Getting Things Done (GTD) by David Allen: The Whole Method on One Page
GTD explained simply: the 5 steps (capture, clarify, organize, reflect, engage), the lists you need, the horizons of focus and practical tips, with everyday examples.
Getting Things Done (GTD) is David Allen's method for getting every commitment out of your head and into a system you trust. It rests on one idea: your mind is for having ideas, not holding them. You capture everything, decide what each item means, put it in the right list, review the lists weekly, and then choose what to work on with a clear head.
Here is the whole method on one page, with practical examples.
What problem does GTD solve?
Most people run their work from memory plus a few scattered lists. Every unfinished thing ("I should call the bank", "the website needs new photos") keeps nagging in the background. Allen calls these open loops. They don't get done any faster by being remembered; they just drain attention.
GTD closes the loops by giving each one a defined place and a defined next step.
The 5 steps of GTD
1. Capture
Collect everything that has your attention in a few inboxes: tasks, ideas, "I should…" thoughts, emails, papers. A notes app, an email inbox and a physical tray are plenty. The rule is to keep the number of inboxes small, so nothing hides.
2. Clarify
Go through each item and ask one question: "Is it actionable?"
- No: trash it, file it as reference, or put it on Someday/Maybe.
- Yes: decide the very next physical action, then:
- Under 2 minutes: do it now. This is the famous 2-minute rule.
- Someone else should do it: delegate it and track it on Waiting For.
- Needs a specific date or time: put it on the Calendar.
- Anything else: put it on Next Actions.
- Needs more than one step: it's a Project.
3. Organize
Put each item in the right list:
| List | What goes there |
|---|---|
| Projects | Any outcome that takes more than one action |
| Next Actions | Concrete steps, sorted by context: @computer, @phone, @office, @errands |
| Waiting For | Things you delegated or are expecting from others |
| Calendar | Only things that really are fixed in time |
| Someday/Maybe | Ideas you don't want to commit to yet |
| Reference | Information you may need, with no action attached |
4. Reflect
Do the Weekly Review. It's the step that keeps the system alive:
- Get every inbox back to zero
- Go through every project and make sure each one has a next action
- Check Waiting For, the calendar (past and upcoming week) and Someday/Maybe
Skip it for a few weeks and the lists go stale. Once you stop trusting them, your head takes over again.
5. Engage
Choose what to do in this order: context → time available → energy → priority. If you're at the computer with 20 minutes and low energy, pick something from @computer that fits, instead of staring at the whole list.
Key concepts
- Next action: the very next visible, physical step. Write "Call the dentist to book a check-up", not "Dentist". Write "Draft three headline options for the landing page", not "Website".
- Project: anything that needs more than one step, even small things like "Plan Sunday's family lunch".
- Open loops: unfinished commitments that drain your attention until they're captured.
- Mind like water: respond to whatever comes in with exactly the right amount of energy, no more and no less.
- Natural planning model: how GTD plans a project: purpose → vision → brainstorm → organize → next actions.
Horizons of focus
GTD looks at your commitments at six levels, from the ground up:
| Level | What it covers |
|---|---|
| Ground | Next actions |
| H1 | Projects |
| H2 | Areas of responsibility (health, finances, family, a role at work) |
| H3 | 1–2 year goals |
| H4 | 3–5 year vision |
| H5 | Purpose and principles |
Daily work happens at the bottom. The higher levels decide which projects deserve to exist at all.
Practical tips
- Trust comes from the weekly review. Your lists only work if you believe they're complete.
- The calendar is for hard commitments only. Don't use it as a wishlist, or you'll start ignoring it.
- Start every task with a verb. "Buy", "email", "draft", "book". A task you can't start with a verb usually isn't clarified yet.
- Process inboxes regularly. Capturing without clarifying just moves the pile somewhere else.
A quick example
Say a thought pops up while cooking: "We should redo the guest room." Captured in your phone. During clarifying you see it's more than one step, so it becomes the project "Guest room refreshed", with the next action "Measure the guest room walls" on @home. The paint colour discussion goes on Waiting For until your partner has had a look. Nothing stays in your head, and nothing gets lost.
FAQ
Which app is best for GTD?
Any app with lists and tags works: Todoist, Things, TickTick, Notion, or paper. The method matters more than the tool. Pick one you'll open every day.
How long does the weekly review take?
Plan 30–60 minutes at first. Once the system is in shape, it usually gets faster.
Is GTD too complicated for one person?
No. Start with just three pieces: one inbox, a Next Actions list and the weekly review. Add the rest when you feel the need.
I keep a printed one-page version of this next to my desk. The weekly review is the part I'd recommend starting with: it's the one habit that makes the rest of the system worth trusting.
