The Getting Things Done Workbook

1. Capture everything that has your attention

Your mind is for having ideas, not holding them.

Collect all inputs. Gather every task, idea, or commitment that's on your mind into a trusted external system. This includes work and personal items, from major projects to small errands. Use physical in-trays, notepads, or digital tools like smartphone apps to capture these inputs as they occur.

Create capture habits. Make it a habit to write down or record anything that has your attention immediately. This frees up mental space and ensures nothing falls through the cracks. Keep capture tools readily available in all contexts – at your desk, in your bag, and on your devices.

• Physical capture tools: In-tray, notebook, index cards
• Digital capture tools: Notes app, voice memos, email to self
• Capture locations: Work, home, on-the-go

2. Clarify what each item means and what to do about it

Clarifying, getting your "In" to empty, doesn't mean actually doing all those things. It just means identifying each item and deciding what it is and where it goes.

Process your inputs. Regularly go through your captured items and decide what each one means and what action, if any, it requires. This clarification step transforms vague ideas into concrete next actions or filed reference material.

Use the Clarifying process. For each item, ask:

• What is it?
• Is it actionable?
• If yes, what's the next action?
• If no, is it trash, reference, or something to incubate?

This systematic approach ensures every item is properly categorized and nothing remains in an ambiguous state.

3. Organize your actions into a trusted system

Being organized simply means that where something is matches what it means to you.

Create clear categories. Establish distinct lists and folders for different types of items:

• Next Actions: Immediate, single-step tasks
• Projects: Multi-step outcomes
• Waiting For: Items delegated to others
• Someday/Maybe: Ideas for the future
• Reference: Non-actionable information

Use appropriate tools. Choose organizational tools that work for you, whether digital or analog. The key is consistency and ease of use. Avoid overly complex systems that you won't maintain.

• Digital options: Task management apps, note-taking software
• Analog options: Paper planner, file folders, index cards
• Hybrid approach: Combine digital and physical systems as needed

4. Reflect regularly on your commitments

Do something about what you're thinking, and think about what you're doing.

Review your system. Regularly assess your lists, projects, and calendar to ensure they're up-to-date and aligned with your current priorities. This reflection keeps you in control and aware of your commitments.

Implement a review routine. Schedule time for daily, weekly, and periodic reviews:

• Daily: Quick scan of calendar and critical next actions
• Weekly: Comprehensive review of all lists and projects
• Monthly/Quarterly: Higher-level review of goals and long-term projects

These reviews help you stay on top of your commitments and make necessary adjustments.

5. Engage with your tasks confidently

Do. Or do not. There is no try.

Trust your system. Once you've captured, clarified, and organized your commitments, you can engage with your tasks confidently. Your external system allows you to focus on the task at hand without worrying about forgetting other obligations.

Choose tasks contextually. Select your next actions based on:

• Context (location, tools available)
• Time available
• Energy level
• Priority

This flexible approach allows you to be productive in various situations, making the most of your time and resources.

6. Create a Projects list to track multi-step outcomes

Some people have lists of big goals and visions, and many people have lists of simple to-dos. Very few have a list of all the in-between outcomes (i.e., "projects"), and that's a critical list for staying focused on the right stuff, week to week.

Define projects clearly. A project is any outcome requiring more than one action step. Maintain a comprehensive list of all your current projects, both personal and professional.

Review and update regularly. Ensure each project has:

• A clear, actionable outcome
• At least one next action identified
• Regular review to maintain progress

This approach prevents projects from stalling and keeps you aware of all your commitments.

7. Conduct a Weekly Review to stay on top of your system

The Weekly Review is the single most important move for consistent GTD practice. If you do it, your system will live and grow more mature and meaningful. If you don't, your practice will diminish and eventually fall away.

Schedule dedicated review time. Set aside 30-90 minutes each week for a comprehensive review of your system. Choose a consistent time and place to make it a habit.

Follow a structured process:

1. Get Clear: Collect loose papers, process inboxes, empty your head
2. Get Current: Review next actions, calendar, projects, and waiting for items
3. Get Creative: Review someday/maybe list, generate new ideas

This weekly habit ensures your system remains current and trustworthy.

8. Use the Two-Minute Rule for quick tasks

If a next action can be done in two minutes or less, do it now.

Handle small tasks immediately. When processing your inputs, if an action takes less than two minutes, do it on the spot rather than deferring it. This prevents small tasks from accumulating and clogging your system.

Examples of two-minute tasks:

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

This rule increases overall efficiency by promptly clearing minor tasks.

9. Keep your calendar sacred for time-specific commitments

Consider your calendar to be the "hard landscape" of your day, the things that have to be done on a certain day, including meetings, deadlines, and day-specific events—the things you have to do, not things that you want to try to do.

Reserve your calendar for true time commitments. Use your calendar only for:

• Appointments and meetings
• Day-specific deadlines
• Time-sensitive information

Avoid putting regular to-dos or wishful thinking items on your calendar. This maintains its integrity as a trusted tool for time-specific obligations.

Use other lists for non-time-specific tasks. Keep your next actions and project-related tasks on separate lists, not on your calendar. This separation allows for more flexibility in your day-to-day work.

10. Empty your in-tray and inbox regularly

If you don't pay attention to what has your attention, it will take more of your attention than it deserves.

Process to zero regularly. Aim to empty your physical in-tray and email inbox daily or every few days. This prevents backlogs and ensures you're always aware of and acting on your current inputs.

Follow the clarify process for each item:

1. Decide what it is and what needs to be done
2. Take immediate action, delegate, or defer as appropriate
3. File reference materials
4. Delete or archive completed items

Regular processing maintains the flow of your system and prevents overwhelm from accumulated inputs.

Last updated: August 16, 2024