GTD 3.0 - my updated workflow and mindmap

I’ve updated my GTD workflow and mindmap to version 3.0. You can find the mindmap as an image below my workflow, and you can also download it in iThoughts format here, FreeMind format here or as a PDF here. I hope it can help you be more productive and creative, or at least help you Getting Things Done.

GTD 3.0


  • 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
        • Reference is preferred to store in another system like Evernote for example
      • You could also organize non doable thoughts and tasks in a mindmap
        • Just copy and paste it into a mindmap
  • Do it often
    • Very important before you go to sleep for example
      • Personally I do it twice a day. Morning and evening


  • Tasks that you plan to do
  • Review often
    • Defer those that is farther away
    • Set due dates on tasks that should be done next


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


  • Stuff that you eventually will do but not sure when
  • Delete tasks from here if they have been there for more than three months
    • Or move them to reference
  • Doesn’t have to be reviewed so often. Maybe once a month or so


  • 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 Google Keep, Journey, Day One, Pocket or Drafts for that
      • Could be important to save anyway. To get a clear mind.


  • 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 efficient
    • Makes you always know what you have to do at a specific location
    • I also use it for location based reminders
    • I use it more than Projects
  • 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 should 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 locations, persons and things.

Due dates

  • Use them as the last date and time to do a task
  • Set due dates even on simple tasks to feel accomplished when marking them as done. It motivates you to do more.
  • Set due dates on tasks you planning to do that day. Use contexts to find them based on which locations you are at on different times that day.
  • Use the snooze (+1 day, +1 week etc) feature when you didn’t have the time to do the tasks that day.
    • It’s so easy to do this so it is not a problem to have many tasks with due dates.
  • Create reoccurring tasks with due dates
    • Even on very simple things you do regularly because then you don’t have to think about those things anymore and you will become more structured and organized.
  • The more tasks with due dates you mark as done everyday, the more accomplished and organized you will feel and become.
    • Review what you have done everyday
    • It motivates you to be more productive

Defer (start date)

  • Defer tasks that you don’t need to see in your lists, projects and Contexts until it’s time
    • I usually defer tasks to 00:00 the day it should be completed
  • Defer tasks is a great way to make you calm and harmonious because you only see the tasks that you need or want to see at that specific time
    • It’s a great way to not be overwhelmed
  • Try to defer as many tasks you can
    • Most tasks doesn’t have to be visible until the time they should be done


  • 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
    • Delete
    • Move to 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