todoist's Karma points, levels, and streaks. The impressive graphical visualization of how you've been doing over time helps to better understand trends and give your activities a boost.

Featured Features

>Custom task views and labels with jobs to give context.

>Robust third-party application combinations to stay associated with your favorite apps.

>Persistent due dates to maintain habits.

>Checklist management with quick concept annotations.

Supported platforms: iOS, Android

The bottom line

Getting Things Done (GTD) is an efficient approach to self-management. Countless followers have proven its success. 

The tool is excellent if you prefer a remarkably analytical and structured approach and have some certainty about your goals and priorities.

מאמרים נוספים...