In this article, we will explain what this tool is, what it is used for, and how you can effectively implement it into your routine in just a few steps. Ready to discover how to increase your productivity?
What is the GTD (Getting Things Done) method?
GTD, short for Getting Things Done, is a methodology created by David Allen, author of the book “The Art of Getting Things Done,” which focuses on helping people organize their time and become more productive.
With this tool, you can transform feelings of overload into a sense of control, bringing more balance and quality of life to your routine, while reducing the stress and anxiety caused by everyday tasks.
The methodology created by David Allen divides daily activities into three main categories:
- Unplanned Activities: These are unexpected activities that arise throughout the day and require immediate attention, meaning you must resolve them as quickly as possible.
- Predefined Activities: These are activities, tasks, and appointments that are already planned or scheduled. This includes meetings, doctor’s appointments, and any other commitments.
- Activities to Be Defined: These are tasks that are not yet clearly scheduled but are considered an ongoing demand, such as new projects and ideas that you can execute when possible.
By adopting this strategy, you can better organize your routine and have a clearer view of what needs to be done now and what can be left for another time, preventing your day from becoming overwhelmed.
The 5 steps of the GTD method
To implement this methodology effectively, we need to understand the five steps that comprise it. Let’s understand how each of these steps works and how they help you increase your productivity:
1. Capture
The first step in the GTD method is to gather all tasks, ideas, commitments, and any other demands into a reliable collection system. To do this, you can use paper, an app, or an organization tool such as Asana or Jira.
The main goal here is to empty your mind of any worries, thoughts, or even ideas that are taking up your attention to ensure that you don’t forget to complete any tasks.
2. Clarify
Now it’s time to analyze each of the items you selected earlier to categorize them according to the level of attention they require. The goal is to break them down into smaller, more manageable actions.
If you find an item that you’re not sure what to do with, choose one of the following options:
- Trash: Discard tasks or demands that you are not interested in or that are simply not worth your time;
- Maybe: For those projects that do not yet have a set date but are of interest to you, create a category called “Someday/maybe.” This includes travel, learning a new skill, starting a new hobby, etc.;
- References: Here you can store materials that are interesting and may be useful in some other project in the future, such as a book, article, song, etc.
3. Organize
Next, start separating your tasks into contextual categories. For example, a very interesting idea is to create folders for different areas of your life, such as work, studies, home, personal projects, travel, etc.
Whenever a new task, project, or demand arises, simply separate it according to these categories to ensure that each item is in the right place, ready to be accessed whenever necessary.
4. Reflect
The reflection stage of the GTD method is when you update your control system and align your priorities. To do this, you need to regularly review your task and project lists to ensure you are focused on what is most important.
If possible, set aside at least one day a week to do this reflection, always trying to reevaluate your priorities, analyze the results of completed tasks, and add new projects if necessary.
5. Engage
With all your lists and systems updated and organized, it’s time to focus and dedicate yourself to getting these tasks done. It is at this stage that we see the real increase in productivity.
However, David Allen says that we need to evaluate our daily actions according to three rules:
- 1. Perform Predefined Tasks: Focus your efforts on work that is already scheduled or has a defined deadline.
- 2. Complete New Tasks as They Arise: Perform new tasks as they arise, especially if they are unexpected or urgent.
- 3. Review and Update Lists: Set aside time each day to update your lists and add new tasks. This allows you to keep everything organized.
Have you learned what the GTD method is?
We hope our article has helped you understand what the GTD method is and how this powerful tool can be used to organize your routine effectively and increase your productivity.