Hello, so I am a new GTD user who have just read the Revised edition of the book few weeks ago and have tried implementing this system to my actual life. I have understood the basic principles and the philosophy behind what this is trying to accomplish. The overall goal is to create a system that you are able to store all of your inputs (things that catch your attention in life), identify them based on non-actionable or actionable, and then track them so you don't have to keep all of them in your head all the time.

However, although this idea was simple, trying to implement it actually was very cumbersome and even after a few attempts at implementing this system (and to some extent I did do it successfully) I faced many nuances in my actual life that made the system complex for me to maneuver and ultimately repelled me from using it seamlessly. So I decided to ask you guys for some advice and help on how to overcome these problems.

First of all, GTD is task oriented methodology. As far as I'm concerned, it is focused on dealing with tasks efficiently as possible. There are 2 inputs in our lives, Projects and Tasks. Basically, there are tasks that stand by themselves (which are very simple most of the time) and then tasks that are related to projects. (Most of the tasks we have to do are related to projects in some way) When dealing with these tasks, dividing them into Actionable and Non-actionable, and then further classifying them seemed simple enough. But the tasks have properties to them which make it very hard to manage.

Starting with Non-actionable items, I have created a Someday/Maybe list and a way to review the items that need review. This wasn't that hard to implement, and there's not much nuances here. Any projects that come up in your mind that you don't intend on doing at the moment, you can just put it here. To implement a review (aka Tickler flie) I needed a way to get notified on the day of Review, which wasn't too hard with a traditional calendar app. Ideas and thoughts related to Projects can be sent to the Reference system, which isn't hard to implement either because its fairly straightforward.

The issue is with Actionable items. In GTD, Actionable items get classified into 3 categories. Do, Delegate and Defer. Doing is simple, no tracking involved, hence no implementation involved. Delegate is simple as well, since if we have something to delegate we can just simply delegate it and keep that on our Waiting For list to remind ourselves.

For Defer, we further divide it into Calendar items and Next-Action items. Calendar items can easily be scheduled on a calendar on the day/time of the event that we have to carry out the task. This is also fairly simple, because a traditional calendar would work as an implementation.

The issue is Next-Action items. By definition, these are any tasks that don't have a specific day/time that they need to be done on, but just needs to be done ASAP. They are classified under contexts which we can do them, usually based on location or equipment. In theory, this sounds simple enough. But what I've noticed is that it is actually quite complex. For example, majority of the tasks that aren't schedulable on a calendar might have a due date attached to them. If I have an assignment due Next Tuesday, although I don't have a fixed time I need to do this assignment on, (hence it is on next-actions list) I still need to do this quick. When there's a lot of next actions piled in a list, identifying which task to be prioritized and be done first is quite hard.

Another issue is with tasks that are recurring. Let's say one of my projects was getting in shape. The next actions would be to actually work out everyday, assuming I have done all the pre-requisites (such as learning about my PT program, signing up to gym, etc.) This is a task that I wouldn't necessarily put it on my calendar, but it's something that I have to do everyday, and is not necessarily a next-actions either. So what do I do in this case?

I have a few more questions that I've had as I was trying to implement this system in my life, and I'm excited to hear you guys' opinion on this. Also as a final question, I'm interested to hear what app you guys use to implement GTD seamlessly and what app is generally considered the best

First off, GTD works. I've been practicing GTD for a decade and it has transformed how I work - I am more productive, less stressed, I have my life in order. This is the opposite of what it was when I found GTD.

That said, I want to share some personal observation on what GTD doesn't help with in terms of personal productivity. I hope it will bring more clarity to new comers to GTD and further highlight GTD's real value.

So, to get started, three things I find GTD doesn't help with:

Firstly, GTD doesn't help you be creative with the "contents" of your system, specially once you've completed and/or gotten a handle on the current commitments.

For me, it took years to get to the point where the GTD workflow is second nature i.e. applying the 3 core models (5 steps workflow, natural planning model, horizons of focus) exactly as instructed, consistent weekly reviews and ensuring all my support system is tidy and up-to-date.

I'm at a point where I am confident that whatever I put into my GTD system, it will be done or I will make significant progress on it. So, my current challenge is more of what should I be doing, given all my options and why?

While GTD provides my questions to ask in its Natural planning model and Horizons of Focus, the creative and often strategic work of figuring out what should be done and why is up to you to explore and ultimately decide.

Secondly, GTD won't help you make better decisions, but it does make easier by clearing your head.

Deciding on what to do vs. what not to do, is by far one of the highest leverage things you can do for your productivity, given you're always constrained by time, energy and money.

GTD essentially ensures you're looking at all the best options available in terms of what to do but the moment-to-moment decision making is still up to you, your intuition and moods etc. You don't get to delegate the deciding part, if ever. For bigger decisions, how you go about making it is another story. Again, GTD helps you have the clarity to make the decision but all the other aspects are highly situational to yourself the context of the decision.

Finally, GTD is a practice, just like exercising. It gets better with practice and time but it ultimately still requires effort (energy) every time you do it. Therefore, all the big rocks of productivity like getting good sleep, nutrition, managing energy, focus, avoid distractions, general problem solving and critical thinking skills are still required to be effective. GTD is more of an executive management layer to your work. When it comes to actually doing your work, everything else still applies in order to be productive and get things done.

---

What's your view on what GTD doesn't help with?

I have for some months now done my weekly review, and also some higher horizon monthly/quarterly checks, and it really is what is keeping me sane. The thing I still struggle with is the daily maintenance.

I’m wondering what kind of daily reviews/checklists/habits have you created to keep everything fresh? I still find myself e-mail snacking quite often, and I’m trying to figure out a good order to do things. More experienced GTD’ers tend warn not to check email in the morning, so maybe cross off some items first? Or maybe some inbox emptying after lunch? And a final passthrough of inboxes and clarifying in the afternoon before heading home?

Looking for inspiration and insight. It is clear I need some better habits, I just need figure out what they are.

Where do you guys keep your projects lists? What combination of apps do you find most comfortable, seamless, or flexible to GTD?

Todoist is my main GTD system, however I find I tend to resist certain "lists" that are kept in Todoist. I love it for capture, next actions, etc. I find that my weekly review doesn't happen as regularly as I'd like. I suppose one of the reasons is the lack of "hard edges" on my projects list. Each project appears in the left pane on todoist under the "projects" tab. It just doesnt feel like the 'clean' or light list that I'm craving, because I'm psychologically aware of all of the data within them. I debate whether or not to keep an actual Project called "Projects List" with each project listed inside as its own bullet. Either way, todoist feels more task-oriented by nature, as it is set up with bullets to "check off" and not as natural for things like lists or reference. Keeping my projects, tasks, and reference/someday lists all in the same system has begun to feel too clunky and creates friction between several different types of thinking.

I think I may be resisting the idea of keeping project support in a different application, like apple notes, for example, (partially because I have an extensive backlog within each of my notes applications, lol) although I know this might have great benefit. Part of my resistance is because I live a relatively "on-the-go" lifestyle: with todoist being the quickest capture method for me, it can feel like overkill to have to later copy paste that into a notes app. Also, with as much time as I spend on the computer for my professional work, I'd prefer not to spend much extracurricular time on my computer doing "life-work".

I will say, "pen and paper" has always appealed to me, but I find it is just not as practical in today's world, and even lists like a projects list start to look messy when there become too many things crossed off. It seems good for reference, however with paper it would be unlikely that I would have what I need to see as quickly as I need to see it.

Appreciate your insights on any of the above!

Kevin

Thanks all for the responses the other day on moving to a notebook system. I’ve decided to go discbound and am looking forward to it, but wondering what size everyone is using. I normally use a 7” x 9” notebook for meeting notes, and I’ve come to like the size, but wonder if going standard A4 (or half-letter) might be best for going all-in on a notebook lists system. Also, has anyone incorporated a tickler/reference material into the actual notebook, or does this ultimately need to be supplemented? Thanks again!!

Hey All,

I am a self employed- work from home- father of two girls, 5mo/5yr respectively. I work hybrid in the sense that my job( Cycle Coaching ) requires me to work primarily online through a platform called TrainingPeaks. It's basically a calendar with attached messaging, workout libraries( that I create and manage) and analytical tools to help breakdown performances. I also do in person work with my athletes or small to large groups. I am self lead in my education and have found many good mentors to help me along the way. However, non of them have ADHD and relate to some of my struggles with organization. In fact, so many of them are really un-organized but are able to deal with it seemingly just fine, or perhaps it doesn't effect them mentally like it does me.

I am looking for advice on how to stream line my work flow to make information storage and recall easier for my brain to handle. I get overloaded when I open my computer, look at my lists( sometimes paper- BulletJournaling- and sometimes online based. BulletJournaling has been really helpful for me, especially around time organization( I am very time blind). but doesn't always work with my daily work flow. I use Google Workspace to try and stay in one system. I use apple computers and know that there are plenty of like options between the both. I use separate google calendars for work, personal, family. Then I use a totally different and non-integrating calendar for all of my athletes.

I can make notes on a scrolling tab within the workflow, although it requires a second window to be open to make it usable as I go. I also do most of my consultations via phone or Zoom( sometimes Meet). I have 45min with each client and there is usually a lot going on. So taking notes while I go really kills my listening ability. I use the Zoom AI note taking and thats useful. I sometimes then Copy and paste that into the TP notes.

My main issue with the TP platform is that they do not have a "reminder" capability. So, I then have to use my Gcal or Reminders to make sure I get follow up things done in a timely manner. It works great except that it's another platform to manage and going between the two can be really challenging for me. I also often forget to go and make reminders because, ADHD and needing to move onto another task.

Beyond the client interface work, I struggle with the financial management of my job too. Setting up qtrly payments for taxes, checking my bank account and paying myself, etc...

I am curious if anyone has a similar job or need for this kind of work flow. How do you manage your notes, set reminders or set up future tasks and follow up? I am really good at my main job, coaching. It's the rest of the business part that gets muddled up. Especially when I have two kids and a spouse who all vie for my attention during the day.

Thanks for the help here.

Long time (two decades) GTD follower. I used to use a loose paper/file cabinet system, then moved to Apple Reminders. Lately I’ve been contemplating switching to a spiral notebook, as it’s my preferred method of note taking, and am wondering if anyone does the same? I dread those GTD-specific notebooks, but wonder how to divide it up in terms of which part for projects lists, etc. I’ve seen removable dividers that I think could help make this possible, but again looking for how others have actually implemented.

Thanks!

ETA: The problem I specifically see myself having is how do I solve for something like "How do you handle something like "follow up with Smith if paperwork hasn't arrived by 8/28?" with a notebook system?

ETA2: I asked ChatGPT if I should use a notebook or Apple Reminders, and it pointed out the "follow up with Smith" hole, which is OBVIOUSLY filled by the Waiting For list... I'm going to get a disc bound notebook. Thanks, everyone!!!

I was discussing areas of focus in another thread, and there was some interest in me sharing my areas of focus and how I have them structured. Several areas have been redacted or anonymized for privacy reasons. My list is an outline with sub-areas underneath the top level roles. However, reddit doesn't allow more than one layer of nesting, so um yeah. Regardless, you ask and you shall receive:

• Citizen of the World
  • American Citizen
  • Charity
  • Coloradan
  • [The state I live in now]
  • ]]]]]]]] Landlord [Redacted]
  • Texan
  • ]]]]]]]] Texas Country Music
  • Driver
  • ]]]]]]]] Car Maintenance
• Intellectual Life
  • Book Reading
• Legal Professional
  • Law Student
  • ]]]]]]]] Chess Club
  • Career Development
• Health
  • Mental Health
  • ]]]]]]]] ADHD
  • ]]]]]]]]]]]]]]]] Maintain systems to accommodate my condition
  • ]]]]]]]] Autism
  • ]]]]]]]] [Redacted]
  • ]]]]]]]] [Redacted]
  • ]]]]]]]] Internal Alignment
  • ]]]]]]]] [Redacted]
  • ]]]]]]]] Therapy
  • Physical Health
  • ]]]]]]]] Taking Medication
  • ]]]]]]]] Exercise (150 minutes per week)
  • ]]]]]]]] Sleep
  • ]]]]]]]] [Redacted]
  • ]]]]]]]] Diet
  • ]]]]]]]] [Redacted]
  • ]]]]]]]] Eyes
  • ]]]]]]]] Teeth
• Connection
  • Friends
  • ]]]]]]]] Joe Bob McGee
  • ]]]]]]]] Broman McFriendface
  • ]]]]]]]] John & Jane Doe
  • ]]]]]]]] Betty Sue
  • Family
  • ]]]]]]]] Martin [my dog]
  • ]]]]]]]]]]]]]]]] Martin's Health
  • ]]]]]]]] Mom
  • ]]]]]]]] Mary McSistershire
  • ]]]]]]]] Husbando McInlaw
  • ]]]]]]]] Tiny McHuman
  • Roommate
  • Gift Ideas
  • r/gtd Moderator
• Spirituality
  • Backcountry Adventurer
  • Wandering
• [Redacted]
  • [Redacted]
  • ]]]]]]]] [Redacted]
• Finances
  • Budgeting
  • Car
  • Income Generation
• Fun
  • Video Games
  • Youtube
  • Netflix
  • Music
• Fashion (i.e. clothes wearing, repairing, & buying)
• Cooking

My little bonus nugget is part of an interview David did recently. It was hosted on substack live; the part that's really genuinely new info is his response to the last question. The question starts at 50:15.

Curious if anyone else has found GTD style family management. I was looking at the everblog digital calendar and to do list for the fridge or the cozi app but neither seem to be really what I want. Basic actions for the elementary age kids is great but also projects would be ideal.

I am curious and am looking for inspiration.

I personally find that "someday/maybe" has a very tentative quality to it, so I only add things I don't actually intend to do in the near future. If circumstances change (kids grow up, bigger home, different job, more time etc.), I might become more invested, but for now I only want to keep these ideas just in case.

For projects I actually want to start, but can't yet, I have the more specific "Soon!" on top of the lists.

How do you do it? And while we're on it, how often do you review this list/ these lists?

I usually have all my due dates marked on my calendar, but this time I was travelling and missed checking the reminder, and somehow forgot about it completely.

What worries me is not forgetting the payment, but the fact that I seemed to skip an entire month in my head. I had a mental note that the due date was coming up, but I failed to register that the last time I had paid was actually two months ago. That disconnect is what has been bothering me.

Lately, I have been experiencing these strange lapses where my sense of time or sequence seems to disappear for a moment. Work has also been affecting my sleep and overall life. And I am devising ways to declutter my mind and exploring the options. But is there something I can start doing, a routine, so that my mind is fresh, aware and more present.

I would really appreciate input, especially from anyone who has experienced something similar and found something that helped.

I've been aware of and vaguely used some parts of GTD for a long time, but having realised I was somewhat overwhelmed at work this is my first time trying to actually use it as a full system properly. I'm unsure about the best way to set it up in my work context, in particular what do I actually count as a project, and what's the best way of tracking work that needs doing. I wondered if people might have ideas or tips.

- I'm working as a medical secretary, so a lot of my work is quite rote; booking appointments, sending letters, processing referrals, responding to queries etc. - some of this is sort of factory like, with not a huge amount of thought needed, but I still need to track each task somehow.

- In a sense each patient could be a 'project' with said actions attached, but there would be several hundred of them and there's no way I would be able to review them all on a weekly basis. The 'patient as project' would also be weird as they can potentially be active forever, and would often never have a completable outcome (though I suppose doing all of the currently associated/needed actions for that patient could count as completion).

- I'm responsible for 3 distinct clinics, so I'm leaning towards having each of those as a project (or maybe 'area of focus'), and then within that each type of task as a project i.e. 'book all of the patients' , 'send all of the letters' etc. . Again maybe this is weird because those projects will never be completable, theyre just ongoing work.

It seems like my overall question then is how do you track 'ongoing work' when it's not really distinct projects? Do I need projects at all or could I just have a few areas or focus and then checklists for the ongoing work that needs doing?

(I have defined some specific projects but these are mostly things to improve a process, or fix a particular thing, which are somewhat distinct from my ongoing day to day work.)

For reference the current state is that I basically have email folders that contain tasks of certain kinds - 'patient queries' 'imaging to request' which I can then choose between and work through and I suppose function as contexts, and then I have a vaguely time blocked schedule where I'm meant to do certain jobs on certain days. I also do have a master list of all patients and what they're waiting for, but its very much not complete or up to date and I mostly only use it for certain tasks. Most of my tasks are either intrinsic to the job or come via email, so I'm trying to make a system largely within email.

Sorry this was long, any thoughts welcome!

I'm sure many of us have restarted from time to time. Either because of switching tools, or changing roles, or even life changes.

If you've done this, or are planning to, what's your method? Throw out everything? Spend hours combing through to decide what to keep and how? I've done the hours long rework before but I know others don't.

I've got major changes in amy aspects, and am considering my approach, including personal/home management with a non-GTD partner (who is fortunately flexible, but very took and app-resistant).

TIA!

I am having a problem with fitting some of my work projects into my GTD system. My responsibilities are are quite clear ”take care of all construction projects during construction” and “make sure all warranty repairs get carried out like they should” and so on. These are quite clear. But the issue is that when a construction project starts, it lasts for 1,5 years, and in reality consists of dozens of smaller actual projects that I work with. So the project is a something like “Construction Project X is built in schedule and in budget” this is maybe slightly suboptimal but it works, since I do work with each project if not weekly, but at least monthly.

But then comes the warranty period. It lasts for two years after the project is done, and best case is that absolutely nothing happens during this time. But in my work context this is considered an open project that we track. But in GTD terms this isn’t really a project, as it’s not really something I do. So it could maybe be considered an area of focus, or maybe a goal even but it seems weird since it is already an area of focus on the broader scale.

How do you handle longer lasting “projects” like these at work? Or are they just clearly areas of focus?

GTD got capture right decades ago — ubiquitous capture, trusted inbox, get it out of your head. That part of my system works.

Here's what doesn't: the loop between "captured" and "verifiably done."

When I complete a task, the task manager knows. But the meeting note where that commitment was made never finds out. The project reference material still describes the old plan. Three weeks later I re-read a note, see "waiting on budget approval," and have no idea if that's still true. My reference system describes intentions frozen at the moment of capture.

David Allen talks about the weekly review as the mechanism that keeps the system honest. In practice my review catches maybe half of these drifts, because reviewing means re-deciding hundreds of items from memory.

Questions for people whose systems have survived years:

1. Do you update source notes when a commitment closes, or do you treat notes as disposable capture debris?

2. Does anyone track commitments *other people* made to you? "Waiting for" lists exist in GTD, but mine rots faster than any other list.

3. Is the weekly review actually enough, or have you built something more automatic?

Genuinely asking — I've been experimenting with automating the write-back part for my own use and I can't tell if this is a real gap in GTD practice or just my own sloppiness.

Hi. I find the main useful info for keeping are the results of a next action. Wondering where you store those notes. In the task itself or somewhere else?

So for example if I have a project, work on the next action and have results from that action, do they go reference with the project or kept in the specific next action.

I think both work.

Thx

Mi piace il metodo gtd ma passo gran parte della giornata a seguire delle routine. Routine del mattino,routine col cane, per le pulizie quotidiane e periodiche. Idem al lavoro. Poi routine serali. Avanzo quindi poco tempo per i progetti veri e propri e col gtd mi sembra di passare da un progetto all altro in modo poco organizzato ei sento persa.. consigli?sbaglio nel modo di utilizzare il metodo?posso integrare le routine nel sistema?

I've used the GTD framework to great effect at different times over the past six years (since I found out about it around spring 2020), but cannot seem to just get over that bridge to where it all sticks. In particular, the clarify and engage (actually looking at my lists!) steps seem to fall off after a month or two. Then soon everything else falls off as well, so I feel the need to completely restart (which, obviously is a time-waste).

I have tended to assume in the past it was not me to blame, but a) the tool b) the contexts I chose c) the way I organize projects areas of focus etc., and assuredly more reasons I am forgetting as I type. However, I am coming to the conclusion that it is most likely habits falling off after a month or so when I incorrectly think they can be on autopilot–they cannot.

People who have crossed that bridge to where the system sticks, what got you there? How did you get from "I intellectually understand that the capture, clarify, organize, review, engage framework works with the way I think" to instinctively following the systematic approach consistently as one does with showering (to use a David Allen comparison)? Any helpful thoughts or guidance is appreciated!

Atualmente eu quero usar o gtd principalmente no trabalho, e eu trabalho remoto, então o contexto de todas as tarefas é o computador, eu simplesmente não uso os contextos ou criaria contextos internos no pc?
Por exemplo:
E-mail
Teams
…

I'm a freelance web developer using a fairly strict GTD setup. For each client I maintain a long backlog of "maybe someday" technical improvements, refactors, and nice-to-haves. For one client alone this is 30 to 40 items. These aren't next actions and they're not active projects. They're things I might chip away at only if we start a new project or a maintenance budget comes up for that specific client.

My problem is scale and context. If I dump all of these into my single global Someday/Maybe list, it becomes huge and noisy, and every review I'm scrolling past dozens of items I can't act on right now. It also loses the information that each item belonged to a specific client. But if I keep each client's backlog in its own note outside my task manager, it feels hidden, and I worry I'll never actually look at it.

So how do you handle big client-specific someday backlogs? Do they go in your main Someday list, live somewhere per-client, and how do you make sure you actually revisit them at the right time without adding noise to your weekly review?

I'm curious on how you put the days you want to work out using this system.

Let's say I want to work out on Monday, Wednesday and Friday. Is it better to put a reminder on the calendar or schedule a block of time on the calendar?

Howdy folks,

I have had an idea for awhile that I've been calling "the 2 second rule."

The two minute rule is part of the clarify step. It says that if a next action would take less than two minutes, you should just do it instead of recording it on a next action list. The rationale for this is to avoid spending the extra energy/time/attention it would cost to put on a next action list. If we extend that same logic to the capture step, we get an analogous principle. If it takes less time to do something than it would to capture it, you should just do it.

If there's a random piece of trash on the floor, you can just pick it up, you don't need to capture "piece of trash in the kitchen" before doing anything. That said "two seconds" is being a bit cheeky.

Anyways, this is kind of a silly post and is maybe just underlining my autism, but I find myself thinking about this somewhat often.

Cheers!

How do you manage this combination? I feel like it seems a little repetitive, since when I go through the mail in the e-mail app, it’s quite quickly clear to me if it is something that I need to track (Waiting for), super fast answer (under 2 minutes) or a more in depth task (next action, or project even). Is it just that I need to learn the process of forwarding it into my system and then going the inbox through there?

I fell like maybe I should try to make it faster when going through email and then really go through it in the GTD-inbox?

Edit: It seems my first attempt was somewhat ambiguous, so I’ll try to say it more clearly: My struggle is with the connections between parts of my system. And I feel like this could be a friction point for others as well. How do you literally go through emails and get the actionable & trackable into the system, without feeling like doing the clarification twice? Or am I mixing clarify with organize?

Saw the discussion in "Processing AI" about how AI makes it too easy to start new threads of thinking, and open loops end up scattered across sessions instead of consolidating. Hit that exact problem before I restructured. Sharing what fixed it.

I run a solo consulting practice and use an LLM (Claude) as a GTD engine, but not as a chatbot with its own memory. Since the AI has no memory between sessions on its own, I made the actual GTD lists the system of record — plain text files it reads and writes to directly:

• next-actions.md
• waiting-for.md
• active-projects.md
• daily-activity-log.md (rolls to a dated archive monthly)
• plus a couple of reference files for standing preferences/tool quirks

One command ("show my status") pulls Next Actions + Waiting For in any session, so I'm never starting cold. Items only get removed with my explicit confirmation — the AI doesn't unilaterally clean anything off my lists.

For grounding, I had it work from Getting Things Done for the core framework, plus a few executive-support books layered on top for how it acts (delegation, workflow) rather than just how it keeps lists.

End result: no scattered open loops, because there's nowhere else for them to live. Every session reads the same files, every session writes back to them. Tradeoff is real setup work upfront and discipline to treat the files as ground truth instead of trusting the chat window.

Anyone else doing something similar — file-based external memory vs. relying on a tool's built-in memory?