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What is GTD (Getting Things Done)?

GTD Methodology

Definition​

GTD (Getting Things Done) is a productivity management system introduced in David Allen's book of the same name published in 2001. GTD is not just a simple to-do list, but a comprehensive methodology that reduces mental burden and increases execution power by moving all thoughts and tasks from your head to an external system. It pursues a "mind like water" state, helping you respond calmly to any situation.

How It Works​

The core principle of GTD is "your mind is for having ideas, not holding them." Our brains are not suitable for simultaneously remembering and managing multiple things. Keeping tasks in your head causes continuous stress and anxiety.

GTD operates on the following principles:

  • Collect all tasks and thoughts in an external system
  • Build a trustworthy system through regular review and organization
  • Convert each item into a clear next action
  • Choose the optimal task for the situation

Implementation Method​

GTD consists of a 5-step workflow.

Step 1: Capture​

Get everything out of your head. Collect anything - tasks, ideas, worries, projects - into an Inbox. Tools can be notes, apps, recorders, etc.

Step 2: Clarify​

Review each item in the Inbox and ask:

  • Is this actionable?

    • No: Delete, save as reference, or move to Someday/Maybe list
    • Yes: Proceed to next step

  • Can it be done in 2 minutes?

    • Yes: Do it now
    • No: Delegate or add to next actions list

Step 3: Organize​

Place clarified items into appropriate lists:

  • Projects list: Tasks requiring multiple steps
  • Next actions list: Specific actions ready to execute
  • Waiting for list: Items awaiting others' responses
  • Someday/Maybe: Things you might do later
  • Calendar: Time-specific commitments

Step 4: Reflect​

  • Daily: Check calendar and next actions list
  • Weekly: Weekly Review to check all lists, mark completed items, add new items

Step 5: Engage​

Choose what to do now based on four criteria:

  1. Context: Where are you now?
  2. Available time: How much time do you have?
  3. Energy: How focused can you be?
  4. Priority: What's most important?

Examples​

Freelance Writer Park's GTD System​

Capture Phase:

  • "New novel idea: barista trapped in time loop"
  • "Send 3rd chapter draft to editor"
  • "Organize tax documents"
  • "Schedule dog vaccination"

Clarify and Organize:

  • Novel idea → Reference material (Evernote 'Ideas' notebook)
  • Send draft to editor → Next actions (@computer)
  • Organize tax documents → Project (requires multiple steps)
    • Next action: "Find relevant documents from last year's receipts folder" (@home)
  • Dog vaccination → Next action: "Call veterinary clinic" (@phone)

Engage: 2 PM, working at coffee shop on laptop (Context: @computer, Time: 2 hours, Energy: high) → Execute "Send draft to editor"

Office Worker Choi's Weekly Review​

Every Friday at 4 PM, for 30 minutes:

  1. Check completed items from last week and feel accomplished
  2. Empty inbox (emails, notes, business cards, etc.)
  3. Check next week's schedule and add preparation tasks
  4. Verify each project has a clear next action
  5. Review Someday/Maybe list to find something worth starting

Effects and Benefits​

Mental Clarity​

As your mind empties, anxiety and stress decrease. The feeling of "I'm forgetting something" disappears.

Improved Execution​

Instead of vague "write report," having specific next actions like "write one-page report outline" makes it easy to start immediately.

Clear Priorities​

Seeing all tasks at once allows you to distinguish between important and urgent.

Long-term Goal Management​

Managing everything from daily minutiae to major projects in one system enables balanced living.

Flexible Response​

Even when unexpected events occur, a solid system allows calm responses.

Precautions​

Beware of Perfectionism​

GTD is a tool, not the goal. Obsessing over perfecting the system loses the original purpose.

Avoid Over-collection​

Collecting too much becomes a burden. Focus on what's truly important.

Weekly Review is Essential​

Skipping weekly reviews undermines system trust. Invest 30 minutes per week.

Start Simple​

Don't build complex apps and systems from the start. Paper and pen are enough to begin.

Habit Over Tools​

Building basic habits is more important than finding the latest app.

FAQ​

Q: What tools do I need to start GTD? A: A paper notebook and pen are sufficient. For digital tools, we recommend Todoist, Notion, or Things 3. What matters is the workflow, not the tool.

Q: How long does GTD setup take? A: Initial setup takes 2-4 hours. This is time to collect and organize everything in your head. Afterward, it can be maintained with 5-10 minutes daily and 30 minutes for weekly review.

Q: Can I use it with the Pomodoro Technique? A: Yes, it's an excellent combination. Use GTD to decide what to do, and the Pomodoro Technique to manage how to execute.

Q: Is it applicable to team projects? A: GTD is a personal productivity system, but collaboration becomes smoother when team members each use GTD, as their actions and waiting items are clear.

Q: Must weekly review be on Friday? A: No. Choose a day and time that works for you. Before the weekend is common, but Monday morning or Sunday evening works too.