What is GTD and how it works

2024 Author: Malcolm Clapton | [email protected]. Last modified: 2023-12-17 03:44

A small guide for those who have heard of GTD out of the way, but have no idea how to use this productivity-enhancing technique.

What is GTD?

GTD (Getting Things Done) is a system of productive work and the book of the same name by business coach David Allen. The main goal is to have time to do what is necessary, but spend more time on what gives you pleasure.

Getting Things Done is often translated into Russian as “put things in order”, although it would be more accurate to “bring things to the end”. Agree, it is more important not to cram tasks into lists, but to complete them. To do this, you need to make lists, set priorities, and come up with a schedule.

And why is it needed?

Working on the principles of GTD, it will be easier for you to manage your affairs. After all, the main advantage of this technique is that information about all your tasks is concentrated in one place so that you can move from one case to another without hesitation.

What's the difference between a GTD and a to-do list?

In the list, we usually record only the most important things, and we do not write down less significant, minor tasks. And in vain. They scroll in your head, distract you from your work, and your efficiency drops. One of the main principles of GTD is to capture absolutely everything. So you can unload your brain and use all its resources for work.

Is this system exactly right for me?

GTD is relevant for people of different professions, age and social status. David Allen, who formulated the principles of the system, conducted courses for astronauts of the ISS, and for rock musicians, and for heads of large companies.

As David Allen said in an interview with Lifehacker, a system can be equally effective or equally useless for both a teenager and a CEO of a large company. You need to have a certain mindset, love to do systematization and planning.

Okay, so what exactly do you need to do?

There are no strict rules in the GTD system. But there are basic principles of work:

1. Collect information and record everything. Jot down tasks, ideas, repetitive tasks in a notebook or app. In this case, the list should always be at your fingertips so that you cannot say: "I'll add this later." Even the smallest and most insignificant thing needs to be written down if you are not doing it right now.
2. Write explanations. There should be no tasks like "Prepare for Vacation". Break down big cases into specific feasible actions (submit such and such documents to the visa center, buy a towel and sunglasses, download maps to your phone). With a regular to-do list, we spend more time decrypting than completing. And yes, if you can delegate, delegate.
3. Prioritize. For each item in the list, specify a specific date and due date. Add reminders if necessary. In fact, this is working with both the list and the calendar. At this stage, you should be confident that you will definitely not forget about anything.
4. Update your lists. To-do lists quickly become outdated: something loses its relevance, something is carried over to the future. The system should work for you. Therefore, make sure that you always have a list of specific actions so that you can get to work without delay.
5. Take action. When everything is organized, you can begin to carry out your plans. Choose a case from the category you need, see what specific actions are required of you, and get going. This way you can implement big projects.

Do all things need to be recorded in one list?

No, it's better to compose several, but keep them in one place. For example, keep a few lists for each work project, to-do lists, to-do lists, to study lists, to list ideas and possible projects in the future - whatever you can imagine.

Are there any special tools?

From applications and web services, Wunderlist, Trello, Any.do, MyLifeOrganized, any note-book or regular file in Google Docs will do. If you're used to taking notes on paper, you can use it.

There are file system fans. One shared folder is created on the desktop, several thematic ones are created in it, and each contains the corresponding lists and necessary materials.

In general, choose what is convenient for you.

The main requirement: the tool should always be at your fingertips so that you can transfer the task from your head to paper or to an application. For example, when your boss comes up to you and assigns a new task, and at this time you are working on something else.

How can you get more value from GTD?

Any productivity system will not work if applied blindly. To get the most out of it, customize it to your liking, and then everything will work out.

And yes, no system can do everything for you, so don't get too carried away with making lists, don't forget to act. GTD is a tool that helps you get rid of stress and not forget anything. But how you use your time is up to you.

Need to try. What else to read on this topic?

Of course, the books by David Allen: they help both beginners and experienced users to feel the philosophy of GTD, apply it in work and personal life, learn how to use it in practice.

• “How to put things in order. The art of stress-free productivity”.
• “How to keep things in order. Principles of a fulfilling and stress-free life”.
• “How to quickly put things in order. 52 Principles of Stress-Free Efficiency”.

And finally, to quote a very accurate statement by David Allen:

Your mind is meant to create ideas, not to store them.

So use GTD, come up with great ideas and be sure to bring them to life.