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Preface
Most of my implementation of GTD techniques are
based on blog posts and youtube videos
The key to GTD is finding a system and workflow that
works for you
Last Fall, I knew I needed to make some
organizational changes in order to maintain work-life
balance and be even more efficient with my time
My goal is just to show my system and the tool I’ve
decided to use as well as the strategies I’ve learned
along the way
I’ll discuss the tools I use but the practices are not
limited to a particular tool
Friend
s &
Family
Work
Home
One-Offs
Travel
• General
• Routine
IT
• Dashboards
• NHC
• General
• Weekly Chores
Monthly Chores
• Misc
• Ironman 70.2
Florida
• Parents
Anniversary Cruise
• Vineman 70.3
• Birthdays
• Anniversaries
• Keeping in
touch
• Short term
things that
really don’t fit
with anything
else
GTD Basics
Buckets are called folders or projects✔
Buckets are called folders
Buckets are called notebooks or stacks
GTD Basics
Across tools
I try to use similar/parallel naming conventions to
making finding and filing things easier
✔
Build a system You trust
Build a system YOU
understand
GTD BasicsIf you have read the David Allen’s GTD book, you remember
that there was a default set of contexts: @Computer, @Work,
@Home
Contexts can be thought about in 4 categories
Some people do not use contexts at all
✔
Person Location Resource Priority
GTD Basics
Person
Location
Resource
Priority
Boss,
Spouse,
Billy Bob
Whole Foods,
Costco,
Library
Computer,
Phone,
Email, Web
Someday/Mayb
e,
Urgent
GTD Basics
Contexts✔
Tags
Basically, contexts or tags are a method to
easily search for related items across your
filing system
GTD Basics
Projects tie all tasks together into some sort of meaningful
action, providing objectives towards which those tasks are
directed
OmniFocus has 4 project types
Single
Action
Paralle
lSequential
Pause
d
GTD Basics
Single
Action
Paralle
l
Sequential
Each action item is dependent
on the previous one being
completed
Action items can be completed
at the same time, but are
related
Action items are loosely
related to each other
GTD Basics
Single
Action
Paralle
l
Sequential
80%
15%
5%
The majority of my
projects are single
action
GTD Basics
Sometimes a project stalls or
needs to be put on hold. In
OmniFocus, you can change a
project to this status which will
suppress reminders until you
make it active again
Pause
d
GTD Basics
Action items — 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?”
These actions get added to your project
GTD Basics
Single
Action
Paralle
l
Sequential
Laundry (Wash, Dry, Fold)
Research Hotels
Research Airfare deals
Buy X
Pick up dry cleaning
GTD Basics
Capturing actions is key to successful
GTD implementation
Get the action item into your system and
then trust your system
Capture Methods
Siri remind me to
Quick Add
keyboard short cut
Forwards
Paper notes
later added
Mobile App add
(but mostly let Siri
transcribe)
Clarify & Organize
Sometimes you capture the minimal aspects
of an action item to you inbox and then later
add it to a project, give it a context/due date,
etc
Have a well thought out filing system is key
Build a system You trust
Build a system YOU
understand
Reviewing
Optimal success comes from regularly
reviewing your projects and lists
Otherwise, your projects just become a black
hole and nothing gets done
Setup time to regularly review your projects
Some might be day, weekly, month, every
6 months depending on the project