This is how I use the GTD "Getting Things Done" methodology - I hope it can help you understand it

I've been using the “Getting Things Done (GTD)” methodology for a quite long time now, and it's so important to me so I can't even see me living without it. It's like a philosophy for me. It's my life. I could never be as productive and creative as I am without it.

So I thought it's time to revise how I use GTD. So below you find version 2.0 of how I use this methodology to be as productive as possible. I hope it can help you understand this better and maybe start using this methodology you too? Enjoy and please share!

GTD v2.0


Inbox

  • Empty your head with all your thoughts and ideas into the inbox
    • Deal with them as soon as you have time
      • Takes less then 2 minutes, do them directly
      • Stuff you have to do but doesn't have time for now, move to actions or a specific project
      • Stuff you eventually will do but not are sure of, move to someday/maybe
      • Stuff that are not a doable task, delete or move to reference
    • Do it often
      • Very important before you go to sleep for example
      • Personally I do it twice a day. Morning and evening

Actions

  • Tasks that you plan to do
  • Review often
    • Defer those that is farther away
    • Flag those that should be done next

Flags

  • It's the “Next Actions” feature in GTD
  • Flag an action when it's time to do it and it will be in your today's list
    • Defer it to hide it until it's time to focus on it

Projects

  • It's like lists
    • Could be simple or advanced
    • Collects tasks under the same topic
    • Could be nested
  • Should have a due date
  • Should be used when a single task is not enough to make something done
  • Review often

Someday/maybe

  • Stuff that you eventually will do or maybe not
  • Delete tasks from here if they have been there for more than three months or so
  • Doesn't have to be reviewed so often. Maybe once a month or so

Reference

  • Not a doable task, could be a link, Info, facts or just a thought.
    • I usually don't save references in my task management system. I use Evernote, Dayone or Drafts for that
      • Could be important to save anyway. To get a clear mind.

Contexts

  • They are very important to me. It's like lists from many projects. So for example if you are at your desk, check that context to see what tasks you have to do, or if you are in your car, check what you have to do there, and so on.
    • Very effective
  • I can view the world through contexts (like: what’s next up for me to do when I’m sitting at my desk). This is a powerful feature that helps people look at the world, and what they do in it.
  • It's a place
    • You can even be notified about the tasks when you are at a specific place, in some task management software like Omnifocus for example.
  • It's a person
    • Your boss or spouse for example
  • It's a thing you use
    • Your car, computer or phone for example
  • In a way contexts is like tags to help you organize tasks better. But use them carefully and only for places, persons and things.

Defer (start date)

  • It's much better to use than due dates
  • It's awesome together with flag feature

Due dates

  • Should mainly be set on Projects
    • In rare cases also on a single action that should be done on an exact date
  • See them as the last date and time to do a task
  • If you have a single action that need to be done on an exact date and time, use a calendar for that task instead

Review

  • It's one of the most important features in the GTD methodology
  • Review often
  • It's a way to go through your tasks and see what should be done
    • Move to actions
    • Flag items
    • Delete
    • Move or create projects
  • I usually review every third day
    • If you use defer correctly then you just have to review tasks that you want to see at that specific date

(Click on image to see it in full)


My video about my GTD system of choice - Omnifocus

Unfortunately there will be no svartlingcast this week

Sadly there will be no svartlingcast (006) this week. The reason is that I'm sick. I've got a really terrible cold. I can hardly talk or even stand up.. Typical when my three week winter vacation starts the day after tomorrow…

I don't want to be sick on my vacation…

Hopefully I can make a new episode next week so you have one to watch and listen to during the holidays.


Watch videos from the svartlingcast playlist(sorted from oldest to newest):

In this video show, I talk about Apple stuff, apps, how I use apps, how I do stuff on my iOS devices, how I create content, how it is to already live in the post-pc era, and much more. The show is more podcast-like than my other videos. Every episode is usually longer than my other videos. I try to do the show weekly. Please give me some feedback about the show.