Effective at Getting Things Done

When it comes to personal productivity, Getting Things Done (GTD) by David Allen is the go-to book. In my 14+ years in this space, nearly everyone I've met shares one thing in common: we’ve all read GTD multiple times and applied it in our lives.

GTD is essential, but like many frameworks, it’s best to take it as a blueprint and then adapt it in a way that works for you. Today, let’s explore the key takeaways so you can start implementing GTD today (while also being mindful of its downsides).

THE THEORY

The five steps of GTD. This framework is built on five steps that play a crucial role in staying organized and productive. Each step has even inspired other popular systems. Here's a breakdown:

Capture: "Your mind is for having ideas, not for holding them." GTD teaches us to capture everything (tasks, ideas, reminders) into a trusted system to free up mental space for higher-level thinking. This concept inspired frameworks like "Building a Second Brain" that go way deeper into the topic. Allen’s "mind like water" principle emphasizes mental clarity, enabling us to respond fluidly to whatever comes our way.

Clarify: Once captured, decide if an item is actionable. Use the two-minute rule: if it takes less than two minutes, do it now. In general, do one of the 4Ds - Delete it (if no action is required), Delegate it (if someone else is the right owner), Defer it (to Calendar or To-Do List), or Do it (If it takes less than 2 minutes).

Organize: Place tasks in categories. Organizing by context, priority, or deadline works well. This also applies to managing our inbox. GTD’s foundation of he Inbox Zero and task-batching frameworks helps prevent emails from piling up.

Reflect: Regularly review to stay on track. Weekly reviews ensure tasks and goals are aligned. This step distinguishes GTD from a simple to-do list, helping us adapt to changing priorities. Systems like journaling also stem from this idea of combining task management with personal reflection.

Engage: Take action. With everything organized, focus on taking action. Trust this system, and let your mind like water guide you to the right tasks at the right time.

MY PERSONAL THOUGHTS

I love GTD’s structure, but parts of it feel outdated. Allen emphasizes paper-based systems, filing documents, and printing things out, which doesn’t align with today’s digital world. These days, we rely on cloud storage and digital note-taking apps. [Side note: I can’t help but think about all the trees involved in writing things on paper using the traditional GTD model!]

That said, GTD is still the G.O.A.T. In my 14+ years in productivity, every single expert I know started with GTD. Even with modern tools, the core principles still hold up because they’re based on human psychology. I’ve adapted GTD to both Microsoft Outlook (and then I taught it to over 70 thousand people at Amazon) and now Gmail (I had my first presentation last week), and both work amazingly. [Side note: Want to know more about GTD in your inbox? Just hit reply, and I'll figure something out!]

HOW TO PUT THIS INTO PRACTICE

Here’s a simple guide to start implementing GTD:

1. Capture everything. Use the simplest notes app to write down every task, idea, or reminder. (e.g., I use Evernote.)

2. Clarify the next action. Ask yourself, “What’s the next step?” Apply one of the 4Ds - Delete, Delegate (if someone else is the owner), Defer (to your calendar or To Do List), or Do It (if under two minutes).

3. Organize by context. Group tasks into a few simple categories (by action to be taken, by size, or by project tied to it)

4. Reflect weekly. Spend 30 minutes each week reviewing and re-prioritizing tasks to ensure focus on what matters.

5. Engage in focused work. Trust the system you just created and focus on your most important task.

To recap, many modern productivity concepts (Building a Second Brain, the two-minute rule, Inbox Zero, journaling, task-batching) can be traced back to GTD. If you want to master productivity, go to the source.

Done,

Jorge Luis Pando