Getting Things Done
by Alex Ng
David Allen’s systematic approach to productivity that transforms how you capture, organize, and execute your commitments.
The Big Idea
"Your mind is for having ideas, not holding them. By capturing everything and organizing it into a trusted system, you free your mental energy for actual creative work."
Key Insights
Capture Everything
Every open loop - every 'thing' that has your attention - must be captured in a trusted external system. Your brain is terrible at remembering things at the right time; it's excellent at generating anxiety about forgotten things.
That nagging feeling about needing to call your dentist uses the same mental RAM as preparing for a major presentation. Capture it and your mind clears.
The Two-Minute Rule
If something takes less than two minutes to complete, do it immediately. The overhead of capturing, organizing, and reviewing the task exceeds the time to just do it.
Answering a quick email, filing a document, or making a brief phone call - these should be done the moment they're identified, not added to a list.
Next Actions vs. Projects
A 'project' is any outcome requiring more than one action. Most productivity systems fail because they list projects (outcomes) without identifying the very next physical action needed.
'Plan vacation' is a project. 'Search flights to Paris for June 15-22' is a next action. Your brain can't do 'plan vacation' - it can only do specific physical actions.
Context-Based Organization
Organize actions by context (location, tool, or energy level required) rather than by project. This lets you batch similar activities and work efficiently given your current constraints.
@Phone, @Computer, @Errands, @Home - when you're at your computer, you want to see all computer-based tasks across all projects, not hunt through each project.
Chapter Breakdown
Part One: The Problem
Modern knowledge work creates an endless stream of inputs - emails, meetings, ideas, commitments - with no clear boundaries. Unlike factory work, there's always more that could be done. This ambiguity creates stress.
Allen argues that traditional time management fails because it focuses on scheduling rather than capturing and organizing. You can't prioritize what you haven't captured, and you can't trust a system that's incomplete.
Part Two: The Five Steps
1. Capture: Collect everything that has your attention in trusted inboxes. Physical inbox, email, notes app - whatever works, but everything must go into the system.
2. Clarify: Process each item by asking: Is it actionable? If not, trash it, incubate it, or file it for reference. If yes, determine the next physical action and whether it's a single action or a project.
3. Organize: Put things where they belong - calendar for time-specific actions, next actions lists by context, project list for outcomes, waiting-for list for delegated items.
4. Reflect: Review your system regularly - daily for calendars and action lists, weekly for the comprehensive review of all projects and commitments.
5. Engage: Choose what to do based on context, time available, energy, and priority. Trust your system to surface the right options.
Part Three: Projects and Next Actions
The crucial distinction is between projects (outcomes requiring multiple actions) and next actions (the very next physical, visible activity). Most people's to-do lists mix these, creating lists that can't be acted upon.
"Set up new computer" is a project. "Call IT to schedule computer delivery" is a next action. Your brain can't engage with projects directly - it needs specific actions.
Part Four: The Weekly Review
The weekly review is the master key to GTD. It's when you:
- Empty all inboxes completely
- Review all projects for current next actions
- Review calendar for upcoming commitments
- Review waiting-for items
- Review someday/maybe list for items to activate
Without the weekly review, the system becomes stale and untrustworthy. With it, your mind can truly relax knowing everything is captured and current.
Take Action
Practical steps you can implement today:
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Set up an 'inbox' - physical and digital - and commit to capturing every thought, task, and commitment that enters your awareness
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Process your inbox daily, applying the two-minute rule and identifying next actions for everything else
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Create a projects list and ensure every project has at least one defined next action
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Do a weekly review every week to keep your system current and trustworthy
Summary Written By
Software Engineer & Writer
Software engineer with a passion for distilling complex ideas into actionable insights. Writes about finance, investment, entrepreneurship, and technology.
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