What Is Getting Things Done (GTD)? | A Simple Guide

Getting Things Done (GTD) is a productivity system created by David Allen that helps you manage commitments and declutter your mind. Instead of keeping all your tasks and ideas in your head, GTD gives you a trusted workflow to capture and organize everything — so you can focus on doing, not remembering.

If you often feel overwhelmed, distracted, or uncertain about what to do next, GTD provides a clear roadmap for staying calm, organized, and productive. Whether you use paper, Notion, or Todoist, the GTD principles remain the same.

Why Getting Things Done Works

According to David Allen, your brain is for having ideas, not holding them. When your mind tries to store too many open loops — unfinished tasks, reminders, and ideas — it causes stress and decision fatigue. GTD helps you build an external system to manage all that information so you can relax and think clearly.

The GTD method supports:

• Stress-free productivity — you always know what to do next.
• Focus and control — everything has its place and priority.
• Structured planning — clear workflows and consistent reviews.
• Scalability — from personal tasks to large team projects.

The Five Steps of Getting Things Done

The GTD framework is built around five simple, repeatable steps: Capture, Clarify, Organize, Review, and Engage. Let’s explore how each one works.

1. Capture – Collect Everything That Has Your Attention

Start by capturing everything that crosses your mind — tasks, ideas, reminders, and goals. The goal is to get things out of your head and into a reliable system (a notebook, Notion database, or app like Todoist).

• Write down every to-do, big or small.
• Include notes, emails, errands, and future ideas.
• Don’t organize yet — just get everything recorded.
• Use one consistent capture tool to avoid fragmentation.

To kickstart your GTD system, do a “mind sweep” — list everything you’re carrying mentally. Use GTD’s official trigger list to recall things you might forget (projects, calls, deadlines, events, etc.).

2. Clarify – Process What Each Item Means

Once captured, it’s time to clarify what each item is and what to do about it. Ask yourself:

• Is this actionable?
• If yes — what’s the next physical action?
• If no — should I delete it, delegate it, or store it for reference?

Non-actionable items may go into one of three buckets:

• Trash: If it’s irrelevant or outdated.
• Someday/Maybe: If you might do it in the future.
• Reference: If it contains useful information but no action.

By clarifying, you turn every “thing” into a concrete decision — preventing confusion later.

3. Organize – Put Everything in the Right Place

After clarifying, organize your tasks into trusted lists. GTD typically uses these key categories:

• Next Actions: Tasks you can do now.
• Projects: Multi-step outcomes that require several actions.
• Waiting For: Items delegated or awaiting responses.
• Calendar: Time-specific commitments.
• Someday/Maybe: Ideas or goals to revisit later.

When using a digital tool like Notion or Todoist, you can link related items (e.g., connect Next Actions to their parent Projects). The key is to keep the system simple — not overloaded with labels or filters.

4. Review – Keep Your System Current

The Weekly Review is the heartbeat of GTD. Once a week, set aside 45–60 minutes to clean up, check progress, and reset. During your review, you:

• Empty and process your inboxes.
• Update project statuses and next actions.
• Review your calendar (past week + upcoming week).
• Revisit your “Waiting For” and “Someday/Maybe” lists.
• Reflect on priorities and adjust goals.

This consistent review ensures your GTD system stays trusted and relevant. Without it, even the best setup will fall apart over time.

Link download: Notion GTD Weekly Review Template

5. Engage – Do the Work

Now that your system is clear, it’s time to act. GTD’s “Engage” step helps you choose what to work on next using three filters:

• Context: Where you are (e.g., @home, @office, @online).
• Time available: How long a task will take.
• Energy level: Match tasks to your current focus or energy.

This approach helps you make decisions effortlessly — no more “what should I do next?” anxiety. You engage with your work intentionally, knowing everything else is handled.

Common GTD Mistakes (and How to Avoid Them)

• Skipping the review: Without regular reflection, your system becomes outdated and unreliable.
• Overcomplicating tools: GTD thrives on simplicity — don’t overuse tags or filters.
• Mixing projects and tasks: Remember, projects are outcomes; tasks are next actions.
• Failing to capture consistently: Capture ideas immediately, or they’ll vanish from your system.

As David Allen says, “You can only feel good about what you’re not doing when you know what you’re not doing.” A trusted GTD system helps you stay calm even in chaos.

How to Start Using GTD

1. Choose your main capture tool — notebook, Notion, or app.
2. Do a full mind sweep and empty your head.
3. Clarify every item — decide the next action or destination.
4. Create your lists: Projects, Next Actions, Waiting For, Someday/Maybe.
5. Set a recurring Weekly Review.
6. Engage with confidence — one next action at a time.

Tools to Implement GTD

You can apply GTD with almost any system, but popular tools include:

• Notion: For fully customizable GTD Notion template and linked databases.
• Todoist: Simple task management with GTD labels and filters.
• Evernote / OneNote: For organizing reference material.
• Paper or bullet journal: For minimalists who prefer analog tracking.

Choose whatever fits your workflow — GTD works best when it’s simple, flexible, and consistent.

Final Thoughts

Getting Things Done is more than a productivity method — it’s a philosophy for mental clarity and intentional living. By capturing everything, clarifying decisions, and regularly reviewing your commitments, you’ll not only get more done but also feel more relaxed doing it.

Start small: one inbox, one Weekly Review, one clear next action. Over time, GTD becomes second nature — your personal system for stress-free productivity.