Getting Things Done - Wikipedia https://en.wikipedia.

org/wiki/Getting_Things_Done

Getting Things Done

Getting Things Done (GTD) is a personal productivity system
developed by David Allen and published in a book of the same Getting Things Done:
name.[1] GTD is described as a time management system.[2] The Art of Stress-Free
Allen states "there is an inverse relationship between things on Productivity
your mind and those things getting done".[3][a]

The GTD method rests on the idea of moving all items of

interest, relevant information, issues, tasks and projects out of
one's mind by recording them externally and then breaking
them into actionable work items with known time limits.[b][c]
This allows one's attention to focus on taking action on each
task listed in an external record, instead of recalling them
intuitively.[5]

First published in 2001,[4] a revised edition of the book was

released in 2015 to reflect the changes in information
technology during the preceding decade.[1]

Themes
First edition cover
Allen first demonstrates stress reduction from the method with Author David Allen
the following exercise, centered on a task that has an unclear
outcome or whose next action is not defined. Allen calls these Subject Business
sources of stress[d] "open loops", "incompletes", or Publisher Penguin Books
"stuff".[1]: 13 [e] Publication 2001
date
1. The most annoying, distracting, or interesting Published in 2001
task is chosen, and defined as an English
"incomplete".[e]
Pages 267
2. A description of the successful outcome of the
ISBN 978-0-14-312656-0
"incomplete" is written down in one sentence,
along with the criteria by which the task will be (2015 reprint
considered completed.[f] edition)

3. The next step required to approach completion OCLC 914220080 (http

of the task is written down.[g] s://www.worldcat.o
4. A self-assessment is made of the emotions rg/oclc/91422008
experienced after completing the steps of this 0)
process.[h]

He claims stress can be reduced and productivity increased by putting reminders about everything one is
not working on into a trusted system external to one's mind. In this way, one can work on the task at hand
without distraction from the "incompletes".[1]: 14  The system in GTD requires one to have the following
tools within easy reach:

▪ An inbox

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▪ A trash can
▪ A filing system for reference material
▪ Several lists (detailed below)
▪ A calendar (either a paper-based or digital calendar)

These tools can be physical or electronic as appropriate (e.g., a physical "in" tray or an email inbox).[1]: 88 
Then, as "stuff" enters one's life, it is captured in these tools and processed with the following
workflow.[1]: 27 

Workflow
The GTD workflow consists of five stages. The workflow is
driven by five questions (black rectangles in the diagram on
the right): capture, clarify, organize, reflect, and engage.[6]
(The first edition used the names collect, process, organize,
plan, and do;[4] the descriptions of the stages are similar in
both editions). Once all the material ("stuff") is captured (or
collected) in the inbox,[1]: 106  each item is clarified[1]: 122  and
organized[1]: 141  by asking and answering questions about
each item in turn as shown in the black boxes in the logic
tree diagram. As a result, items end up in one of the eight
oval end points in the diagram:
Logic tree diagram illustrating the
▪ in the trash second and third steps
▪ on the someday/maybe list (process/clarify and organize) of the
▪ in a neat reference filing system five-step Getting Things Done
workflow
▪ on a list of tasks, with the outcome and next
action defined if the "incomplete" is a
"project" (i.e., if it will require two or more steps to complete it)
▪ immediately completed and checked off if it can be completed in under two
minutes
▪ delegated to someone else and, if one wants a reminder to follow up, added to a
"waiting for" list
▪ on a context-based "next action" list if there is only one step to complete it
▪ on one's calendar[1]: 27 

Empty one's inbox or inboxes daily or at least weekly ("in" to empty).[1]: 122  Do not use one's inbox as a
"to do" list. Do not put clarified items back into the inbox.[1]: 27  Emptying one's inbox does not mean
finishing everything. It just means applying the "capture, clarify, organize" steps to all one's "stuff".[1]: 27 

Next, reflection (termed planning in the first edition) occurs. Multi-step projects identified above are
assigned a desired outcome and a single "next action".[1]: 191  Finally, a task from one's task list is worked
on ("engage" in the 2nd edition, "do" in the 1st edition) unless the calendar dictates otherwise. One selects
which task to work on next by considering where one is (i.e., the "context", such as at home, at work, out
shopping, by the phone, at one's computer, with a particular person), time available, energy available, and
priority.[1]: 204 

Implementation

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Because hardware and software is changing so rapidly, GTD is deliberately technologically neutral. (In
fact, Allen advises people to start with a paper-based system.[7]) Many task management tools claim to
implement GTD methodology[8] and Allen maintains a list of some technology that has been adopted in
or designed for GTD. Some are designated "GTD Enabled", meaning Allen was involved in the design.[9]

Perspective
Allen emphasizes two key elements of GTD—control and perspective. The workflow is the center of the
control aspect. The goal of the control processes in GTD is to get everything except the current task out of
one's head and into this trusted system external to one's mind. He borrows a simile used in martial arts
termed "mind like water". When a small object is thrown into a pool of water, the water responds
appropriately with a small splash followed by quiescence. When a large object is thrown in the water
again responds appropriately with a large splash followed by quiescence. The opposite of "mind like
water" is a mind that never returns to quiescence but remains continually stressed by every input.[1]: 12 
With a trusted system and "mind like water" one can have a better perspective on one's life. Allen
recommends reflection from six levels, called "Horizons of Focus":[1]: 215–219 

▪ Horizon 5: Life
▪ Horizon 4: Long-term visions
▪ Horizon 3: 1–2 year goals
▪ Horizon 2: Areas of focus and accountability
▪ Horizon 1: Current projects
▪ Ground: Current actions

Unlike some theories, which focus on top-down goal-setting, GTD works in the opposite direction. Allen
argues that it is often difficult for individuals to focus on big picture goals if they cannot sufficiently
control the day-to-day tasks that they frequently must face.[1]: 54  By developing and using the trusted
system that deals with day-to-day inputs, an individual can free up mental space to begin moving up to the
next level.[4]: 13 

Allen recommends scheduling a weekly review, reflecting on the six different levels. The perspective
gained from these reviews should drive one's priorities at the project level.[1]: 50  Priorities at the project
level in turn determine the priority of the individual tasks and commitments gathered during the workflow
process. During a weekly review, determine the context for the tasks and put each task on its appropriate
list. An example of grouping together similar tasks would be making a list of outstanding telephone calls,
or the tasks/errands to perform while out shopping. Context lists can be defined by the set of tools
available or by the presence of individuals or groups for whom one has items to discuss or present.[4]: 35 

Summary
GTD is based on storing, tracking, and retrieving the information related to each thing that needs to get
done. Mental blocks we encounter are caused by insufficient 'front-end' planning. This means thinking in
advance, generating a series of actions which can later be undertaken without further planning. The
mind's "reminder system" is inefficient and seldom (or too often) reminds us of what we need to do at the
time and place when we can do it. Consequently, the "next actions" stored by context in the "trusted
system" act as an external support which ensures that we are presented with the right reminders at the
right time. As GTD relies on external reminders, it can be seen as an application of the theories of
distributed cognition or the extended mind.[10]

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Reception
In 2005, Wired called GTD a "new cult for the info age",[11] describing the enthusiasm for this method
among information technology and knowledge workers as a kind of cult following. Allen's ideas have also
been popularized through The Howard Stern Show (Stern referenced it daily throughout 2012's summer)
and the Internet, especially via blogs such as 43 Folders,[12] Lifehacker,[13] and The Simple Dollar.[14]

In 2005, Ben Hammersley interviewed David Allen for The Guardian article titled "Meet the man who
can bring order to your universe",[15] saying: "For me, as with the hundreds of thousands around the world
who press the book into their friends' hands with fire in their eyes, Allen's ideas are nothing short of life-
changing".

In 2007, Time magazine called Getting Things Done the self-help business book of its time.[16]

In 2007, Wired ran another article about GTD and Allen,[17] quoting him as saying "the workings of an
automatic transmission are more complicated than a manual transmission ... to simplify a complex event,
you need a complex system".

A 2008 paper in the journal Long Range Planning by Francis Heylighen and Clément Vidal of the Free
University of Brussels showed "recent insights in psychology and cognitive science support and extend
GTD's recommendations".[10]

See also
▪ Human multitasking
▪ Life hack
▪ Pomodoro Technique

Notes
a. Allen, in his 2001 book states that if a task is on one's mind, it will fill one's mind
completely, which guarantees that one will be incapable of handling yet another
task; therefore one will fail to complete any of them. [4]: 13–22 
b. "Will it take less than two minutes?" Yes -- then do it. [4]: 36 
c. If you didn't get get it done within your expected timeline, then update your
tools (meaning fix your project plan, or your lists, etc.)
d. Allen claims stress can be reduced and productivity increased by identifying and
tagging a stressor.[1]: 14 
e. When letting one's mind flow like water to the stressor, a corresponding feeling
arises in one's body (say a finger, or elbow), or possibly an emotion such as
anger; in a martial art, the practitioner does not betray that feeling; instead the
practitioner remains vigilant, retains posture, and seeks to influence the possible
outcome.[4]: 13 
f. Once the source of the stressor is identified or tagged, one's mind can move
beyond that specific problem, say to the cost, or to the benefit. The specific
cost/benefit can then be formulated in words and written down, say using the
tags or identifiers.[4]: 13 
g. Once the problem is identified with tags, one's mind can move beyond the
stressor to the next stage, say to the effect of completing the prospective
task.[4]: 13 

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h. Once one's mind has moved beyond a problem, the mind is freed of it, and the
practitioner can move on.[1]: 14 

References
1. Allen, David (2015). Getting Things Done: The Art of Stress-Free Productivity
(2 ed.). Penguin Books. ISBN 9780143126560.
2. Newport, Cal (November 17, 2020). "The Rise and Fall of Getting Things Done" (h
ttps://www.newyorker.com/tech/annals-of-technology/the-rise-and-fall-of-getting-
things-done). The New Yorker. Retrieved April 18, 2021.
3. David Allen GTD next steps (https://gettingthingsdone.com/next-steps/)
4. Allen, David (2001). Getting Things Done: The Art of Stress-Free Productivity
(1st ed.). Penguin Books. ISBN 9780142000281.
5. Fallows, James (November 2012). "Busy and Busier" (https://www.theatlantic.co
m/magazine/archive/2012/11/busy-and-busier/309111/). The Atlantic. Retrieved
December 28, 2018.
6. David Allen (2001). "Getting Things Done: Five Simple Steps That Apply Order To
Chaos" (https://gettingthingsdone.com/what-is-gtd/). gettingthingsdone.com.
Retrieved July 27, 2019.
7. Forrister, Kelly (August 2, 2010). "Which list manager should I use for GTD?" (htt
ps://web.archive.org/web/20100806051902/http://www.gtdtimes.com/2010/08/0
2/which-list-manager-should-i-use-for-gtd/). GTD Times. The David Allen
Company. Archived from the original (http://www.gtdtimes.com/2010/08/02/whic
h-list-manager-should-i-use-for-gtd/) on August 6, 2010. Retrieved January 4,
2015.
8. Forrister, Kelly (May 4, 2009). "Simply GTD with Kelly: Getting Started" (https://w
eb.archive.org/web/20100829205707/http://www.davidco.com/blogs/kelly/archiv
es/getting_started). The David Allen Company. Archived from the original (http://
www.davidco.com/blogs/kelly/archives/getting_started/) on August 29, 2010.
Retrieved August 22, 2010. "If you're at all familiar with GTD you know that
David Allen does not tell you which tools to use--GTD is tool agnostic--so those
choices are up to you. Not saying all tools, software programs, paper planners
work seamlessly with GTD, but where you organize your stuff is up to you."
9. "Common Tools & Software" (https://gettingthingsdone.com/common-tools-softw
are/). Getting Things Done website. David Allen Co. Retrieved May 30, 2014.
10. Heylighen, Francis; Vidal, Clément (December 2008). "Getting Things Done: The
Science behind Stress-Free Productivity" (http://pespmc1.vub.ac.be/Papers/GTD-
cognition.pdf) (PDF). Long Range Planning: International Journal of Strategic
Management. 41 (6): 585–605. CiteSeerX 10.1.1.161.441 (https://citeseerx.ist.ps
u.edu/viewdoc/summary?doi=10.1.1.161.441). doi:10.1016/j.lrp.2008.09.004 (ht
tps://doi.org/10.1016%2Fj.lrp.2008.09.004). ISSN 0024-6301 (https://www.worldc
at.org/issn/0024-6301).
11. Andrews, Robert (July 12, 2005). "A new cult for the info age" (https://www.wired.
com/2005/07/gtd-a-new-cult-for-the-info-age/). Wired. Condé Nast. Retrieved
May 2, 2020.
12. Mann, Merlin (September 8, 2004). "Getting started with "Getting Things Done" "
(https://www.43folders.com/2004/09/08/getting-started-with-getting-things-don
e). 43 Folders. Retrieved May 2, 2020.
13. Robinson, Keith (March 21, 2006). "Best of GTD" (https://lifehacker.com/best-of-g
td-161916). Lifehacker. Retrieved May 2, 2020.

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14. "Review: Getting Things Done" (https://www.thesimpledollar.com/book-reviews/re

view-getting-things-done/). The Simple Dollar. April 9, 2020. Retrieved May 2,
2020.
15. Hammersley, Ben (September 28, 2005). "Meet the man who can bring order to
your universe" (https://www.theguardian.com/technology/2005/sep/29/businesss
ense.businesssense). The Guardian. London: Guardian News and Media Limited.
Retrieved March 5, 2010.
16. Caplan, Jeremy (March 12, 2007). "The Oracle of Organization" (http://content.ti
me.com/time/magazine/article/0,9171,1595223,00.html). Time. Retrieved
March 5, 2010.
17. Wolf, Gary (September 25, 2007). "Getting Things Done Guru David Allen and
His Cult of Hyperefficiency" (https://www.wired.com/techbiz/people/magazine/15-
10/ff_allen?currentPage=all). Wired. Retrieved March 5, 2010.

Further reading
▪ Allen, David (2001). Getting Things Done: The Art of Stress-Free Productivity (htt
ps://archive.org/details/gettingthingsdon00alle) (1 ed.). Penguin Books.
ISBN 978-0-14-200028-1.
▪ Allen, David (2003). Ready for Anything: 52 Productivity Principles for Work and
Life (https://archive.org/details/readyforanything00alle). Viking Books.
ISBN 978-0-670-03250-1.
▪ Allen, David (2008). Making it All Work. Viking Books. ISBN 978-0-7499-4103-1.

External links
▪ Official website (https://gettingthingsdone.com/)

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