How to Use the GTD Template

This template is inspired by David Allen’s GTD methodology and is not affiliated with the official GTD brand.

What this template gives you

• A single capture point to get things out of your head
• Clear separation between actionable work and reference material
• Projects with linked Next Actions
• Context-based action views to pick the right task at the right time
• A Weekly Review checklist to keep your system current

GTD at a glance

• Capture: put everything that has your attention into an inbox
• Clarify: decide the very next physical action and the outcome (project)
• Organize: park items on the right lists or in reference
• Reflect: review frequently, especially weekly
• Engage: do with confidence based on context, time, energy, priority

How your databases map to GTD

• Tasks = Next Actions and future actions. Includes context, status, due date, and links to Projects and Contacts.
• Projects = Desired outcomes that need more than one action. Every active project should have at least one Next Action.
• Resources = Reference material. Not actionable. Link to Projects or Tasks when relevant.
• My Contacts = People you collaborate with. Use for “Waiting For” and delegated items.

Getting Started

1) Create your capture habit

• Use the Task quick button or the Tasks inbox view to dump ideas fast
• Keep capture friction low: a single inbox you check daily

2) Process your inbox daily

• For each item: Is it actionable?
• No → Trash, Reference (Resources), or Someday/Maybe list
• Yes → Define the single Next Action and, if outcome needs multiple steps, link or create a Project

3) Organize the action

• Set a Context (e.g., @Computer, @Phone, @Errands, @Home)
• Add Date only for time-specific or day-specific items (calendar-worthy or must-do-today)
• Link to the Project and add Priority only when it affects sequencing

4) Work from focused views

• Use “Today/This Week” + Context views to decide what to do
• Keep the calendar sacred (events and hard deadlines only)

Key Lists and Views to use

• Inbox (Tasks): unprocessed captures
• Next Actions by Context: @Computer, @Phone, @Errands, @Home
• Waiting For: items delegated or blocked; include the person in Contacts
• Someday/Maybe: incubate interesting ideas without cluttering active work
• Projects: outcomes with at least one Next Action linked
• Calendar: events and hard-date commitments only

Weekly Review (15–45 min)

Use this checklist once a week to keep trust in your system.

• Get Clear
• Empty all inboxes (Tasks inbox, notes, downloads, paper)
• Capture loose ends and open loops
• Get Current
• Review Calendar past and next 2–3 weeks
• Review Projects: ensure each has a Next Action
• Scan Next Actions lists; clean up stale items
• Review Waiting For; follow up as needed
• Get Creative
• Scan Someday/Maybe and Resources for ideas to activate
• Brainstorm new Next Actions or Projects

Tip: Block a recurring Weekly Review appointment on your calendar.

Projects: plan just enough

• Define the outcome (what “done” looks like)
• Brainstorm steps, then choose the true Next Action
• Keep project support material in Resources and link it to the Project

When to use Priority vs Context

• Context answers “can I do this here and now with the tools and time I have?”
• Priority is a tie-breaker for items in the same context when time is limited
• Avoid over-prioritizing; fewer, meaningful priorities work best

How to

Create a New Task

1. Click “New Task”
2. Title it as a concrete action (verb-first), e.g., “Email Nurul draft proposal”
3. Set Context and Status
4. Optionally set Date if time-specific or day-specific
5. Link to a Project when applicable

Create a New Project

1. Click “New Project” and name the desired outcome
2. Add one Next Action immediately and link it in Tasks
3. Attach or link any support material from Resources

Use Waiting For

• Change Status to “Waiting For” and link the Contact you’re waiting on
• Optionally add a follow-up date

Add Reference (Resources)

• Store files, links, notes, and research here
• Link relevant Resources to Projects/Tasks

Best Practices

• Keep capture friction low; process daily, not continuously
• Protect your Weekly Review
• Keep calendar clean; use lists for everything else
• Keep contexts few and practical
• Every active Project must always have one Next Action
• Separate reference from action

Troubleshooting

• Lists feel stale → do your Weekly Review and prune
• Too many priorities → rely on Context + time/energy, use priority sparingly
• Tasks are vague → rewrite as visible physical next actions
• Over-scheduled → remove soft-dated tasks from the calendar; keep them on lists

FAQ

• Can I use priorities instead of contexts?
• You can, but GTD favors context to narrow options fast. Keep priority simple.
• Do I need due dates on everything?
• No. Only use dates for true deadlines or when you must see it on a specific day.

Need a hand tailoring views or contexts to your workflow? Reach out and we’ll tune it together.