1. Capture everything that has your attention

Your mind is for having ideas, not for holding them.

Empty your mind. The first step to getting things done is to capture everything that has your attention. This includes tasks, ideas, projects, and commitments. Use a reliable external system to store this information, such as a notebook, digital app, or voice recorder. The goal is to get everything out of your head and into a trusted system.

Create a capture habit. Make it a habit to immediately capture any thought or idea that comes to mind. This frees up mental space and reduces stress caused by trying to remember everything. By externalizing your thoughts, you create a complete inventory of your commitments, allowing you to focus on taking action rather than remembering.

Tools for capturing:

• Physical in-tray
• Digital note-taking apps
• Voice memos
• Email
• Paper notebooks

2. Clarify the meaning of each item

Things rarely get stuck because of lack of time. They get stuck because what "doing" would look like, and where it happens, hasn't been decided.

Process your inbox. Once you've captured everything, the next step is to clarify what each item means. Ask yourself: "Is it actionable?" If yes, determine the next action. If no, decide whether to trash it, incubate it for later, or file it as reference.

Define next actions. For actionable items, clearly define the next physical, visible action required to move the item forward. Be specific and concrete. Instead of "Work on project," write "Call John to schedule project meeting." This clarity eliminates ambiguity and makes it easier to take action.

Questions to ask during clarification:

• What is this?
• Is it actionable?
• What's the next action?
• What's the desired outcome?

3. Organize actionable items into a system

Your mind is for having ideas, not for holding them.

Create lists. Organize your clarified items into appropriate lists. These may include:

• Next Actions (sorted by context, e.g., @home, @computer, @calls)
• Projects (outcomes requiring more than one action)
• Waiting For (items delegated to others)
• Someday/Maybe (future possibilities)

Use contexts. Group your next actions by context to increase efficiency. When you're at your computer, you can quickly see all tasks that require a computer. This allows you to batch similar tasks and make the most of your current situation.

Essential lists:

• Next Actions
• Projects
• Waiting For
• Someday/Maybe
• Reference Material

4. Reflect regularly on your system

You've got to think about the big things while you're doing small things, so that all the small things go in the right direction.

Review frequently. Regularly review your lists to ensure they remain current and relevant. This keeps your system trustworthy and your mind clear. Daily reviews help you plan your day, while weekly reviews allow for a broader perspective on your projects and goals.

Maintain perspective. Use the "6 Horizons of Focus" model to review your commitments at different levels:

1. Current actions
2. Current projects
3. Areas of responsibility
4. 1-2 year goals
5. 3-5 year vision
6. Life purpose

Weekly review checklist:

• Collect loose papers and materials
• Process notes and inputs
• Review action lists
• Review upcoming calendar
• Review project lists
• Review Waiting For list
• Review Someday/Maybe list

5. Engage with your tasks proactively

The better you get, the better you'd better get.

Make intuitive choices. With a clear and up-to-date system, you can confidently choose what to work on at any given moment. Trust your intuition, guided by your organized lists and current context.

Balance work. Engage in three types of activities:

1. Doing predefined work
2. Doing work as it shows up
3. Defining your work

Maintain a balance between these activities to stay productive and responsive to new inputs while still making progress on your planned tasks.

Factors to consider when choosing tasks:

• Context (Where are you? What tools do you have?)
• Time available
• Energy level
• Priority

6. Master the art of the next action decision

The secret of getting ahead is getting started. The secret of getting started is breaking your complex overwhelming tasks into small, manageable tasks, and then starting on the first one.

Break it down. For any project or desired outcome, identify the very next physical action required to move it forward. This simple yet powerful technique overcomes procrastination and creates momentum.

Create clear outcomes. Clearly define what "done" looks like for each project. This creates a target to aim for and makes it easier to identify the next actions needed to get there.

Benefits of next action thinking:

• Clarifies projects and goals
• Overcomes procrastination
• Increases productivity
• Reduces stress and overwhelm

7. Practice outcome focusing

Your ability to generate power is directly proportional to your ability to relax.

Envision success. Regularly take time to imagine successful outcomes for your projects and goals. This practice helps clarify your objectives and motivates you to take action.

Use natural planning. Apply the five steps of natural planning to your projects:

1. Define purpose and principles
2. Envision outcomes
3. Brainstorm ideas
4. Organize ideas
5. Identify next actions

This process aligns with how your mind naturally plans and helps you create more effective strategies for achieving your goals.

Questions for outcome focusing:

• What does success look like?
• What would be the ideal result?
• How will I know when I've achieved it?

8. Implement the two-minute rule

If an action will take less than two minutes, it should be done at the moment it's defined.

Do it now. If a task can be completed in two minutes or less, do it immediately rather than adding it to your list. This prevents small tasks from piling up and clogging your system.

Build momentum. The two-minute rule helps build momentum and creates a sense of accomplishment. It also trains your brain to take quick action on small tasks, which can translate to larger projects.

Examples of two-minute tasks:

• Responding to a quick email
• Making a brief phone call
• Filing a document
• Adding an item to your grocery list
• Scheduling an appointment

9. Conduct a weekly review

It's hard to fight an enemy who has outposts in your head.

Set aside time. Schedule a weekly review to get clear, get current, and get creative. This is crucial for maintaining the integrity of your system and gaining a bird's-eye view of your commitments.

Follow a checklist. Use a consistent process for your weekly review:

1. Gather and process all your stuff
2. Review your system
3. Update your lists
4. Get clear, get current, and get creative

The weekly review helps you stay on top of your commitments, realign with your goals, and maintain a sense of control and perspective.

Benefits of the weekly review:

• Clears your mind
• Updates your system
• Sparks new ideas
• Maintains control and perspective

10. Create a trusted system for stress-free productivity

Your mind is for having ideas, not for holding them.

Build trust. Create a system you can trust completely to capture, clarify, organize, and remind you of all your commitments. This allows your mind to focus on actually doing the work rather than trying to remember everything.

Maintain the system. Consistently apply the GTD principles to keep your system current and trustworthy. This includes regular capturing, processing, organizing, reviewing, and engaging with your tasks and projects.

Components of a trusted system:

• Capture tools (notebook, digital app, voice recorder)
• Processing and organizing tools (lists, calendar, filing system)
• Review process (daily, weekly, and longer-term reviews)
• Engagement strategies (contexts, next actions, two-minute rule)

By creating and maintaining a trusted system, you can achieve a state of "mind like water," where you're able to respond appropriately to whatever comes your way without stress or overwhelm.

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Last updated: January 22, 2025