Productivity Hack Alert! Follow the Getting Things Done (GTD) Method to Streamline Your Tasks

GTD method to manage time and tasks
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Are you one of those who make a plan every day and then smash it before the day ends?

Or, are you the person who desires to be productive; however, end several days with missed deadlines, emails awaiting responses, and half-finished projects?

Let me be honest! 

Everyone desires to be like the individual mentioned in the first place, but a lot of us are struggling with a never-ending conflict to shun being the second individual. 

One way to do it is by using employee monitoring software. However, you need to focus on other factors too.


Well, I have a trick for you, i.e., GTD. 


“Getting Things Done (GTD)”
isn’t regarding being superhuman.


It is about owning the right tools and utilizing them successfully.


GTD is a self-management technique that lets you keep all
your professional and private jobs on to-do lists. Because you no longer need to spend any energy on recollecting these tasks, you can focus on doing them excellently. 


Before talking about the top GTD apps, let’s learn its step-by-step approach.


 

GTD Approach: 5 Core Steps You Need to Follow

GTD Approach - 5 Core Steps You Need to Follow
 

Step 1: Capture

 
Settle all your tasks, meetings, and plans in your inboxes. An inbox can be any regulatory order that allows you to capture everything in writing. This implies you can practice analog and digital inboxes like your OneNote or Evernote, vertical filing systems, email inboxes, or physical trays. 

The initial step can take multiple days when you first begin utilizing the Getting Things Done strategy. Once it is done, you can add new appointments, tasks, and ideas to your inboxes as they emerge. This seldom takes over a few minutes.

 

Step 2: Clarify 

 
You need to analyze and prepare everything you’ve accumulated in your inboxes. This indicates you must determine where things fit in the GTD system. Ask the following questions:

  • What sort of task is it?
  • Can you complete it within the given deadline? 
  • What is the next action?

 
When evaluating your inboxes, do not put things back in the inbox. Determine where each object belongs. In case no action is necessary or possible, select one of three alternatives: 
 

  • Place it on the ‘Someday/Maybe’ list.
  • Trash it.
  • Archive it for reference.

 
The Getting Things Done decision-making method aids you to arrange tasks by urgency, scope, and significance so that you can build each one at an apt period.


 

Step 3: Organize 

 
Start with assigning all actionable things to temporary trays or place them on lists and access them from there.

Note:- If you can achieve a task within fifteen minutes or less, perform it instantly, and do not insert it into the GTD system.

     

  • Calendar 

Enter meetings in your calendar. Put tasks to be performed to the list of ‘Next Actions’ or mark them as a project and split them into shorter activities.
 

  • Projects

Any job that needs more than a single step is a project in the GTD method of David Allen. From renewing your home to an expert marketing campaign, a project can be anything.

Insert your projects into the project list, which you review frequently. Then, determine the next steps for your project, as well as list definite deadlines for it.

Besides, retain a reminder list for different tasks that you have chosen for others.
 

  • Next Actions 

Have a list of the next moves that aren’t project-specific. Relying on the range of your jobs, you can hold various context-specific accounts for private tasks, errands, work tasks, phone calls, and more. 
 

  • Waiting For or Looking Forward To 

Besides, maintain a notification list for all assigned tasks outside of projects. Estimate dates to take the follow up of the tasks. 

 

Step 4: Reflect

 
You’ll get clarity by managing your jobs and meetings, but that solely won’t be sufficient to increase your productivity and guarantee that you get all the things done in the time allocated. To do so, you have to review your lists frequently. 

Review your calendar multiple times and keep an eye on your to-do lists daily. In the Getting Things Done method, you perform a weekly review. This review contains the following steps:
 

  • Empty your head: At the end of every week, pen down all the thoughts going through your brain.
  • Inboxes: Set new tasks, dates, and ideas where they fit in the GTD system.
  • To-do list: Have you updated your do-list? What are your forthcoming tasks? 
  • Project lists: Update your project list. Ensure that you have completed all your tasks and are ready for the next project.
  • ‘Maybe or Someday’ lists: Do you desire to shift a few of the things on this record to the project file and execute them now?
  • Calendar: Is your calendar updated? Did you put all your meetings? What are your future appointments? Did you list all of them?
  • ‘Waiting For’ list: What’s the existing position of selected actions? Follow up with colleagues if needed.

 


Step 5: Engage

 
In the GTH system, you utilize four criteria to determine your next step: Time available, Context, Priority, and Energy Available. In the GTD method, you have to think of four aspects to make a notified choice on which job to accomplish next.
 

  • Context

Whenever you are free, ask yourself: What can I do right now? What context am I in? In case you are in the waiting room at a doctor’s office and wish to use your time, you perhaps should not make confidential work calls. However, you can reply to some short emails or text to friends.
 

  • Time Available

If you are in your car and 15 minutes off from your goal, you shouldn’t begin a call that you assume will take an hour. A better alternative may be to stay at the supermarket to finish a few things off your buying list.
 

  • Energy Available

You cannot be energetic throughout the day. Everyone has somewhat distinct biorhythms. View your energy level difference during the day for one week to figure out when you possess energy highs and lows.
 

  • Priority

If you have segregated potential tasks based on the 3 standards and have several choices, let the preference decide for you: Which job is most valuable? Begin with this task.

 

Top 5 Best GTD Apps You Must Use in 2021

 

  • FacileThings 

FacileThings

Commencing my list with an app, which is equipped with a feature set built by especially keeping GTD methodology in mind. FacileThings brings forth things that you require to efficiently execute the GTD composition without misplacing track along the way.

The smooth aesthetically and user-interface delightful design makes it one of the best go-to GTD applications.

 

Highlighted Features

    • Different kinds of lists for setting tasks in as per their suitable category. 
    • Several third-party app integrations.
    • Notes in jobs to add any extra information.
    • Calendar to set all your events.
    • Weekly review wizard to assist you in reflecting on decisions.
    • Perspective tab to edit, as well as view the project, objective, and region of the effectiveness of actions.

 

Supported Platforms: Android, iOS

 

  • Nirvana

Nirvana

This GTD application introduces smart features that aid you in getting stuff done quicker. The app provides native lists to suit all the jobs as per their preference level and importance.

The inbox feature lets you immediately seize whatever comes to your brain in a centralized location.

 

 

Highlighted Features

    • Pre-built job lists to place in all the steps.
    • Repeating to-dos administration for constantly repeating tasks.
    • Notes, tags, and due dates with tasks.
    • Inbox for captivating concepts before they slide through the cracks.
    • Focus list to retain the concentration on essential tasks only.


Supported Platforms: Android, iOS, Web

 

  • Todoist

Todoist
Todoist is one of the most prevalent to-do list management applications. The tool gives a robust feature set for maintaining one’s notes, habits, checklists, tasks, and more via a single platform. 

The fast add functionality works as a method of gathering concepts and going ahead with the day.

Moreover, when it comes to evaluating your performance, use Todoist’s Karma points, levels, and streaks. The impressive graphical visualization of how you have been doing overtime assists in knowing the trends better and flashing upon your activities.


Highlighted Features

    • Custom task views & labels with jobs to give context.
    • Strong third-party app combinations to stay associated with your preferred apps.
    • Persisting due dates for maintaining habits.
    • Checklists management with fast jotting down of concepts.
    • Color-coded preference phases and themes to suit individual priorities.


Supported Platforms: iOS, Android

 

  • OmniFocus 

OmniFocus

It is Apple’s take on GTD. Packed with robust features, OmniFocus allows you to execute things with ease and flexibility. The visually and intuitive appealing UI further serves as the cherry on top. 

The application’s review feature assists in speculating upon the things and regulating the performance for informed decisions.

 


Highlighted Features

    • Fast-entry for activities whenever they come to your mind.
    • Project analysis to observe progress over time.
    • Forecast to retain the next to-dos in control.
    • Customized labels and tags for categorizing actions.
    • Light & dark modes to suit with preferences.


Supported Platform: iOS, Mac, Web

 

  • Evernote

Evernote

With tons of features centered around doing things with an intelligent approach, Evernote is the best budgeting app. This GTD tool achieves various goals without burdening you with a rich feature set.

When it is about team collaboration, the Evernote app takes your concerns away by giving simple sync across systems, easy file attachments, including emails and documents, and shared spaces.

 

Highlighted Features

    • Tags for notes to prepare them as per their type
    • File attachments with image comments and annotations.
    • Web clipping functionality to store online content.
    • Give a simple sharing of lists to do things quickly.
    • Organizing and capturing notes, manually or via Assistants.
    • Synchronization across various devices to stay associated.


Supported Platform: iOS, Android

 

The Bottom Line

Getting Things Done (GTD) is an efficient self-management approach. Innumerable supporters have proved its success. However, GTD isn’t an effortless methodology.

The tool is excellent if you prefer a remarkably analytical and structured means and have some certainty about your objectives and priorities.

If you have been committed to various tasks, the method can be an effective tool for guaranteeing even better clarity.


Question 1: What is the Getting Things Done System?

Getting Things Done (GTD )is a self-management approach built by David Allen where you list all your personal, as well as expert jobs in to-do lists. With the tool, you no longer have to disburse any energy on memorizing these jobs.  


Question 2: Where Should You Begin with GTD?

  • Take your pick
  • List down what’s on your mind. 
  • Tackle one pile. 
  • Clean a drawer. 
  • Purge a filing drawer. 
  • Get a piece of cool gear. 
  • Delete one email folder. 
  • Perform a two-minute-action walk-around. 


Question 3: What are the Top 5 Strengths of GTD?

  • Reliability
  • Comprehensive organization
  • It helps you get things done on time.
  • Clear structure
  • Freedom


Do you have any questions? Feel free to ask in the comment section below.

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