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Getting Things Done

4 min read

The GTD workflow is a continuous cycle: Capture → Clarify → Organise → Reflect → Engage

GTD is about building a system where:

  • nothing is forgotten
  • work is clearly defined
  • priorities are visible
  • your mind is free to focus

Capture

Capture anything that has your attention.

Have as few inbox collectors as you can and as many as you need:

  • Email inbox
  • Notebook
  • Inbox task list in app

Rules:

  • Capture everything that has your attention
  • Do not organise while capturing
  • Empty your head regularly

Principle:

  • Your brain is for having ideas, not storing them.

Clarify

Clarifying means deciding what each captured item actually is.

Process inboxes regularly.

For every item ask:

Is it actionable?

If it is NOT actionable:

Choose one:

  • Delete - trash it
  • Backlog - maybe later
  • Reference - useful information

If it IS actionable:

Determine the very next physical action.

Then decide:

  • < 2 minutes → Do it immediately
  • Delegated → Add to Waiting For
  • Specific date/time → Put on Calendar
  • Requires multiple steps → Create a Project
  • Single action → Add to Next Actions

Key ideas:

  • Knowledge work is not clear by default.
  • You must think about work before you do work.
  • The hardest part of knowledge work is often deciding the next action.

Organise

Organise the results of clarification into lists

Action Lists

These drive day-to-day work.

Ground Level

Next actions

  • The tasks that you actually DO (where rubber meets the road).
  • Organised by context to remove mental friction.
  • Generated from projects.

Waiting for

  • Things people owe you
    • Replies
    • Delegated tasks
    • Deliverables

Calendar

  • Next actions bound by a specific day or time.
    • Meetings
    • Appointments
    • Deadlines
  • DO NOT put general tasks in your calendar.

Horizon 1 - Projects

Projects

  • Any outcome requiring more than one action.
  • Each project must have at least one next action.
  • Generated from areas of focus or goals.

Tickler

  • Date-based reminders for future activation.
  • They will not form part of work for the current cycle, but will in a later cycle

Backlog

  • Ideas you might pursue later

Horizons of Focus

These provide direction for the action lists.

Horizon 2 - Areas of Focus

These are ongoing responsibilities you must maintain. They never finish.

Examples:

  • Job role
  • Family
  • Health
  • Finances
  • Spiritual life

Projects are generated from these areas.

Horizon 3 - Goals and Objectives

  • Targets for the next 1–2 years.

Examples:

  • Launch a SaaS product
  • Publish a book
  • Run a half marathon
  • Read 24 books this year
  • Invest R100 000 in ETFs
  • Build a 6 month emergency fund

Key test:

Can I clearly say when it is done?

Horizon 4 - Vision

  • Vision describes what life looks like if things go well in 3–5 years.

It should feel descriptive, not tactical.

Career Vision Examples:

  • I teach and mentor students effectively.
  • I publish thoughtful writing on theology and philosophy.
  • My software products generate consistent recurring income.
  • I speak at conferences or events.
  • My work is intellectually respected.

Lifestyle Vision Examples:

  • My finances are stable and growing.
  • I have significant time for study and writing.
  • My family life is stable and intentional.
  • I am physically healthy and disciplined.

Key test:

This reads like a future biography paragraph.

Horizon 5 - Purpose and Principles

Purpose is what you live for. Principles are rules you live by.

Purpose Examples:

  • Help people grow intellectually and spiritually.
  • Build tools that make knowledge work better.
  • Teach truth and develop thoughtful leaders.
  • Create work that improves society.

Purpose answers:

Why do I exist and contribute?

Principles Examples Examples:

  • Tell the truth even when costly.
  • Prioritise long-term value over short-term gain.
  • Do deep work rather than shallow activity.
  • Honour commitments.
  • Build things with excellence.
  • Protect time for thinking and reflection.

Key test:

Would I still follow this rule even if it cost me money or status?

Reflect

The system only works if you review it regularly.

Weekly Review

The most important GTD habit.

Typical steps:

  1. Empty all inboxes
  2. Review next actions
  3. Review waiting for
  4. Review projects
  5. Create new projects
  6. Define next actions
  7. Update backlog

The goal is to restore trust in your system.

Higher-level Reviews

Less frequent reflection.

Quarterly / Annual review:

  • Adjust goals
  • Revisit vision
  • Reevaluate priorities

Engage

This is doing the work.

When choosing what to do, consider:

  1. Context — where you are and tools available
  2. Time available
  3. Energy available
  4. Priority

You select actions from your Next Actions lists.

David Allen

See Also

GTD Methodology.pdf

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