The Getting Things Done (GTD) FAQ

Every Monday is Productivity & Organization Day at Zen Habits.

I get a lot of email about Getting Things Done (GTD), mostly from people just starting out who have various questions about implementation, starting out, or sticking to the system. I thought I’d start a FAQ to help those with similar questions.

Now, let me first say that this is not a complete FAQ, but I’ve taken some of the most common questions. I’d like you guys to help out by submitting other questions that I can add to the list when I update it.

Let me also say that I am not the absolute authority on GTD — I am but one blogger, one practitioner, and I am just sharing what I’ve learned from experience and reading other sites. But I hope it’s of some use!

Overview

What is GTD?
The official answer is given by David Allen, the author of Getting Things Done (buy it here) on his website, Davidco. The full answer is here, but he’s the most important snippet:

GTD embodies an easy, step-by-step and highly efficient method for achieving this relaxed , productive state. It includes:

Capturing anything and everything that has your attention

Defining actionable things discretely into outcomes and concrete next steps

Organizing reminders and information in the most streamlined way, in appropriate categories, based on
how and when you need to access them

Keeping current and “on your game” with appropriately frequent reviews of the six horizons of your
commitments (purpose, vision, goals, areas of focus, projects, and actions)

Implementing GTD alleviates the feeling of overwhelm, instills confidence, and releases a flood of creative energy. It provides structure without constraint, managing details with maximum flexibility.

Also see the Wikipedia entry on GTD.

How do I start?
Well, the book gives you a step-by-step approach, but the most important steps for starting out are:

Processing all the papers in your desk and inbox to empty.
Processing your email and other inboxes to empty.
Capturing all tasks and ideas on a notebook or mobile device.
Setting up an easy reference filing system.
Creating context lists for all of your actions, along with a project list, a Waiting For list and a Someday/Maybe list.
Using a calendar or tickler file to remind you of future tasks or appointments.
Doing a Weekly Review to keep the system together.

How long will it take to start?
Well, the longest part for many people is processing all the papers on their desks and elsewhere and getting all their inboxes to zero. This can take anywhere from a few hours to a day or three. Next longest is setting up a filing system and your lists. That can take an hour or two. The other stuff doesn’t take setup time, usually. So altogether, you could be looking at a day or two (or more if your life is super disorganized). David Allen recommends you set aside a big chunk of your time for a day or two to clear everything off and get it set up.

Now, although this sounds like a big commitment (and it is), I have to say that it is worth it. This step alone is worth the price of the GTD book — getting everything cleared and organized is a huge accomplishment and an amazing feeling. It’s why so many people love GTD.

Is there an easier way to start?
Yes. You don’t need to implement all of GTD at once. Really, you should go with what works for you — there is no one way to do it. A minimal starting point could be any of the following:

Just start with capture. All you need is a notebook and a pen, and start writing everything down, so you never forget stuff again, and you get it out of your head. If you feel like doing more, use the notebook to create some context lists — your next actions (see below) organized into the contexts in which you do them (work, home, errands, calls, etc.) so you can just look at the actions you can do right now.
Clear out your inbox. The next step, if you’re ready, would be to process all your papers. Gather them in one pile, and work from top to bottom, disposing of each one until you’re done. This is an amazing feeling. From here on out, get an inbox, and use it as your one point of entry for all papers (including Post-its and phone messages and receipts and everything else). If you’re feeling ambitious, take the next step and do the same with your email inbox.
Filing. A simple start could also include a simple filing system. All you need is a filing cabinet (or a drawer dedicated to your filing needs if that’s all you need), some manila folders and some labels. Have plenty of them on hand so you can create a folder quickly and easily. Use a simple alphabetical system.

I’m overwhelmed by my inbox and all the stuff I need to sort through!
This can be very overwhelming, especially if you’ve got large piles of paper scattered all over your desk and in drawers and on the floor and in the car, etc. But it’s doable. First of all, gather them all up and put them in one pile. If it’s too huge to put in one pile, make two, but don’t start creating a whole bunch of piles. The key is to start at the top of the pile and work your way down, one document at a time, so if you have two piles, consider the second pile just a continuation of the first.

Next, if you don’t have time to process through all of them at once (and you should try if you can), then just set aside the pile for now and process it in chunks. I would recommend setting aside an hour a day to process your pile. Again, start from the top, and dispose of each document. When you get to the bottom, buy yourself a treat!

Is GTD a cult? Why is it so popular on the Internet?
GTD is often accused of having a cult-like status, but in truth it just inspires a lot of passion. Why? First of all, because of the feeling of getting your desk cleared and your inboxes to empty. Seriously, as I said above, this is an amazing, awesome feeling. Second, because of the simple power of concepts like next actions, context lists and the weekly review — they are not anything complicated, but they work extremely well, and people love that.

Third, because of the open-source nature of the tools — this is what gets so many geeks. They love being able to use their favorite gadget, or computer program, or show off their programming skills by just using an automated text file, or the textile feeling of a good pen on good paper. It’s all about individual pleasures, and setting up your cool tools to create a setup that works for you. It’s the geek in us that loves GTD.

Tools

What tools do I need?
As mentioned above, a minimal setup would include a notebook, pen, inbox, filing drawer, folders and labels. However, there are many other tools you could use, including but not limited to:

a mobile device such as a PDA for everything - capture, lists, reminders
an electronic labeler for neat labels
a calendar or calendar program (highly recommended)
computer software (off-line or online) to handle your lists or your capture
a tickler file, either using folders (see next question) or software
index cards for capture and lists

For more on tools, see the tools section of my Massive GTD Resource List.

What is a tickler file or 43 folders, and do I need it?
A tickler file, as spelled out in the book, is a system of 43 folders: 12 folders labeled for each month, and 31 folders labeled for the days of the month. So the way it works:

If you have a piece of paper (or a concert ticket, etc.) that you don’t need to think about until later this month, put it in one of the daily folders (let’s say the folder labeled “20″ if we want to look at it on the 20th of this month).
If you don’t need to think about it until a later month, put it in that month’s folder.
Each day, you look in the folder with today’s date on it (if today is the 20th, I’ll look in “20″) and see what you need to think about today. If you want to postpone it until later, simply put the paper in a later folder. In this way, you could have a recurring reminder. Each day, the folder with today’s date should be at the front of the pile — rotate yesterday’s folder to the back of the pile.
At the end of each month, rotate the past month’s folder to the back of the month folders pile, and look in the next month’s folder — take out the papers in it and redistribute throughout the 31 day folders.

It’s an ingenius system, and if it appeals to you, give it a try. However, many people (myself included) find this system a bit cumbersome, especially given the ease-of-use of today’s computer calendars (I use Gcal). Using a calendar program, you could just mark a reminder on the date in the calendar. You can even set up recurring reminders.

Hi-tech vs. lo-tech?
This is the real question for GTD users when it comes to tools: do you go with a paper system (such as the Moleskine, the Hipster PDA, the PocketMod, etc.) or with a digital system … or as many people do, a combination of both. Of course the answer is that it’s a highly personal question, and you should go with the tools that work for you — and especially the tools you love to use. If that’s a PDA, then go for it. If that’s a Moleskine, that’s great too. Usually it takes a little bit of experimentation to find the right tools — however, I would caution against obsessing over tools, as this is the biggest waste of time for most GTDers — pick your tools, and go with them. Focus more on actually doing your tasks than what cool tools you’re going to use.

You’d think that geeks on the Internet would go with digital tools, especially online ones or with PDAs or smart phones. And many do. However, there is a large number of geeks (myself included) who end up using analog (paper) tools such as the ones mentioned above. Why? That’s an often debated topic, but the reasons usually have to do with simplicity, ease of use, portability, ease of expansion and modification, and especially the tactile pleasure of using paper and a good pen. Ultimately, it’s something you’ll have to choose for yourself.

Here’s one of the best papers on this, and one that opened my eyes to the possibility of paper a while back: GTD LoFi HiFi Whitepaper (it’s got more HiFi stuff since I first read it, I think, but still interesting).

What’s the best GTD software?
There are so many out there, it would be impossible to choose just one. And it really depends on your needs and personal preferences. A couple of things to read:

I’m stuck with Outlook at work. Can I set up Outlook for GTD?
Absolutely — many people have. I would recommend reading various implementations, including:

What about implementing GTD on a Mac?
The Mac is a great GTD tool. 43Folders blog is an excellent source for more information, or see this MeFi thread for some good stuff:

Ask Metafilter: Getting Things Done on a Macintosh

Is it OK to have multiple setups on my computer, PDA, and planner?
Again, what works best for you is what you should go with. But my recommendation? Simplify. It’s hard to continually check and update different lists and calendars on a computer, a PDA and a paper planner. You are more likely to use and stick with the system if you just have one place to check and update. Find the one that works best for you and stick with it.

Next Actions, Contexts, Projects

Next actions - what are they?
Basically, for any project (and a project is anything that takes more than 1 action), you need to ask yourself, “What is the very next physical action necessary to move this project forward?” It is this “next action” that you put on your to-do list. The problem with many tasks that we put on our to-do lists is that they are not really something you can do, but a mini-project. For example, “Write report” is a project where the next action might be “Look on Internet for three sources for report” or “Call Larry to get stats for report”.

See “Why What’s the Next Action is the Most Important Question” for more.

I have too many next actions (or projects) — what should I do?
It’s true that having a long list of next actions can be overwhelming for many people. Note: this advice also applies to too many projects. There are a few ways to deal with this:

Realize that you don’t need to do all of these next actions today or even over the next few days. It’s just good to know all of your commitments, instead of having them pop into your brain over and over at the wrong times.
If this list cannot be accomplished this week, move the less urgent ones to your Someday/Maybe list and just leave the ones you intend to accomplish this week. Then, in your Weekly Review, move those tasks you can accomplish next week back up to the current context lists.
Simplify — eliminate or delegate those tasks that aren’t really essential, or that no longer need to be done.
Crank out as many of the smaller tasks as possible, to shorten the list. You’ll still never clear your list, but you can make it more manageable.

A few next actions seem to hang around on my lists. Suggestions?
If you have some stubborn next actions that stay on your lists for a long time, you should take a look at them in your Weekly Review. Why are these actions so hard to remove from your lists? Here are a few suggestions:

Perhaps you don’t want to do them — in that case, do them first thing in the morning, before you check email, and don’t do anything until those tasks are done.
Or perhaps you don’t need to do them — if they’ve been on your list a few weeks, they probably aren’t that urgent. See if you can eliminate them or delegate them.
Perhaps they aren’t really next actions. Often there are projects on our list that are disguised as actions. See if the task actually involves more than one step (for example, “Call Larry” might actually be, “Call Nina to get Larry’s number”), and then put the real next action on your list instead.
Perhaps the tasks are too intimidating. In that case, break them down to smaller tasks. “Write Report” could be “Write first paragraph of report” or “Outline report” or “Write report for 10 minutes”.
If it turns out this is something you need to do, but perhaps not right now, move it to your Someday/Maybe list.

How granular should a next action be?
When a next action is intimidating, as I suggested in the previous question, you can break it down to a smaller level (”granularize it”). But how small do you break it down? That’s really a personal preference — do you work better in 30 minute chunks, 2 hour chunks, or 10 minute chunks? Give it a little thought and experiment.

Some ideas to try:

Do the next action — write the report until you are done, or until you need a break.
Use a time chunk — again, the amount of the chunk depends on you, but it should be something you can do without taking a break. If you can work 2 hours without a break, in one burst, then that should be your level. If you can only work 10 minutes before needing a breather, that’s your level.
Try a small unit — 5 pages, or 2 things on the outline, or 50 lines of code.
Try a larger unit - a chapter of a novel, for example.

How many next actions for one project should be on my lists?
If you’ve got a project that consists of multiple physical actions, how many of those actions should you write on your list? The answer is at least one — every active project should have at least one next action on an active context list. If you’d like to put more, that’s really up to you, but be aware that having all of your project’s actions on your context lists can be intimidating and overwhelming.

My recommendation is to go with one or two at the most. And if you have 2-3 next actions from a project listed on your context lists, be sure that each of them can be accomplished without something else being done first. For example, don’t put “Mail letter” and “Buy stamps” on your list, as you cannot do the first without first doing the second. The first action (”Mail letter”) is known as a dependent action — you can’t do it without doing something else first. Don’t list dependent actions on your context lists, as it wastes your time to look at actions you can’t actually do.

When you’ve completed a project’s next action, don’t just check it off. Be sure to write the project’s next “next action” on your list, so the project continues to move forward. If you forget, that’s OK — during your Weekly Review, one of the most important parts of the process is making sure that each project on your projects list has a next action listed on your context lists.

How do I handle every day or every week actions?
If you have tasks that recur every day or every week (let’s say laundry, or a daily report), there are a number of ways to handle this:

Put it in your calendar or tickler file as a recurring task. Every day (or every week, or however often the task needs to be done), you should see it in your calendar, and note it on your list as something that needs to be done today.
Today list — this is not actually a part of GTD, but if you want, you can have a Today list where you note the things that need to be done today — such as your daily report, or one of your Most Important Tasks (MITs). Don’t put anything that doesn’t absolutely need to be done today on your Today list, or it will become useless. I suggest only having three things on this list.
Context list — you could just put the task at the top of the appropriate context list, and then every day, when you check your context list, you’ll see it there.
Routines — this is also not explicitly a part of GTD, but you could create a separate list for Daily Routines and Weekly Routines where you make sure to check off items each day or each week. Actually, GTD allows for other lists, such as checklists, so this could technically be a part of GTD.

What contexts should I use?
This is a highly personal choice, and also takes experimentation to get it right. The main idea is to group your next actions so that when you look at a context list, you are only looking at tasks that can actually be done right now, in the location you’re in with the tools you have. So if you look at your Home list, it should not contain items that can only be done from your work computer. Similarly, your Work list should not contain your errands that can only be done on the road. You can further break down a context such as Work if there are different contexts at work. For example, if you use different work locations, and some tasks can only be done at one of the locations. In that case, you should not be looking at those tasks if you’re in the other location where the tasks can’t be done. If you start to notice that there are next actions on your context list that you cannot actually do right now, that is either because 1) your contexts need to be re-examined; 2) the task is not actually a next action but a dependent task or project; or 3) the next action belongs on your Someday/Maybe list.

Sticking To It

I have trouble sticking to my Weekly Review. Any suggestions?

This is a toughie for most GTDers (including myself). It’s best to analyze why you’re having trouble, and address the reason. Here are some suggestions:

If the weekly review is taking too long, shorten it by processing your inboxes to empty the day before, and making sure your process for the review is streamlined.
If you find that you get too busy and keep pushing the Weekly Review back, try first thing in the morning on Monday. Schedule an appointment for two hours, and don’t let anything interrupt it.
If that doesn’t work, do it on Sunday afternoon, when you have more time.
Reward yourself for completing it. Actually, completing the Weekly Review is in itself a reward, because it’s nice to get your system organized, so remind yourself of that. But also give yourself an external reward.

For more on this, see How to do the Weekly Review in under an hour.

Help! I’ve falllen off GTD and I can’t get back on.
This happens all the time — people get gung-ho about GTD and then a couple months later something comes up that gets them too busy to keep the system organized, and it falls apart. Luckily, GTD is super easy to get back into — in fact it’s easier to get back into it than it is to get started in the first place, because you already know the system and you probably still have all the right tools — it’s just a matter of setting yourself up and getting updated. It’s actually fun to start again.

Some suggestions:

Try some cool tools that you love to use. For me, that’s the Moleskine notebook, as it is just a pleasure to use. For others, that might be a PDA or a cool online app. The tools you use are important, as they make you want to use the system. However, don’t obsess over them.
Keep it simple. Many people make complicated systems that are hard to hold together. Start simple, perhaps with paper tools or the simplest online tools, and don’t get overboard.
Try with a minimal version (see the top of this FAQ for more). You don’t need to start full blast — just do a few things and then add later if necessary. You may find that the minimal version is all you need.

How do you stick with it once you get started again? See the next question.

I have trouble sticking with GTD.
How do you stick with GTD if you keep falling off it? Try these suggestions:

Weekly Review. The key to sticking with GTD is the Weekly Review. Keep it short and simple, but be committed to it. If you only start with a minimal system, be sure to still do the Weekly Review. It keeps your system up to date, even if you get too busy to keep it up to date throughout the week.
Habits. GTD is actually a series of habits (see Zen To Done for more), and the problem is that we try to adopt them all at once. If you’ve been reading Zen Habits for awhile, you know that you’re more likely to be successful if you try to adopt one habit at a time. Try that with GTD — just do one habit first, then the next, and so on. You are much, much more likely to make GTD a habit as a whole and stick with it using this method.
Start small. Instead of doing the whole system at once, try a minimal version (see the top of this FAQ for more). The minimal version is much less hassle to maintain, and therefore you’re more likely to use it and stick with it. Keep it simple.
Tools you love. Again, using tools you love make it more likely that you’ll actually use them, and therefore stick with the system. Again, don’t obsess over the tools, but pick ones that have a great appeal to you.
Online forum. A good way to stick with anyone is to find a group that’s doing the same thing. Try these forums to help you stick with it:

Help me improve this GTD FAQ — leave questions in the comments, and I’ll try to add them to this FAQ when I update it.

See also:

The Getting Things Done (GTD) FAQ

Every Monday is Productivity & Organization Day at Zen Habits.

Overview

What is GTD?
The official answer is given by David Allen, the author of Getting Things Done (buy it here) on his website, Davidco. The full answer is here, but he’s the most important snippet:

GTD embodies an easy, step-by-step and highly efficient method for achieving this relaxed , productive state. It includes:

Capturing anything and everything that has your attention

Defining actionable things discretely into outcomes and concrete next steps

Organizing reminders and information in the most streamlined way, in appropriate categories, based on
how and when you need to access them

Keeping current and “on your game” with appropriately frequent reviews of the six horizons of your
commitments (purpose, vision, goals, areas of focus, projects, and actions)

Implementing GTD alleviates the feeling of overwhelm, instills confidence, and releases a flood of creative energy. It provides structure without constraint, managing details with maximum flexibility.

Also see the Wikipedia entry on GTD.

How do I start?
Well, the book gives you a step-by-step approach, but the most important steps for starting out are:

Processing all the papers in your desk and inbox to empty.
Processing your email and other inboxes to empty.
Capturing all tasks and ideas on a notebook or mobile device.
Setting up an easy reference filing system.
Creating context lists for all of your actions, along with a project list, a Waiting For list and a Someday/Maybe list.
Using a calendar or tickler file to remind you of future tasks or appointments.
Doing a Weekly Review to keep the system together.

Just start with capture. All you need is a notebook and a pen, and start writing everything down, so you never forget stuff again, and you get it out of your head. If you feel like doing more, use the notebook to create some context lists — your next actions (see below) organized into the contexts in which you do them (work, home, errands, calls, etc.) so you can just look at the actions you can do right now.
Clear out your inbox. The next step, if you’re ready, would be to process all your papers. Gather them in one pile, and work from top to bottom, disposing of each one until you’re done. This is an amazing feeling. From here on out, get an inbox, and use it as your one point of entry for all papers (including Post-its and phone messages and receipts and everything else). If you’re feeling ambitious, take the next step and do the same with your email inbox.
Filing. A simple start could also include a simple filing system. All you need is a filing cabinet (or a drawer dedicated to your filing needs if that’s all you need), some manila folders and some labels. Have plenty of them on hand so you can create a folder quickly and easily. Use a simple alphabetical system.

Tools

a mobile device such as a PDA for everything - capture, lists, reminders
an electronic labeler for neat labels
a calendar or calendar program (highly recommended)
computer software (off-line or online) to handle your lists or your capture
a tickler file, either using folders (see next question) or software
index cards for capture and lists

For more on tools, see the tools section of my Massive GTD Resource List.

If you have a piece of paper (or a concert ticket, etc.) that you don’t need to think about until later this month, put it in one of the daily folders (let’s say the folder labeled “20″ if we want to look at it on the 20th of this month).
If you don’t need to think about it until a later month, put it in that month’s folder.
Each day, you look in the folder with today’s date on it (if today is the 20th, I’ll look in “20″) and see what you need to think about today. If you want to postpone it until later, simply put the paper in a later folder. In this way, you could have a recurring reminder. Each day, the folder with today’s date should be at the front of the pile — rotate yesterday’s folder to the back of the pile.
At the end of each month, rotate the past month’s folder to the back of the month folders pile, and look in the next month’s folder — take out the papers in it and redistribute throughout the 31 day folders.

What’s the best GTD software?
There are so many out there, it would be impossible to choose just one. And it really depends on your needs and personal preferences. A couple of things to read:

I’m stuck with Outlook at work. Can I set up Outlook for GTD?
Absolutely — many people have. I would recommend reading various implementations, including:

What about implementing GTD on a Mac?
The Mac is a great GTD tool. 43Folders blog is an excellent source for more information, or see this MeFi thread for some good stuff:

Ask Metafilter: Getting Things Done on a Macintosh

Next Actions, Contexts, Projects

See “Why What’s the Next Action is the Most Important Question” for more.

Realize that you don’t need to do all of these next actions today or even over the next few days. It’s just good to know all of your commitments, instead of having them pop into your brain over and over at the wrong times.
If this list cannot be accomplished this week, move the less urgent ones to your Someday/Maybe list and just leave the ones you intend to accomplish this week. Then, in your Weekly Review, move those tasks you can accomplish next week back up to the current context lists.
Simplify — eliminate or delegate those tasks that aren’t really essential, or that no longer need to be done.
Crank out as many of the smaller tasks as possible, to shorten the list. You’ll still never clear your list, but you can make it more manageable.

Perhaps you don’t want to do them — in that case, do them first thing in the morning, before you check email, and don’t do anything until those tasks are done.
Or perhaps you don’t need to do them — if they’ve been on your list a few weeks, they probably aren’t that urgent. See if you can eliminate them or delegate them.
Perhaps they aren’t really next actions. Often there are projects on our list that are disguised as actions. See if the task actually involves more than one step (for example, “Call Larry” might actually be, “Call Nina to get Larry’s number”), and then put the real next action on your list instead.
Perhaps the tasks are too intimidating. In that case, break them down to smaller tasks. “Write Report” could be “Write first paragraph of report” or “Outline report” or “Write report for 10 minutes”.
If it turns out this is something you need to do, but perhaps not right now, move it to your Someday/Maybe list.

Some ideas to try:

Do the next action — write the report until you are done, or until you need a break.
Use a time chunk — again, the amount of the chunk depends on you, but it should be something you can do without taking a break. If you can work 2 hours without a break, in one burst, then that should be your level. If you can only work 10 minutes before needing a breather, that’s your level.
Try a small unit — 5 pages, or 2 things on the outline, or 50 lines of code.
Try a larger unit - a chapter of a novel, for example.

How do I handle every day or every week actions?
If you have tasks that recur every day or every week (let’s say laundry, or a daily report), there are a number of ways to handle this:

Put it in your calendar or tickler file as a recurring task. Every day (or every week, or however often the task needs to be done), you should see it in your calendar, and note it on your list as something that needs to be done today.
Today list — this is not actually a part of GTD, but if you want, you can have a Today list where you note the things that need to be done today — such as your daily report, or one of your Most Important Tasks (MITs). Don’t put anything that doesn’t absolutely need to be done today on your Today list, or it will become useless. I suggest only having three things on this list.
Context list — you could just put the task at the top of the appropriate context list, and then every day, when you check your context list, you’ll see it there.
Routines — this is also not explicitly a part of GTD, but you could create a separate list for Daily Routines and Weekly Routines where you make sure to check off items each day or each week. Actually, GTD allows for other lists, such as checklists, so this could technically be a part of GTD.

Sticking To It

I have trouble sticking to my Weekly Review. Any suggestions?

This is a toughie for most GTDers (including myself). It’s best to analyze why you’re having trouble, and address the reason. Here are some suggestions:

If the weekly review is taking too long, shorten it by processing your inboxes to empty the day before, and making sure your process for the review is streamlined.
If you find that you get too busy and keep pushing the Weekly Review back, try first thing in the morning on Monday. Schedule an appointment for two hours, and don’t let anything interrupt it.
If that doesn’t work, do it on Sunday afternoon, when you have more time.
Reward yourself for completing it. Actually, completing the Weekly Review is in itself a reward, because it’s nice to get your system organized, so remind yourself of that. But also give yourself an external reward.

For more on this, see How to do the Weekly Review in under an hour.

Some suggestions:

Try some cool tools that you love to use. For me, that’s the Moleskine notebook, as it is just a pleasure to use. For others, that might be a PDA or a cool online app. The tools you use are important, as they make you want to use the system. However, don’t obsess over them.
Keep it simple. Many people make complicated systems that are hard to hold together. Start simple, perhaps with paper tools or the simplest online tools, and don’t get overboard.
Try with a minimal version (see the top of this FAQ for more). You don’t need to start full blast — just do a few things and then add later if necessary. You may find that the minimal version is all you need.

How do you stick with it once you get started again? See the next question.

I have trouble sticking with GTD.
How do you stick with GTD if you keep falling off it? Try these suggestions:

Weekly Review. The key to sticking with GTD is the Weekly Review. Keep it short and simple, but be committed to it. If you only start with a minimal system, be sure to still do the Weekly Review. It keeps your system up to date, even if you get too busy to keep it up to date throughout the week.
Habits. GTD is actually a series of habits (see Zen To Done for more), and the problem is that we try to adopt them all at once. If you’ve been reading Zen Habits for awhile, you know that you’re more likely to be successful if you try to adopt one habit at a time. Try that with GTD — just do one habit first, then the next, and so on. You are much, much more likely to make GTD a habit as a whole and stick with it using this method.
Start small. Instead of doing the whole system at once, try a minimal version (see the top of this FAQ for more). The minimal version is much less hassle to maintain, and therefore you’re more likely to use it and stick with it. Keep it simple.
Tools you love. Again, using tools you love make it more likely that you’ll actually use them, and therefore stick with the system. Again, don’t obsess over the tools, but pick ones that have a great appeal to you.
Online forum. A good way to stick with anyone is to find a group that’s doing the same thing. Try these forums to help you stick with it:

Help me improve this GTD FAQ — leave questions in the comments, and I’ll try to add them to this FAQ when I update it.

See also:

Posted on 12 June 2007 in GTD, Productivity & Organization |
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Comments (30)

aj Says:

June 12th, 2007, 5:05 am

isn’t some of this just overkill? does simplification have to become so cluttered?

James Says:

June 12th, 2007, 5:28 am

How on earth did you write this post in an hour?

Stephen Says:

June 12th, 2007, 7:09 am

Great post Leo! Once again you have outdone yourself.
@AJ: It looks cluttered when you first get started, but soon the clutter gets filed away and soon you find yourself using fewer tools to get more done, in less time.

Isobel Says:

June 12th, 2007, 7:24 am

The Tickler:
Leo writes: “many people (myself include) find this system a bit cumbersome”

I don’t find the Tickler cumbersome at all, in fact, it’s the easiest (and the best) thing I’ve taken on board from GTD. I have my 43 files in a nice, sturdy box which sits on a shelf in my office and I check it every morning after breakfast.

I have my to do lists in there and also any papers which I need to take somewhere or send off on a specific day.

When I have an appointment, e.g., going to the doctor on 21st, I put the doctor’s appointment card and anything I have to take with me into the file for 20th. When I see this stuff in my Tickler on 20th, I place it in a bag ready for next day. This saves me a lot of stress as all I have to do the following day is get myself ready, pick up my packed bag and go to my appointment.

Another thing I find my Tickler invaluable for is remembering birthdays, anniversaries, etc.. I have a card with special dates for each month; each card “lives” in the main file for its specific month. Whenever I see nice greetings cards, I buy a few. At the beginning of each month, when I’m setting up my Tickler for the days ahead, I fish out the special dates card, write an appropriate greetings card, address it and stamp it and put it into the file for the day I have to take it to the post office. You can bet that I’ve never missed anyone’s birthday or anniversary since I started using this system.

aj says: “isn’t some of this just overkill? does simplification have to become so cluttered?”
For me the Tickler cuts down on clutter and is the simplest thing in the world.

Leo Says:

June 12th, 2007, 7:54 am

@AJ: If it is overkill for you, you can use a more minimal version. Just adopt what works best for you.

@James: I didn’t write this in an hour. :) Most posts I can do in an hour or less, but longer ones like this might take 2-3 hours. I feel that the longer ones are worth the effort, and I hope this one is useful.

@Isobel: I’m glad the tickler system works for you! As I said, it’s an ingenius system. While I don’t use it, I don’t see anything wrong with anyone else doing so — especially if they’ve found it useful like you have!

Roy Says:

June 12th, 2007, 10:15 am

For the question “Is there an easier way to start?”, I suggest recursion. Sometimes, even just starting is overwhelming, but to get everything done, you must pick something to start on.

For instance, if your basement is really just a 1200-square-foot inbox, then turn processing the basement into its own project, and add its next action to your Next Actions List. For instance, say the basement has a dozen clutter piles, and each pile represents another (sub-)project in your mind. Pick a pile (it doesn’t matter which one), add its next action to your Next Actions List, and skip the rest of the piles for now. Maybe you choose the pile in the northwest corner to start, and the next action is to put the loose wrapping paper on top of the pile in the northwest corner into its own box.

The important thing is to know what your do-able single actions are given your current context, and then to pick one and do it! Don’t get overwhelmed looking at everything at once; you’ll never start. Concentrate on one small easily-accomplished action at a time; those are easy to finish.

Claire Says:

June 12th, 2007, 10:33 am

This is such a great summary Leo, thank you!

I think that the best thing about GTD is the adaptability and how it can adapt to different tasks. I’m a graduate student, and a while ago I had a very stressful month where I was under a deadline (equipment I had borrowed was going back to it’s owner, and I was rushing through my remaining tasks every day). GTD helped me control the rest of my life so I could get on with the one repetitive task which was taking my entire work time. Right now I’m focused on a wide variety of tasks to try to finish up my thesis, and it’s great at that too.

On the tickler issue, I’ve compromised. I don’t generally need many tickets, pieces of paper etc each day - when I used it most of the folders were empty, and with only 1 filing drawer to call my own I resented the space. But it’s great to be able to file away something you don’t need for a few months and know you’ll come back to it. So I made one folder and stuck all my bits of paper in there with Post-Its sticking up with the date on (all the papers are the same height, either because they are, or because I attach them to a piece of A4 paper). They’re filed in Date order (always!) so a quick glance at that is enough to see anything current. I normally only look at it once a week now, and pull out every thing for the next few days. Works for me! And that’s what’s great about GTD - adaptability without losing the overall ethos…

Arjun Muralidharan Says:

June 12th, 2007, 10:46 am

Leo, that’s good roundup, though more in-depth than I think it need be. I’m currently running a series of posts about my own implementation of GTD tools that finally work TOGETHER instead of just being so many cluttery tools that make life harder than easier.

ShadZee Says:

June 12th, 2007, 11:15 am

Great summary. Thanks Leo. With this why bother buying the book? ;-)

I don’t use the tickler file either. In the past few months I’ve become addicted to iGTD (mac software) in order to get a handle of my to-do tasks. Also, I should tell you after 25 years of heavy PC use, I switched to mac about 6 months ago, and that also helped ;-)

AgentSully Says:

June 12th, 2007, 11:22 am

sorry for the one liner comment, but I just wanted to say awesome job, Leo!

karenlim Says:

June 12th, 2007, 11:38 am

Fantastic summary! I brought a palm to GTD.

I think once we do a correct goal setting and are able to focus on achieving our baby steps, it becomes natural for us to GTD.

adrian Says:

June 12th, 2007, 12:08 pm

how could you wrote that kind of material in so little time?

Tyler Gillies Says:

June 12th, 2007, 13:53 pm

You are a GTD prophet

Usara H Says:

June 12th, 2007, 14:21 pm

You failed to mention my favorite tool - NextActionCards (www.nextactioncards.com). Simple to use and keep up with.

Jim Says:

June 12th, 2007, 15:45 pm

Now, if only I could find the time to get into GTD:ing… ;P

Too Much Information Says:

June 12th, 2007, 19:58 pm

Honestly, that is a little too much detail Leo. It’s David’s book, let him sell the system, you’ve given most everything away in this post.

Play fair.

Leo Says:

June 12th, 2007, 20:58 pm

@Too Much Information: Sorry, I was just trying to answer some of the questions that are commonly posed to me and provide a useful reference. In truth, even if you read the information I provided, and all the links, there would still be big chunks of GTD not covered, so I would still recommend reading the book. But the book doesn’t cover everything — there are still a lot of lingering questions that people have — and that’s the aim of this FAQ, to answer those questions. If I got carried away and went into too much detail, I apologize.

@adrian: Actually, as I said above, I didn’t write this post in an hour. It took me well over that to write this — it’s one of my longest posts, I believe.

MB Says:

June 12th, 2007, 22:34 pm

Sounds like Claire’s solution works for her! Tickler files have become less common as personal computers have become more common. Secretarial staffs have been using tickler files for decades, and in some cases they find it more useful to set things up according to weeks, days, etc. If you need a tickler file, figure out what timeline you need; otherwise use a bulletin board or calendar to keep track of those things.

Georgio Says:

June 13th, 2007, 1:44 am

Another awesome post Leo. The majority of people think this is great and your blog is the greatest. Listen to all the overwhelmingly positive comments and don’t be put off by the negative commenters like TooMuchInfo and adrian. Keep up the awesome work Leo! You are helping lots of people all over the world with your awesome blog and thats the reason why your numbers have grown exponentially! There are comments from the States, Australia, New Zealand, Germany - incredible in a short amount of time. Keep doing what you’re doing because the majority of us think its fantastic and really benefit from it. I bought GTD and its great but as has been said, its overwhelming and tries to do everything. You have put trainer wheels on it for me and I’m going GREAT!! I’m 15 x more productive, family is happy, I’m fitter, happier, healthier! Your posts are the greatest. I print them out and read them as the first part of my day. Having 15mins reading whatever self development material I want first thing in the day makes me look forward to getting up at 4-5am since I’ve implemented your Rise Early advice!

Travis Says:

June 13th, 2007, 13:53 pm

Great Stuff!

I keep skirting around the edges of the GTD pool, picking up bits here and there. My current solution is very low-tech for the most part, I am a MoleSkine fan big time (Fanatic?), and love my HipsterPDA. Currently I am more in tune with your ZTD ideas.

Again, thanks for this amazing resource!

Bill Says:

June 13th, 2007, 20:12 pm

Great work! GTD was such an eye-opener for me. Having been a Covey follower for years, David Allen added another dimension to time management. Hands down, this is the only system that eliminates procrastination.

I’m glad that you brought up the personal nature of paper vs. plastic. While I use Outlook for my contacts and appointments, I have found that writing on paper has a unique Spiritual aspect when setting goals and managing tasks. Of course, I use the Bubble Planner since I love the creativity that mind mapping adds.

David Hollingworth Says:

June 15th, 2007, 4:41 am

Wow! That was one hell of a posting Leo, excellent.

I too was a little concerned that you’d provided a bit too much information; but when I thought about it I decided that the book contains far more than a list of how toos. The book encompasses David Allen’s philosophy as well as how to implement a GTD system and so goes much further than a single posting on the subject can.

For an electronic GTD implementation then I thoroughly recommend MyLifeOrganized (www.mylifeorganized.net). I find a lot of the tools mentioned above to be to inflexible for a thorough implementation.

brent Says:

June 23rd, 2007, 6:52 am

I know that I’m posting right down the very very very very end of this post, so my comment is wasted forever because who - I mean WHO? - is reading all the way down to here??

Re: Overwhelming:

I suggest to someone that if they actually write down all their commitments in one big list and then get overwhelmed by the list then they’ve just made a breakthrough: they were severely overcommitted! If people are scared to look at the list of things that need to actually be DONE in order to meet their targets - if they would rather NOT keep this list - it suggest to me that they would rather set themselves up for failure; accept that disappointing themselves and other people is just going to be a part of their life from now on.

Kidney Notes Says:

June 23rd, 2007, 14:21 pm

For your interest, I’ve posted a mindmap / flowchart of the GTD system here.

Claire Says:

October 12th, 2007, 11:50 am

Hi,

Do you know if there is any translation of this faq in French?

Thanks.

Jaime J Aleman Says:

January 8th, 2008, 0:15 am

I found that the reason I was having so much trouble GTD was because I am bipolar + add. I found out two years ago.

I have never been able to impement David Allens methods.
My Dr. suggested one thing - start with the email.

I have ‘pruned’ my Gmail inbox from over 2,300 emails to under 15. Most important ones are starred, labelled and archived.
Incoming emails are deat with as soon as I log in.

Daily tasks: if I can complete something in under 2 minutes, then I do it. If not, I put it off for later.
I made myself a duct-tape wallet and carry a small generic notepad in it. I track my work hours, phone numbers, grocery list, etc.
Little by little, I am getting more things done.
:)

rb Says:

March 6th, 2008, 16:43 pm

Hi, I’ve been reading your blog now for a couple of months and really like it a lot. I need to find information/advice on GTD for a not-for-profit narrow-focus team blog with 40+ authors and 6 admins, all of different nationalities, languages (the blog is in English but many of the authors do not speak/write English as a first language), and different Operating Systems. Is there a resource for such a thing? Thanks!

Jeff Says:

March 7th, 2008, 19:26 pm

Great post, learned a bunch.

Jeff

Colin Says:

March 22nd, 2008, 16:56 pm

Hey, great summary. I use my iCal as calendar, it’s incredible!

Also, thought I’d let those of you who are interested in getting more than the summary of the book - http://www.shoeboxed.com is giving it out free. Not sure how long they’re doing it for, but I got mine a while back from them.