{"id":59210,"date":"2025-06-19T21:40:01","date_gmt":"2025-06-19T21:40:01","guid":{"rendered":"\/akeyw12\/david-allen-getting-things-done\/"},"modified":"2025-06-19T21:40:01","modified_gmt":"2025-06-19T21:40:01","slug":"david-allen-getting-things-done","status":"publish","type":"product-content","link":"https:\/\/www.mindtools.com\/akeyw12\/david-allen-getting-things-done\/","title":{"rendered":"David Allen: Getting Things Done"},"content":{"rendered":"

Getting Things Done (GTD) is a time management system developed by productivity specialist David Allen. Outlined in his 2001 book ‘GTD: How To Achieve Stress-Free Productivity’, the philosophy is designed to help busy people gain control of their lives at work and home. [1] The core principles can help you organize and review all your work and personal commitments. <\/strong><\/p>\n\n

The Problem With \u2018Stuff\u2019<\/h2>\n\n

GTD\u2019s main focus is on what Allen calls \u2018stuff\u2019; the endless stream of tasks and commitments<\/strong> people face every day. Stuff is \u201canything you have allowed into your world that doesn\u2019t belong where it is, but for which you haven\u2019t yet determined the desired outcome and the next action step.\u201d [2] The problem with stuff is that it causes people stress<\/strong>, as they worry about making progress with work projects, returning calls, finding time to make personal appointments and remembering to pick up the dry cleaning. <\/p>\n\n

The GTD Method<\/h2>\n\n

GTD comprises five key steps, which together create a structured approach to help you effectively manage all the demands on your time. Here are the core stages.<\/p>\n\n

1. Collect Inputs<\/h3>\n\n

Gather all the inputs in your life that require action. Inputs are anything representing something that needs to be achieved at some point in the future<\/strong>. They can include emails, phone messages, memos, information in notebooks, pads and calendars, invites to upcoming events, magazines, books, scribbled notes and business cards. Many people make the mistake of trying to carry around too many inputs in their heads, where they compete for attention or get lost in the midst of other inputs. The average person can only remember about seven things<\/strong> at any one time. [3] <\/p>\n\n

2. Process Inputs<\/h3>\n\n

For each input, determine whether it’s actionable<\/strong> \u2013 i.e. if there’s something you can do to move it forward. If not, you should discard or incubate the item for later, or keep it for future reference. If you can process the input, implement the \u2018do it, delegate it or defer it\u2019 principle:<\/p>

  • Do it<\/strong>: if the action will take less than two minutes to complete, just do it. <\/li>
  • Delegate it<\/strong>: if the action will take more than two minutes and someone else could do it, delegate it. <\/li>
  • Defer it<\/strong>: if the action will take more than two minutes and has to be done by you, defer it – most likely to the \u2018next actions\u2019 list. (see step 3) <\/li><\/ul>\n\n

    3. Organize Results<\/h3>\n\n

    The systematic organization of inputs<\/strong> is the central to GTD. Use the following tools to organize tasks:<\/p>\n\n

    Projects list<\/h4>\n\n

    Projects are any things which require more than one step<\/strong> to be completed, and can vary greatly in size. <\/p>\n\n

    Next actions<\/h4>\n\n

    Often categorized by the project to which they relate, next actions record what needs to happen to move the project forward<\/strong>. Next actions should also include a \u2018waiting for\u2019 list of items that can\u2019t move forward until someone else has taken action. Below is an example of a completed projects list, with next actions and a waiting for list. <\/p>

    <\/p><\/div><\/div>

    Projects<\/strong><\/p><\/th>

    Next actions<\/strong><\/p><\/th>

    Waiting for<\/strong><\/p><\/th><\/tr><\/thead>

    Recruit new team member<\/p><\/td>

    Review job description<\/p><\/td>

    <\/p><\/td><\/tr>

    Organize training session<\/p><\/td>

    Conduct training needs analysis<\/p><\/td>

    <\/p><\/td><\/tr>

    Process results of performance reviews<\/p><\/td>

    Read performance notes<\/p><\/td>

    <\/p><\/td><\/tr>

    Develop presentation<\/p><\/td>

    <\/p><\/td>

    Need graphics from marketing department<\/p><\/td><\/tr>

    Learn new software<\/p><\/td>

    Watch training video<\/p><\/td>

    <\/p><\/td><\/tr>

    Get quotes for new kitchen<\/p><\/td>

    <\/p><\/td>

    Need partner\u2019s decision on worktops<\/p><\/td><\/tr><\/tbody><\/table><\/div><\/figure>\n\n

    Calendar<\/h4>\n\n

    Use this to keep track of: <\/p>

    • time-specific actions<\/strong> (appointments or meetings) <\/li>
    • day-specific actions<\/strong> (returning calls on a specific day) <\/li>
    • day-specific information<\/strong> (directions for how to get to upcoming appointments, reminders about birthdays and other special events) <\/li><\/ul>

      Calendar programs such as Microsoft Outlook<\/strong> and Google Calendar<\/strong> can capture all of this information and set up reminder alerts. These can often be synchronized with smartphone calendars, delivering reminders to your phone.<\/p>\n\n

      Someday\/maybe list<\/h4>\n\n

      This list is a place to record ideas and projects you’d like to do, but don\u2019t have time for<\/strong> at the moment. Someday\/maybe items might include:<\/p>

      • learning a foreign language <\/li>
      • booking a dream holiday <\/li>
      • taking a professional qualification <\/li>
      • organizing a team-building day <\/li>
      • cleaning out the garage <\/li><\/ul>\n\n

        Reference filing<\/h4>\n\n

        Systematic referencing allows you to keep information that doesn’t require any action, but which is valuable <\/strong>in some way. Like a new book or interesting report to read in the future. For physical items, a filing cabinet will serve well. You can file digital inputs on a computer or the cloud, and bookmark interesting websites for reference. Create a filing system that works for you, allowing you to quickly find something when you need it.<\/p>\n\n

        4. Review Options for Next Actions<\/h3>\n\n

        The weekly review<\/strong> is one of the cornerstones of GTD. It’s an essential activity that helps people gain control of their inputs. Set a time each week to update lists, review calendar entries and plan for the coming week(s). This should give you a total overview<\/strong> of their current situation and a feeling of being in control<\/strong>.<\/p>\n\n

        5. Do Next Actions<\/h3>\n\n

        The last step in the GTD methodology is to undertake the actions needed to move projects forward. Allen has developed three models to help put options into context and facilitate effective decision-making.<\/p>

        \"Three
        <\/figcaption><\/div><\/div>\n\n

        The Four Criteria Model for Choosing Next Actions <\/h3>\n\n

        To decide what action to take next, consider these four criteria:<\/p>

        1. Context<\/strong>: which next actions are you in the right place or situation to do? Essentially, what can you do, right now? <\/li>
        2. Time available<\/strong>: which items on your list can you complete before another commitment? <\/li>
        3. Energy available<\/strong>: what mood are you in? How tired are you? Everyone has different times of the day when they are more or less effective. Do challenging tasks that require concentration in your most effective part of the day, and choose less mentally demanding tasks in your low-energy periods. <\/li>
        4. Priority<\/strong>: Now that you\u2019ve narrowed your list down, choose the next action which is the most important\/urgent and will give the biggest payoff. <\/li><\/ol>\n\n

          The Threefold Model for Evaluating Daily Work<\/h3>\n\n

          The work you do falls into three categories:<\/p>

          1. Predefined<\/strong>: this is getting through your existing to-do list of work you know needs to be completed. <\/li>
          2. Ad hoc<\/strong>: this is new work that comes to you throughout the day, which was unexpected and unplanned for. Choosing to do this work straight away is effectively deciding that it’s more important than everything on your existing list. Is it? <\/li>
          3. Undefined<\/strong>: this is time spent processing inputs by doing it, delegating it or deferring it, then deciding on next actions. It could also be thought of as planning time. <\/li><\/ol>\n\n

            The Six Level Model for Reviewing Your Own Work<\/h3>\n\n

            These are the six perspectives Allen suggests you can view your options from and help assign appropriate priorities:<\/p>

            \"David
            <\/figcaption><\/div><\/div>\n\n

            Summary<\/h2>\n\n

            GTD is a comprehensive time management system that enables you to feel in control<\/strong> at work and at home, no matter how busy you are. Its emphasis ontasks, projects, next actions and weekly progress reviews, combined with longer-term planning, can help you be morefocused<\/strong>, moreproductive<\/strong> and less stressed<\/strong>.<\/p>

            References<\/span>
            [1] David Allen, Getting Things Done: How to Achieve Stress-Free Productivity<\/em> (Piatkus, 2001).[2] Ibid.[3] First published in 1956 by renowned cognitive psychologist George A. Miller in The Psychology Review<\/em>, Miller’s Law dictates that the number of objects an average human can hold in their working memory is 7 (plus or minus 2).<\/div><\/div><\/div>\n","protected":false},"excerpt":{"rendered":"

            The key elements of productivity expert David Allen’s Getting Things Done process.<\/p>\n","protected":false},"author":0,"featured_media":0,"template":"","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"product-content-category":[7018],"product-content-type":[2580],"reading-time":[5177],"class_list":["post-59210","product-content","type-product-content","status-publish","hentry","product-content-category-productivity","product-content-type-article","reading-time-7-minutes"],"acf":[],"yoast_head":"\nDavid Allen: Getting Things Done - Mindtools<\/title>\n<meta name=\"description\" content=\"The key elements of productivity expert David Allen's Getting Things Done process.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.mindtools.com\/akeyw12\/david-allen-getting-things-done\/\" \/>\n<meta property=\"og:locale\" content=\"en_GB\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"David Allen: Getting Things Done - 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