The Ultimate Guide to the Getting Things Done Method with examples
In this article you will learn about a method that will help you put all of your tasks in order, from the largest and most important, to those that have just popped into your head.
I know firsthand how difficult it is to move from thinking and planning to real action, and how to organize the top priority tasks and not to lose sight of the valuable details.
In this article, I will go through all the steps of the Getting Things Done method in detail, and you will receive clear instructions for action. You will not only be able to effectively organize your tasks, but also find more opportunities to create new ideas by putting this guide into practice.
Now let’s learn more about the method and what the author meant by it.
What is the Getting Things Done method?
So, Getting Things Done, GTD is a method created by David Allen to improve personal effectiveness by organizing and controlling tasks. Today David Allen is considered a leading expert in the field of organizational and personal productivity.
Many people consider the Getting Things Done method too complicated, lacking in spontaneity, to which Allen replies that he does not like to plan ‘things that are not necessary’. Interestingly, the author of the method considers himself one of the most disorganized and spontaneous people around. When he came up with the GTD method, he noticed that he gained more freedom to do what he wanted, to think more clearly and freely, to be inspired by being present in all the things he did.
Our brains are designed to generate ideas, not store them.
According to David Allen, our brains are designed to generate ideas, not store them. With the GTD method, the brain is freed from the task of ‘storing information’ and given more energy to create ideas, which it used to spend diligently holding onto ‘whatever needs to be done’. David Allen calls this state of natural brain functioning — ‘mind like water’ — pure and clear.
We have become accustomed to the constant feeling of excitement and tension due to large amounts of information. It’s really hard to think creatively, to create, to create, to come up with something new because our brain and memory are so busy holding on to information.
Allen calls it the ‘emergency scanning modality’. Simply put, imagine yourself watching the horizon, waiting for the alarm signal — is there another fire that needs to be put out? You can imagine how easy it is to experience an overwhelming sense of unease.
That’s why it’s so important to fine-tune the process of completing tasks and sequencing them, rather than going back to planning over and over again. After all, many of us are already losing productivity and a lot of energy in the ‘initial planning’ process, defining the end goal and the actions to achieve it.
The Getting Things Done method is designed to get rid of stress and bring order to your thoughts, ideas, routine daily tasks and future plans by helping you store, track and use detailed information related to the task at hand
So, let’s begin to get acquainted with the method of organizing tasks and examine its stages using practical examples.
5 stages of working with data
David Allen calls the tasks we think about every day, all the important data we try to remember, the plans we make in our heads — in a word, all this multitasking, — ‘open loops’. An ‘open loop’ by his definition is an unfinished commitment. When it is in the psyche rather than in the system, it requires energy and attention to track and maintain. This mental multitasking has a negative effect on productivity.
This mental multitasking has a negative effect on productivity.
To become more productive and take control of business and tasks, GTD suggests a five-step approach to workflow management:
- Collection
- Processing
- Organization
- Review
- Actions
Data collection
The first step is to unload all the thoughts, ideas, tasks, projects, things to do from your mind to an external system.
Analyze all the information that comes to mind. These can also be any unresolved issues that will need to be addressed in the future. There are no unimportant matters; everything must be reflected in the system.
A notebook, a task scheduling app, an email inbox, or anything else that works for you will do. It’s important to note that you should be as comfortable as possible to use and process information on a regular basis.
Another very important thing: Don’t forget to record new tasks that you have and enter them into the system in a timely manner. Without that using the system becomes impossible.
Example
I wrote down all the ideas and tasks I had so far, as well as the information from the post-its on my desk, in the bottom column of the Tweek Calendar, and called it the Inbox.
Author’s note — For ease of reading, enlarge the pictures simply by clicking on them.
So, all the tasks are written out in a column in random order and are ready for the next step — processing.
Processing
A handy enough algorithm has been created for all the chaotic information obtained in the first step: the decision tree.
Go through all the items in your Inbox list and perform the necessary action with each of them.
This algorithm will help to speed up and automate the process of making decisions about incoming data.
Once you have the data the first question you have to ask yourself is, ‘What kind of data is it?’ Once you decide, you can answer the question, ‘What should I do with it?
What kind of data is it? What should I do with it?
One-time tasks that take no more than 2 minutes
These are all the tasks that take no more than 2 minutes and are done in one go. They are not related to any project and can clutter up your to-do list.
If you feel that a given task can be completed there and then, ask yourself, ‘Will it take less than two minutes?’ If your answer is yes, simply complete the task, cross it off, and don’t think about it again.
Example
On my list, such tasks include ‘Order flowers for Kate’s birthday.’ I place the order, cross the task off, and subsequently remove it from the list.
Sometimes, it’s easier to do and forget something that doesn’t take a lot of time than to try to hold it in your head. This approach will reduce both your stress level and your to-do list. Now we can start sorting out the rest of the tasks.
Projects
If a task cannot be completed in one step, then it is considered a project that requires planning and multiple steps or phases to complete.
Usually, one has several such projects at a time, and it’s important to review them regularly, checking the next actions — additional steps needed to complete them.
Example
Once I have identified projects among my tasks, I create another column and call it Projects. Then, I drag the tasks from the Inbox there. In my case, ‘Apply to open a bank account’ and ‘Apply for a residency permit, April 20’ will be tasks requiring several steps.
In addition, tasks that will take more than two minutes to complete can be delegated or postponed.
This can include those tasks that need to be postponed — to postpone their completion in the future. You should do this with those tasks that have a certain deadline for completion, as well as those tasks for which you need to complete a number of other tasks.
Delegating
To delegate means to assign it to someone else, but to retain control and responsibility for its execution. Such a task should be placed in the Delegate column.
Example
I create the Delegate column and drag and drop tasks that I can delegate to others. For example, I can tell my colleague working on the same project to write a report, or I can ask the office manager to book a conference room for a meeting with business partners.
Once you’ve determined which tasks you want to delegate and who you want to perform them, consider the tasks that require a mini plan to get done.
Next actions
There are tasks with no specific due date, but which require certain actions before they can be completed.
These tasks need to be placed in a separate Next actions list and define specific actions, step by step, for each of them.
Example
I create the Next actions column and write the next actions for each task using Subtasks. We use Subtasks because each complex task can be broken down into subtasks, so that completing each of the steps (next action) helps you move toward completing the task.
‘Apply for a bank account’ requires documents preparation and a scheduled meeting with a bank manager; ‘Send a parcel to the family’ is only possible when gifts are bought; ‘Buy gifts for colleagues’ is waiting for the right moment, and ‘Mail, send signed documents’ is possible after all the necessary papers have been generated and signed.
Tasks that have a deadline
Put deadline-driven tasks on your calendar. A calendar is very important for controlling appointments and errands. Allen recommends that you use it only for events and tasks with a clear due date.
In order to avoid confusion, all current or pending tasks without a specific due date should be put on your to-do lists rather than on your calendar.
Example
I put all the tasks on the calendar by deadlines. I set reminders, where necessary, and for convenience I highlight some of them using different colors.
Someday
This is where you can place to-dos and tasks with no specific deadline, things you can postpone to a later date for consideration. This may be where you keep your ideas.
Example
I put ‘Find influencers’ on the Someday list as the idea of finding influencers for a project. “Write a Blog Post” is put here too.
Archive or References
This list contains information that will be useful in the future. If you decide that the information is important to you, you can easily access it whenever you need it.
Example
In this example, I drag the information about a day off from work to the Archive column, so that I remember it when I take my annual leave. I also add the address of my office to fill it in when I send the paperwork.
And finally, tasks that no longer require action and are of no use — delete them.
Feel free to get rid of information that does not seem important to you. This will free up time for things that are really worth doing.
Dragging (Organizing)
Once you have sorted out all of the items in your inbox, sort them and assign them to the appropriate columns.
As a rule, processing and organizing tasks go in parallel, as you’ve already organized tasks during the processing stage.
To summarize the organization process, it is important to note that the system of documents, folders, records and other things that you choose to organize your data should be easy to use.
I find Tweek to be very easy and convenient for Getting Things Done planning because all tasks are not hidden in folders, but are available for review at any time.
Using Tweek, you can swap columns with tasks by clicking on the three dot icon on the right, and you can sort tasks within a column the way you like by simply dragging them around. Feel free to drag and drop tasks from one column to another throughout the GTD matrix.
Review
A very important step. For effective problem solving, you need to review your list regularly: daily, weekly, as often as needed.
To get a good result, you need to maintain a system — refer back to your lists more often, revise them, clean them up, add to them.
By neglecting this point, you risk accumulating new tasks and cases, losing all motivation, and as a consequence, disrupting the entire system.
Therefore, it is most convenient to introduce review into your routine: at the end of the day, as preparation for the new day, or as a morning ritual of tuning in for the coming day.
Actions
So, all of the previous steps to collect, process, and organize all of your current and planned tasks were done just to make it easier for you to get started.
All you have to do is follow specific, action-oriented points and complete tasks one by one because you already have a plan in place!
All the clarifications, dates, deadlines are there to help you and now you don’t have to remember all the details again, which can be lost over time, because you have taken care of this during the organization stage.
Mistakes when working with the Getting Things Done method
Now let’s take a look at the possible errors that arise when working with the Getting Things Done method.
1. Starting to use the method without familiarizing yourself with it
At first, the Getting Things Done method can seem very confusing, but if you read this article it will help you decide whether the method suits you, to understand the basic concepts of the method and possibly choose it throughout your life. The GTD method has a lot of followers all over the works, which vouches for its effectiveness.
2. Not performing the weekly review
It is impossible to achieve productivity without constantly reviewing and adjusting tasks. Regular review, revision, and cleaning are the only keys to a successful and productive system.
Adding new tasks on time as well as adjusting current ones will work for you, saving you time and reducing stress, as opposed to piling up a heap of to-dos.
3. Immediately drawing a conclusion about the whole system without getting familiar with it
Give yourself time to get used to the new way of organizing tasks, Tweek it to suit you. The process of getting used to the system may not be very smooth, but once you understand the contexts, you will find it much easier to organize all your ideas and start working with them.
4. You start storing information in different places and apps, which inevitably leads to a broken system and prevents you from accessing information in a timely manner — it gets lost as does your motivation to complete tasks.
Instead, make it a rule to bring all ideas into a single system and avoid clutter by leaving notes on your desk or fridge.
5. Writing unclear and incorrect instructions for the ‘’next’’ actions
When working on a project, a big part of its success is properly sorting (organizing) the steps to complete it. If you have trouble writing them, use verbs that describe the necessary next actions and describe the action in more detail. This way you can start doing it right away, instead of solving ‘The Times crossword’ to remember what you meant.
6. Keeping it all in your head
You need to record everything in the system, even the small tasks, as well as what seems unimportant at the moment.
7. Multitasking
Try to focus only on the task you are currently performing and move from task to task, devoting your energies entirely to one thing at a time.
8. Continuing with the old way of life and attitudes and hoping that the system will work itself out.
You need to get rid of the negative habits and attitudes that have taken hold: don’t perceive a task as a problem, but try to find a solution first. Don’t procrastinate — don’t put things off or avoid solving them altogether. Without your active participation, the system will not work. Once you start working with it, you will notice that you have begun to adhere to clearer goals, daily routines and positive attitudes.
Conclusion
Using the Getting Things Done method in practice, I found for myself an easy way to combine organizing current affairs and planning long-term projects, which was hard to do before. This method has also helped me find peace of mind and reduced stress, knowing that all the information about things to do and remember is in one structured system. If you are still looking for the right planning system, you should definitely try the Getting Things Done method and maybe join the ranks of this method’s fans — those who do more and worry less.
