Getting Things Done (GTD)
- Alexander Kiel
- Aug 5
- 6 min read
In today’s work life, it’s completely normal to feel like you’re constantly playing catch-up. That’s where Getting Things Done (GTD) can really help. It’s a clear, practical way to organise your tasks, cut the stress and focus on what actually matters—without feeling buried under everything.
Whether you’re leading a team, managing multiple projects, or just trying to get through your daily workload, GTD gives you a solid structure to help you stay on top of things and work with more clarity.
The truth is, a lot of people are struggling with time management. Around 82% don’t have a proper system in place. And many spend about 75 minutes a day on tasks that don’t really matter to their role. It’s no surprise that only 14% of people with long, crowded to-do lists feel they have enough time - compared to 44% of those with a short, focused list.
It gets harder when priorities aren’t clear. About 34% of workers say they’re left guessing what actually needs to be done first. That kind of uncertainty just adds to the stress.
What if you could start each day with clarity, purpose and confidence? What would your workday look like if your tasks felt manageable, your focus was sharp and your mind was calm?
Step 1: Capture Everything
Clear your mind by putting tasks, ideas and commitments into a system you trust - whether it's an app, notebook or digital tool. Capture everything as it happens. This will help you reduce stress, stay organised and make sure nothing gets forgotten. The key is to be consistent - write things down immediately so you can focus on getting things done, not remembering them.
What to capture:
To-dos
Emails or messages that require action
Meeting notes
New ideas or projects
Follow-up actions
Any unclear or unfinished tasks
Capturing everything frees up your mind and eliminates the worry of forgetting something important.
How to do it:
Use tools such as Microsoft To Do or Evernote to quickly list tasks or ideas.
Set aside specific times in your day to review and add items to your capture system.
Are you capturing everything that demands your attention and is your system reliable enough to keep you focused?
Step 2: Clarify and Decide What to Do
Now that you have everything on your list, take a moment to go through each item and decide what needs to happen next. Is it something you can take action on? If so, figure out the next step. If not, either delete it, delegate it or put it aside for later. Breaking tasks down into simple actions keeps you organised and ensures that nothing gets overlooked.
Questions to ask yourself:
Is it actionable?
If so, what's the next action? Break it down into something concrete.
If not, decide whether it's trash, something to keep for reference, or something to delegate.
For example, if you have a note that says "Follow up on marketing proposal", your next action might be "Send an email to the marketing team for an update".
How to do it:
Create actionable tasks with clear, specific steps.
Remove unnecessary tasks that don't serve a purpose, or delegate them to someone else.
Is this task aligned with your priorities and do you have the time and resources to take action on it now?
“People who can focus, get things done. People who can prioritize, get the right things done.” - John Maeda
Step 3: Organise and Prioritise
Once you've identified your tasks, organise them so it's easy to decide what to do next. Group similar tasks together and set clear priorities so you can focus on what's most important. This will help you avoid feeling overwhelmed and keep your workflow running smoothly.
Categories to consider:
Next actions: What you need to do immediately.
Projects: Larger goals that require several steps.
Waiting On: Tasks you're waiting for someone else to complete.
Someday/Maybe: Tasks you want to do, but not now.
You should also set clear priorities based on deadlines, impact or importance. That way, you'll always know what to focus on first.
How to do it:
Are your priorities aligned with your goals and do you have the resources and time to focus on what’s most important right now?
Step 4: Reflect Regularly
To stay on track, take a moment each day to review your tasks, goals and priorities. Tick off what you've done, see what's coming up and adjust if necessary. A daily check keeps you focused, while a weekly reflection helps you stay on course for long-term progress. It's not extra work - it's how you make sure you focus on what really matters.
What to reflect on:
Daily: At the end of each day, review what you've accomplished and what needs to be done tomorrow.
Weekly: Review all your projects and tasks. Are your priorities still in line with your goals? What needs to be pushed? What can be postponed or removed?
This regular reflection will help you avoid surprises and keep your tasks under control.
How to do it:
Set aside time for reflection at the end of each day or week.
Use tools such as a calendar or planner to keep track of upcoming deadlines and meetings.
Are your current tasks aligned with your goals and what adjustments can you make to stay focused and efficient?
Step 5: Get Involved and Take Action
Now it's time to get things done. With your tasks organised and clear, you know exactly what needs to happen next. Stay focused, work efficiently and avoid distractions. Prioritise what matters most, tackle one thing at a time and be flexible - adjust as needed and keep making progress.
How to engage:
Prioritise your next actions and start taking them.
Be mindful of your time and energy. Choose tasks based on where you are (e.g. if you have 15 minutes, do a small task; if you have an hour, work on a larger project).
Work in blocks of time and avoid multitasking. Focus on one task at a time to maintain quality and efficiency.
How to stay on track:
Use techniques such as time blocking or the Pomodoro technique to stay focused.
Stay flexible - adjust your plan as needed, but always focus on the next action that will move you closer to your goal.
Are you prioritising the task that will get you closer to your goal and is your current energy level appropriate for the task at hand?
"Your mind is for having ideas, not holding them." - David Allen
Tips for Implementing GTD in a Business Environment
Use collaborative tools: If you're working with a team, tools like Asana, Slack or Microsoft Teams will help keep everyone on the same page. Share updates on your projects and progress regularly, so no one is left out of the loop.
Delegate effectively: GTD encourages you to hand off tasks that others can handle. Give your team clear instructions on their next steps and trust them to take ownership.
Create templates for common tasks: Streamline your workflow by creating templates for recurring meetings, reports and project set-ups. This saves time and reduces cognitive load.
Reduce distractions: Focus is key in GTD, so avoid multitasking. Set specific times to check email or messages and minimise interruptions during blocks of work.
Review and adjust: Things change quickly in business, so regularly update your lists and goals. Stay flexible and adjust your priorities to stay on track.
The Art of Stress-Free Productivity (David Allen, Author)
So ask yourself: What’s one small step you can take today to reclaim control of your time? Are you ready to build a system that doesn’t just help you work better - but helps you feel better, too?
Implementing GTD in your business will help you take control of your workload and reduce the feeling of being overwhelmed. With a clear system for managing tasks and projects, you'll be able to focus on what really matters. The key is consistency - write things down, break tasks into clear steps, stay organised, reflect regularly and take action.
