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Sign up. Thank you! The GTD approach is implemented through a sequence of steps which essentially makes up the 5 pillars of this method, which facilitate operations processes:. Clearing your mind of all the clutter and properly organizing your tasks is one way of effectively dealing with things.
This can be anything ranging from professional pending emails, phone calls, appointments, to simply cleaning your wardrobe. Transfer all these tasks to an external system which can be a task management tool , a simple to-do list app , or even a paper. Often times, the human mind acts like a big hoarder of ideas, no matter how trivial they are.
In order to properly convert all these muddled ideas into viable actions , you need to distinguish the actionable and non-actionable tasks to get rid of the ones that cannot be done, thus clearing up some brain memory. This makes up the second step of the GTD method. Start processing the tasks that are jotted down in front of you and break them into smaller, more manageable actions to clear the clutter and get a clear picture of what lies ahead in operations processes.
But, how exactly do you organize your tasks? Through the decision tree of the GTD method! A simple decision-making process assisting you in categorizing your tasks via a series of questions that eventually lead to appropriate actions. You need to decide if your particular tasks are actionable and then move forward towards other questions to decide what exactly you need to do for operations processes. Doing this makes tracking of tasks extremely convenient and quick. You can master the game of organizing by dividing your to-dos into appropriate task lists, according to their priority and urgency levels.
You need to decide first whether the task is actionable or not. Now, this brings us to the second aspect, the actionable tasks. If the task is actionable, you further need to determine whether the next action can be done within 2 minutes. Do it right away if it can be done in under 2 minutes. If the tasks require more than one step to complete, place them in any of the following three categories:.
For GTD to work effectively, you need to frequently review your workflow. In-depth analysis for monitoring the progress and identifying the next to-do actions greatly help in reflecting back at your decisions and what adjustments you need to make.
Finally, just get started with the tasks and begin working on them. Everything is right in front of you, from due dates to priority levels. You just need to get to work and get done with things. Numerous applications are specifically designed and developed to work with this distinctive method. These are:. The software is packed with capabilities that make way for the method to work perfectly well and synchronize effectively with the core components.
No matter how big or small a task is, with nTask, you can capture or list down all your to-dos in the form of a checklist and convert them to independent projects. This sets the basis for the next step of clarifying where you can create tasks and subtasks to get things done in an organized manner. You just need to deport all the things whether professional or personal which are in your mind into the nTask software and TADA!
You just took a leap towards better task management. Clarifying what exactly needs to be done is one of the prime concerns revolving around the GTD method. By using nTask, you can conveniently divide all your big projects into smaller, actionable tasks and subtasks to get a clear picture of what lies ahead.
The tasks which need to be done in the future can be easily scheduled in your calendar, and you can even delegate tasks to respective team members by using the assign tasks feature. The next step in the GTD method is organizing all the tasks according to their category and priority level. With nTask is action, with just a few clicks, you can set priority levels according to the need and urgency of tasks, and can even set reminders for the due ones to stay updated with the tasks in line.
Through useful task filters, find and view the tasks that you need in front of you and work on them. As for the categorization of actions into specific lists, you can create distinct projects catering to each type of category and then associate relevant tasks pertaining to the level of urgency. You can only achieve true productivity through constant review and feedback.
Reflect back on your actions throughout the project and make amendments where needed. Apart from these charts, you can timely review your calendar to see where you stand at the moment and what can be your next to-do action with respect to the distinct projects.
If you follow the first four steps of the GTD method properly, the last step will be as easy as pie. A productivity tool specifically designed to implement getting things done philosophy, FacileThings allow you to organize and manage your tasks by keeping in view all the essential components of the GTD structure. The tool caters individually to each and every component of the method in a way that you have all the options to follow through the steps one by one or fill in details in a random pattern, all pertaining to your needs.
With an aesthetically pleasing design and easy to understand interface, FacileThings tries to fit every GTD component into one workflow to make getting things done easily for you. Easily capture ideas like a simple notepad, clarify and organize according to their course of action, and finally review them on a weekly basis to monitor performance. FacileThings definitely justifies its listing on our getting things done planner list and will support you in the art of getting things done.
In complete contrast with FacileThings, Todoist takes a rather simplistic approach on the GTD method and works on quick brain-dump of ideas by creating to-do lists, organizing and prioritizing tasks, creating subtasks and dependencies as well as creating projects and subprojects. With due dates and recurring tasks reminders, you can easily organize all your tasks according to their frequency of occurrence and check off the tasks that have been done.
In this way, you can get a clear picture of all the tasks currently in progress and the ones which need to be done in the future. Our fourth recommendation for the best GTD apps is Nirvana.
Nirvana is a cloud-based task manager that is specifically built for the implementation of the GTD method. The application comes with built-in features of how much time and energy a task will need to complete, along with an option to set due dates to stay on track with the upcoming projects. The application also comes pre-loaded with lists labeled as next, waiting, scheduled, and someday which make clarifying and organizing steps of implementing the GTD method extremely convenient to implement.
There are tags available to put your tasks into the professional and personal division for easy access. There are multiple other task preferences too which make the application highly customized and user-friendly. ProofHub is a cloud-based productivity and team collaboration app that helps teams implement GTD methodology. You can create custom workflows to bring structure to the way your teams work. With features like tasks with due dates, calendar, milestones, and time tracking, ProofHub makes sure that you always have a clear picture of your tasks and projects.
Gantt charts and project timelines ensure that you are always in ultimate control of the project progress. The all-in-one app fosters team collaboration with its powerful Group chat, online proofing, online discussions, and file sharing features.
The tool is designed specifically to implement the methodology in the most effective way possible. Convert your actions into projects and categorize them according to your requirements. You can add perspectives to your projects to give them context and understand them better. OmniFocus is a good fit as a getting things done planner. OmniFocus comes with a high degree of structure which lets you manage your projects easily through a myriad of features.
This is why it can come off as over-whelming for first-time users, but the application has got some pretty strong features to smartly deal with your tasks. Moving on to the next best GTD app — Evernote.
A popular note-taking application that comes equipped with an intelligent toolset for managing your to-dos. The application provides tons of built-in features for you to organize your thoughts comprehensively. With the web clipping feature, bookmark any links you find online and access them later at any time you want. Not only this, if typing is one of your pet peeves, conveniently save ideas in Evernote through voice commands by using Google or Siri as your assistant.
You can then organize them into notes, set reminders, and use tags to give them context. Create task lists and add tags as context to quickly find them. Organize your task lists by categorizing them under specific color codes. This also helps in distinguishing categories from one another and quickly accessing them whenever required. The quick add feature of the application enables you to instantly capture your ideas before they slip your mind.
The application also has built-in fields for adding specific details to your tasks. Individual tasks come with reminders at a set time to allow you to execute them without any lags. It helps it facilitate the use as a getting thing done planner. You can also batch multiple tasks together and simply drag and drop on the calendar to create a work schedule quickly.
Notion is a sophisticated note-taking application that comes with multiple task management features. Now you can choose your own triggers, conditions, and actions and come up with a myriad of new ways to be more productive.
Check out some of them to start working:. This useful feature lets you create subtasks within tasks and tick off the ones your team members complete to minimize confusion, avoid mistakes, and be more time-efficient. Infinity is currently running time-limited lifetime deals. Upgrading to a higher plan is possible, and all you have to do is pay the difference between the old and the new plan.
Image Source: blog. Although not specifically designed as a GTD tool, you may find Trello particularly useful in several phases of the GTD method : capture, clarify, and organize. This software makes it easy to collect ideas in one place and transform them into actions. You can attach text, docs, images, and any other info you want. Following the GTD method , Trello lets you analyze your items and mark them as actionable or non-actionable. You can archive the latter ones and then figure out the action you need to take to handle the actionable items.
Trello also allows you to gather all those actionable items under one roof, divide them into Projects, and categorize them by using labels, colors, and subheadings. Give a deeper context to your actionable items by describing them, adding labels, due dates, members, checklists, attachments, and even covers. Image Source: asana. If you are a professional trying to find the right GTD software for your team, then you might want to check out Asana. It is collaborative, flexible so you can use it to organize different types of work , and very customizable, which all gets along with what GTD requires.
Use Asana to create projects, no matter if they are work or non-work related. Name these projects Work, Household, Reference, etc and change the privacy settings so you can share them with the team, some of the members, or keep them for yourself. With Asana, you can create tasks and subtasks within projects, arrange them by priority, and assign descriptions, tags, due dates, attachments, links, and members to all of them.
You can use tags priority tags, colors, custom tags and filter your searches this way only as a Premium member but it is totally worth it.
This great tool can help you get ideas out of your head and turn them actionable in one-two-three. Image Source: clickup. ClickUp ensures no idea passes by unnoticed, which totally matches the GTD approach.
You can easily capture your thoughts, record personal reminders, and other items in ClickUp's Notepad, and then assign dates and titles to all of your notes before transforming them into tasks. With ClickUp, you can turn these notes into actionable items delegate tasks, add comments, etc.
This GTD app can even remind you of the tasks you delayed to ensure you are on top of your workflow. ClickUp could be the right getting things done app regardless of whether you are a small business owner, manager, or artist who would like to master the GTD productivity method. Image Source: ntaskmanager.
Thanks to its intuitive interface, you will quickly find the best way to organize tasks and projects and tick them off as your team progresses. With this GTD tool , capturing ideas is quick and convenient, and converting them into projects is even easier.
This GTD software allows you to delegate tasks to your team members, schedule them by date, set priority levels and reminders. Also, you can use different views to get a better grasp of your tasks and filters to reduce the time you need to find items. Reviewing is the fourth GTD pillar, and nTask is the king of Gantt charts that make performance reviewing a breeze.
You can also review calendars to check whether everything is getting done according to plan. Having everything in one place, organized and categorized, you can rest assured your tasks will be completed even ahead of the schedule. Image Source: youtube. This versatile, rich-in-features app can help you gain control over your daily chores and tasks and create a serious organization system that leaves nothing to chance. You can quickly capture your thoughts and ideas and turn them into multiple tasks you can access from anywhere, even when the app is not running.
Now the tasks are here, you can give them a deeper context by assigning them tags, locations, dates, colors, and even specific details such as phone numbers.
With it, you can also group tasks and drop them on the calendar to make sure you never miss a beat or add unique, custom reminders to these tasks.
One of the features that make 2Do stand out from the rest is that it supports both text and audio memos so you can capture ideas when on the go, wherever life takes you. Image Source: focuster. Focuster is a GTD software designed to help you maintain focus, minimize distractions, achieve goals, and get better at managing time.
With it, you can capture your ideas and goals, prioritize tasks, toggle off the ones that are not actionable, set deadlines, and engage with every step of the way so you know you are always winning. Focuster features smart reminders and notifications that will help you stay on top of your daily schedule.
Its simple UI makes it easy to have all the tasks at hand: active tasks are in the middle, the entire schedule is on the right, and your To-Do lists are on the left. You can even group tasks for a better organization while the app itself breaks larger tasks into manageable ones and fits them into your schedule you can always change.
Image Source: todoist. Todoist , one of the best getting things done tools , offers a clean and minimalistic, yet eye-catching interface that can help you regain clarity over your tasks. It covers the GTD technique by helping you capture, organize, and engage with your tasks.
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