Modern work routines are immersed in a frenetic pace. With so many demands to fulfill, there is a great risk of overlooking some detail and ending up not delivering the results as expected. Therefore, a general consensus was created on the importance of task management that gave rise to the GTD method.
After all, one of the main challenges faced by a company is precisely to adopt a task organization tool efficient. However, there is no point in adopting the best tools if there is no basis in a solid and well-established methodology.
Throughout this article, you will learn everything about the concept, benefits and correct application of this recognized methodology. Let's go?
What, after all, is the GTD method?
GTD is the acronym for Getting Things Done, or Making Things Done – a methodology developed by consultant David Allen, in his book “The Art of Making It Happen”.
We could summarize its concept as a methodological tool created for people to learn to be more productive, managing to accomplish more tasks in a reduced period of time. However, in practice, we observe more than that.
The GTD provides the individual with total control over the demands presented, which includes the reduction of stress and anxiety levels that are normally common to those who need to deal with a high number of tasks.
Thus, the GTD method constitutes a practice of excellence on several levels, both in terms of productivity and the professional's quality of life.
In practice, the GTD method is based on the premise that people's daily lives encompass three different types of activity:
- unplanned activities: those that arise spontaneously throughout the day – often requiring a certain sense of urgency for their accomplishments;
- predefined activities: activities that were previously included in the agenda, such as meetings, items from a certain list and specific daily tasks;
- activities to be defined: all activities that, although not yet planned, can already be considered part of an ongoing demand.
According to Allen, this classification of activities serves to organize all your demands. Thus, if new tasks appear, it is possible to reorganize the planning without losses or overloads, even if a certain task needs to be rescheduled for later.
It is worth remembering that, although the focus here is the organization of work tasks, the GTD method is also useful for managing their personal demands.
The benefits of the GTD method
The application of the GTD method is capable of offering countless benefits to those who adopt it. Below we highlight some of the most important.
Optimized time management
Nowadays, if there is a particularly problematic issue for the overwhelming majority of people, it is the lack of time to do everything we need and want to do.
Simultaneously manage the immense amount of projects and tasks that we set out to carry out is a constant challenge, and in the face of which we constantly end up frustrated.
What does the GTD method teach us about this? Basically, the manage our time optimally, respecting our schedules and separating our personal and professional lives, so that one does not swallow the other.
Balance and well-being
One of the main premises of the GTD method is that stress is the enemy of success.
Since there is no real productivity without quality of life, Allen's methodology focuses on keeping the individual's mental health up to date. Therefore, she dispenses with useless worries and values rest and leisure as much as work – after all, a calm and balanced mind is capable of performing the greatest feats.
focus not present
The GTD method determines that your actions are defined according to the current situation, so it's useless to want to finish all pending issues at once.
Here, the focus must be kept on realizing what is possible to accomplish in the present moment, while the after is for later. This by no means means procrastination – it just refers to using to-do logs with a focus on the activity being done now.
Freedom of choice
The GTD method strongly values freedom of choice throughout the task fulfillment process.
The method itself does not impose what you should do, nor when – you are free to determine everything, managing your time and tasks according to your own rules, defining your priorities intuitively and fluidly.
Creativity
The GTD method considers creativity a key factor for the development of any and all projects.
By implementing it, both you and your team will be free to give each task its due priority, leaving room for new possibilities. As David Allen himself says, "the mind should be used to have ideas, not to store them".
Adaptability
All points listed above reveal that the GTD method is superior to other methodologies because it presents a high level of adaptability in the face of any changes that occur along the way.
After all, the radical transformations the world has been going through are innumerable and constant – this is how it always was and will always be. The flexibility and adaptability provided by this method is an important part of what makes it truly revolutionary.
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The GTD method in five steps
At this point, you must be wondering how to apply the GTD method in your routine after all, right? Well, the time has come to explain, in detail, the five steps that make up this fantastic methodology. Let's go!
Step 1: collect
The first step in applying the GTD method is to compile all the ideas that are occupying your mind. While this primarily applies to tasks, it also applies to any and all thoughts that are occupying your attention during that moment.
For this, you can use anything from a notebook to some organization application. What matters is putting everything there.
Step 2: process
Once all this information has been gathered, the time has come to analyze it calmly and with focus, separating the items into those that require attention and those that do not. We then divided these items into 3 groups:
- trash can: anything you know you ultimately won't do can be discarded;
- perhaps: in this category, include the ideas that you intend to carry out, but do not yet have a defined deadline;
- references: here, you keep the items that you will want to consult in the future.
Finally, note which activities require action. Separate those that can be done in less than two minutes and solve them immediately, without leaving it for later.
Divide the rest between those that can be delegated to third parties; those that need to be scheduled for a specific day and time; and those that will need to be turned into a project.
Step 3: organize
Classify your tasks according to the proper context. For example, “work”, “studies”, “travel”, “personal”, and so on. This separation will be extremely useful as new demands arise.
Step 4: review
Here, you should establish a periodic review of all your lists, in order to analyze your results, reassess your priorities and include new actions. Ideally, this review should take place at least once a week.
Step 5: do
Finally, the fifth step consists of actually executing all the proposed actions. Here, it is important to keep the focus on each activity, so that external issues do not represent any impediment.
Some tools used to apply GTD
There are many task management tools out there that can be used to enhance your experience using the GTD method. Here are some tips:
Evernote
A good request to capture the small insights that appear in an unusual way in everyday life; O Evernote create projects and lists; save links for later reference and digitize documents, collaborating directly with your flow of ideas.
T
O T is one of the favorite tools for applying the GTD method, thanks to its structure that is extremely compatible with this organization model.
Google Tasks
O google task organizer It's a great productivity app alternative. The fact that most people are already familiar with Google's solutions already represents an advantage in practical terms, which is fundamental within the context of the GTD method.
Kanban
Kanban is a visual management tool, which works with colorful cards (like sticky notes) on bulletin boards or task boards, describing the activities that need to be done, those that are being done and those that are completed. Widely used around the world, Kanban proves to be particularly effective in the GTD method.
Trello
Inspired by Kanban, the Trello is a renowned task organization tool based on customizable frames, and with a special template based on the GTD method.
And since we mentioned Trello, why not check out our exclusive article on Trello, one of the best tools for putting GTD into practice? Just click here!
