An introduction to the Getting Things Done method

The Getting Things Done (GTD) method aims to tackle procrastination. It is a self-management technique to deliver effectively and efficiently. For those who struggle to prioritise their work or feel overwhelmed with the number of tasks to deliver, this method is a good way to get started.

What is the Getting Things Done method?

The Getting Things Done method, also referred to as the GTD method, is a technique that provides guidance on creating and delivering a to-do list in a self-managed way. As such, it allows those who use it to concentrate on what they have to accomplish rather than getting distracted by the organisation and prioritisation of their list of tasks. It increases productivity by eliminating procrastination and reduces stress by bringing structure. The method breaks down large tasks into smaller chunks and has a direct impact on employee wellbeing by making the action much more achievable. It also allows for more focus.

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Who is the GTD method for?

The GTD method can be applied to any sort of task, from answering emails to writing a contract or organising a meeting. It allows those who apply it to have a clear mind and move away from distractions. As such, it is ideal for people who are managing several projects at the same time and may get overwhelmed by competing priorities. It is also recommended for individuals who tend to procrastinate and not know where to start when assigned a task. Those who enjoy a highly structured approach to managing their time will also benefit from the system.

How does the GTD method work?

The GTD method is a highly effective time management system. It is backed by cognitive science and aims to tackle indecision. The way the method works is straightforward. It breaks down large tasks into smaller actions that are easy to understand and achievable in the defined period. By doing so, it unclutters the mind and creates an external system that organises tasks. The individual applying the method does not need to rely on their memory for the list of tasks ahead. Instead, they can just refer back to their detailed and organised list of actions. This simple action frees the mind and generates more efficiency in the delivery of the task itself. It makes space for creativity and focus.

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The five steps to the Getting Things Done method

There are five steps to the GTD method. Following this workflow ensures a good application of the solution and guarantees its success. The section below lays out the steps and provides details on the actions that need to take place to fully benefit from the method.

Step 1: Capture

This is the most important step in the GTD method. By capturing everything outside the mind, it allows the brain to process the information rather than store it. It shifts the focus from remembering the tasks that need to be achieved to actually delivering the tasks. By laying out all the information in one place, this step also allows for creating priorities. Every action or idean is noted down to ensure that they do not pile up and clutter the mind. Once captured, they can be classified by order of importance and delivered as such.

Step 2: Process

Sometimes, capturing what needs to be done is not enough to reach the desired outcome. There may be several smaller steps to accomplish the task. Identifying these steps is essential to get started on delivery. This is what this part of the process is about. Once the desired accomplishments are captured, it is essential to analyse them and identify what specifically needs to be done with them and in which order. Keep in mind that the method suggests that anything that takes less than five minutes should be delivered straight away. Also, consider delegating tasks if this can be done and if it appears to be the most effective way. Actionable items are completed or delegated. Non-actionable items are deleted, archived or delayed.

Step 3: Organise

According to the method, once the items have been processed, they are organised. There are four categories of actions that can be associated with the items. These are projects, next action, calendar and waiting for. During this step, it is paramount to give each item a context. This can be translated as a list of micro-actions that need to take place for the overall action to be carried out. Be as detailed as necessary.

Step 4: Review

Reflecting on the list of tasks and priorities brings value to the process. It may challenge the prioritisation or reassess the need for certain tasks. The process needs to be flexible and as such the list can be updated with different orders of priority, items deleted or added. Review it on a regular basis and challenge it.

Step 5: Engage or deliver

After capturing, processing, organising and reviewing, it is time to deliver. Address the tasks one by one, making sure that you take into consideration the context and any dependencies. Ask yourself if you have enough time to deliver the action, but also if you have enough energy to do so. Make sure that high-priority tasks are at the top of your list.

By following these five steps to the Getting Things Done method, employees can ensure that they shift from an overwhelming number of actions to deliver to a structured, step-by-step approach.

The pros and cons of the Getting Things Done method

The Getting Things Done method can bring many benefits to employees who utilise it. However, there are also some disadvantages to the system. The section below lays out the pros and cons of the method so that you can determine if it is the right solution for you.

Main advantages of the Getting Things Done method

Below are some key advantages of the method.

• It is easy to understand and implement
• It reduces the cognitive load on the mind and as such gives space for delivery
• It is reliable and is a good way to get all tasks done by the defined deadlines
• It reduces multitasking and increases focus
• It organises tasks and structures the delivery of large projects
• It provides a clear structure with context and as such ensures that deliveries are on time
• It reduces stress while maintaining efficiency

Disadvantages of the Getting Things Done method

The section below highlights the key disadvantages of the GTD method.

• It may be time consuming to set up
• It may be too flexible for some individuals who lack self-discipline
• It does not provide a daily or weekly routine that may be important for some employees
• There is no assistance in prioritising, which may lead to errors
• It requires practice for effective use

Before starting to use the method, assess its pros and cons based on your context. Doing so and gauging the method can help ensure that you adopt it for the right reasons.

The Getting Things Done self-management method is a great way to increase efficiency, avoid procrastination and achieve your goals. It is recommended for those working on large projects as it will help structure and organise the different tasks. It may not be appropriate and be too complex for those working on small, straightforward projects.

Take a look at more content on time management and how to increase productivity: How to master timeboxing for super-charged productivity.