Getting Things Done (GTD)

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Prof.Dr.Aung Tun Thet

LFH#26
2020
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YOU

• Putting off tasks until the last minute

• Feel overwhelmed by commitments

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GETTING THINGS DONE (GTD)

• Time management and productivity system

• Complete tasks and meet commitments
• Stress-free and efficient manner
• Comprehensive system of lists and calendars

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GETTING THINGS DONE (GTD)

• Put down all tasks in writing

• Not forget anything
• Less stressed

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GETTING THINGS DONE (GTD)

• Need not remember everything

• Not constantly recall important tasks
• Mind less fixated on planned tasks at inconvenient
times of the day

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GETTING THINGS DONE (GTD)

• Lose less sleep worrying about what to get done

• Written organizational system
• Get everything done on time
• Won't forget anything

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GETTING THINGS DONE (GTD)

• Mind truly relax

• Rest and focus better on tasks at hand
• Nothing else running through back of your mind

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GETTING THINGS DONE (GTD)

• Break down larger tasks into smaller subtasks

• Set specific deadlines
• Keep track of all tasks and projects
• Identify weaknesses in system
• Make improvements
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GETTING THINGS DONE (GTD)

• US productivity consultant David Allen develop the

system
• Presented it in 2001

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DEFINITION

• Self-management method
• Record all personal and professional tasks in to-do
lists

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DEFINITION

• No need to expend energy on remembering tasks

• Mind free to concentrate on task at hand
• Productivity improve

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DEFINITION

• No need to expend energy on remembering tasks

• Mind free to concentrate on task at hand
• Productivity improve
• The 5 steps of the GTD method
• The GTD method consists of five steps that you do in
a specific sequence. We’ll take a closer look at them
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below:
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STEP 1: CAPTURE

• Collect all tasks, appointments and ideas in inboxes

• Any organizational system to capture things in
writing
• Digital and analog - email inbox, physical trays or
vertical filing systems
• Add new tasks, appointments and ideas to inboxes
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STEP 2: CLARIFY

• Review and process everything collected in inboxes

• Decide where things belong in Getting Things Done
system

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STEP 2: CLARIFY

• For each item ask:

• What kind of task is it?
• Is it actionable?
• What’s the next action?

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STEP 2: CLARIFY

• When reviewing inboxes

• Don’t put anything back
• Decide where each item belongs

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STEP 2: CLARIFY

• If no action possible or necessary

• Choose one of 3 options:
• Trash it
• Put it on ‘Maybe/Someday’ list
• Archive for reference
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STEP 3: ORGANIZE

• Assign all actionable items to temporary trays

• Or
• Put them on lists and process them

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STEP 3: ORGANIZE

• If you can complete task in 2 minutes or less

• Do it right away
• Don’t add to Getting Things Done system

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CALENDAR

• Only enter appointments

• Add tasks to be done to ‘Next Actions’ list
• Or
• Record them as project and break them down into
smaller actions

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PROJECTS

• Any task requires more than one action

• Put on project list reviewed regularly
• Define next actions for project
• Enter specific deadlines in calendar

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PROJECTS

• Keep reminder list for all the tasks delegated to

others
• Keep track of tasks others doing

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NEXT ACTIONS

• Not project specific

• Keep separate list
• Multiple context-specific lists for personal tasks,
work tasks, phone calls, errands, etc.

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WAITING FOR

• Keep reminder list for all delegated tasks outside of

projects
• Set dates to follow up on progress

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STEP 4: REFLECT

• Regularly review lists

• System up to date
• Review calendar several times a day
• Check to-do lists at least once a day to select next
task
• Empty inboxes once a day
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WEEKLY REVIEW

• Once a week
• Following steps:
• Empty your head: Write down all ideas going
through your mind
• Inboxes: Put new tasks, ideas and dates where they
belong
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WEEKLY REVIEW

• To-do list:
• Is it up to date?
• Have you crossed off all completed to-dos?
• What are upcoming actions for next few days?

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WEEKLY REVIEW

• Project lists:
• Is it up to date?
• Have you completed at least one next action in past
week to move project(s) forward?

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WEEKLY REVIEW

• ‘Maybe/Someday’ lists
• Transfer some items to project list
• Process them

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WEEKLY REVIEW

• Calendar:
• Is it up to date?
• Did you keep all your appointments?
• What are your upcoming appointments?
• Did you enter all your appointments?
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WEEKLY REVIEW

• ‘Waiting For’ list:

• What’s the current status of delegated actions?
• Follow up with coworkers if necessary

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STEP 5: ENGAGE

• 4 criteria to decide what to do next

1. Context
2. Time available
3. Energy available
4. Priority
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1. CONTEXT

• Work, family, hobbies

• Create different context lists

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2. TIME AVAILABLE

• How much time do you have right now?

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3. ENERGY AVAILABLE

• Energy level fluctuate throughout the day

(biorhythms)
• Energy highs and lows
• Schedule tasks that require full concentration and
performance at times that suit biorhythm

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4.PRIORITY

• Which task most important

• Start with this task

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STRENGTHS AND WEAKNESSES
OF GTD
• Polarizing
• Enthusiastic followers
• Many critics

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STRENGTHS

• Reliability
• Comprehensive organization
• Clear structure
• Freedom

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WEAKNESSES

• No help with prioritizing - augment with other

methods like Eisenhower Matrix
• No weekly or daily structure
• Complex system
• Too many new habits to learn - overwhelming

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SUMMARY

• GTD works
• Not for everyone
• Effective self-management method
• Not simple

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SUMMARY

• GTD highly analytical and structured approach

• Practical tool for ensuring better clarity

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SUMMARY

• Excessive in relatively small number of projects and

don’t have too many different personal and
professional responsibilities
• Sufficient to keep well-maintained calendar
• To-do list for work tasks and another for personal
to-dos
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