The Perfect ToDoIst GTD System
Summary
TLDRThe provided script outlines Todoist's GTD (Getting Things Done) productivity method. It first stresses capturing everything that comes to mind in your inbox to compile a thorough task list. Then clarify each item, delegating if needed, adding due dates, and deleting irrelevant tasks. Next, sort your tasks into optimal organization using projects, labels, and hashtags. Regularly review your list, planning when you'll complete each task. Finally, focus solely on your prioritized daily to-do's to consistently make progress. The structured GTD workflow leads to increased productivity through thoughtful planning and strategic consistency in taking action.
Takeaways
- 😀 The first step of GTD is to capture anything that comes to mind in your inbox
- ✏️ If a task takes <2 minutes, just do it right away rather than clarifying or organizing
- 🗄️ For non-actionable reference items like files or documents, file them separately or attach to a relevant task
- 📅 Add due dates to tasks to utilize Parkinson's Law and ensure things get done on time
- 👥 If a task can be delegated to someone else, assign it to them
- 🗂️ Organize inbox items by sorting them into the right projects and using labels
- 📝 Do a weekly review to process inboxes, plan when tasks will get done, and schedule time for tasks
- 📆 Set up a recurring weekly review task to ensure consistency
- ⏱️ A little bit of planning leads to more consistent action and aggregate productivity gains
- 🙌 You can tweak the GTD method over time to suit your personal needs and style
Q & A
What is the first step of the GTD method?
-The first step of the GTD method is to capture anything that comes to mind, like ideas, tasks, errands etc. This is done by writing them down in your inbox.
If a task takes less than 2 minutes, what should you do?
-If a task takes less than 2 minutes, you should just complete it right away rather than clarifying or organizing it.
How can you delegate tasks using the GTD method?
-You can delegate tasks by assigning them to someone else when clarifying your inbox items.
Where should non-actionable reference items be filed?
-Non-actionable reference items like files, articles, documents etc. should be filed in a separate reference project or attached to the comments of a relevant task/project.
Why is it important to set due dates for tasks?
-Setting due dates is important because of Parkinson's Law which states that work expands to fill the time available. Due dates help ensure tasks get completed in a timely manner.
How can projects be differentiated in Todoist?
-Projects can be differentiated by using hashtags in front of the project name. This helps create grouping buckets.
What is the purpose of the weekly review?
-The weekly review helps process inboxes, plan the upcoming week by assigning tasks to days, and ensure you are set up for success.
Why is the Today view important?
-The Today view shows the tasks that need to be worked on for the current day. This is where actual work/action happens based on the planning.
Is some planning better than no planning?
-Yes, a little bit of planning leads to more consistent action over time compared to no planning at all.
How can the GTD method be customized?
-The GTD method can be tweaked and customized to suit personal working styles and preferences while still keeping the core framework.
Outlines
📝 Capturing ideas and tasks in Todoist using GTD method
The first paragraph explains the first step of the Getting Things Done (GTD) method used in Todoist - capturing any ideas or tasks that come to mind. It suggests doing a brain dump regularly to capture anything new. The writer demonstrates adding tasks directly in Todoist using browser extensions, Gmail integration, etc. to quickly capture thoughts.
📋 Clarifying and organizing tasks in Todoist
The second paragraph continues with steps two and three of the GTD method - clarifying and organizing tasks. It suggests setting due dates, deleting completed tasks, assigning labels and hashtags, and using projects and sub-projects to organize tasks. The writer provides examples of clarifying and organizing sample tasks from the first paragraph.
Mindmap
Keywords
💡GTD method
💡capture
💡clarify
💡organize
💡review
💡engage
💡extensions
💡integrations
💡projects
💡labels
Highlights
The first step of GTD is to capture anything that comes to mind into your inbox
If an item takes less than 2 minutes, just complete it right away instead of clarifying or organizing it
For non-actionable reference items like files or articles, file them separately or attach to a relevant task
Clarifying when tasks need to be done by assigning due dates ensures you take action on them properly
Organize inbox items by sorting them into the right projects and using labels
For pro users, sub-projects can be used instead of labels to organize tasks into buckets
Todoist provides a GTD weekly review template to help regularly process tasks
The weekly review is when you schedule what tasks will get done on which days
The today view shows you the tasks to focus on completing today
Planning strategically with GTD leads to more consistent action and productivity
GTD provides a framework that can be tweaked and molded to suit your needs
Step 1 is to capture anything that comes to mind into your inbox
If a task is less than 2 minutes, just do it right away
File non-actionable references separately to review later
Having proper due dates ensures tasks are done on time
Transcripts
let's dive into todoist's gtd method
first and foremost you want to capture
anything that comes to mind that's step
one of the gtd method so in your inbox
you just can put down whatever the heck
it is that you think is gonna come up so
on the bottom here just like this came
to mind
example task
and then
in the initial part of the gtd method
what to do is you want to just do a
brainstorm really quick and take do a
brain dump of any ideas that you have
any idea that pops up will come out and
you do that you consistently
do that on a basis that happens
hopefully just anytime you have a new
idea you want to do this however in the
beginning just do a really quick brain
dump then after you set up this this
sort of mindset you can go and do things
to make it happen so for me i have the
app on my computer on my phone and i
have some integrations that work really
well as well so we just go into my
browser here and go to
uh anything right so i i have a website
now that i'm gonna keep plugging until
people go and look at um
so i have this chrome extension so it's
like i get an idea here okay uh add
add this to my website
please and it's in the today view so
it's going to go and add that in there
if we also have another nice little
integration here with gmail
so you can do something like use the
todoist integration in gmail as well to
quickly capture any thoughts or ideas
that come into your life and the same
goes for something like microsoft teams
that turn messages into tasks so the
second part of this process is clarify
and if that item item takes less than
two minutes just complete it and do it
right away don't do any sort of
organization with it or clarification
and if it can be delegated assign that
task to somebody else as well if it's a
non-actionable reference item something
like a file an article a document etc
that you'll need to come back to later
file it in a separate reference project
or attach it to the comments of one of
the relevant tasks or projects that you
have going on so so improve your
newsletter with quotes i kind of want to
frame this
in a way that is interesting so rather
than me saying look into aliabdulls
or rather than me making it task saying
look into ali abdel's weekly newsletter
look into matt diavel's weekly
newsletter to find inspiration just type
it out in the comments so look
into matt d
avella's
weekly newsletter or i can add it into a
subtask
here as well so it's like
check out
snail mail newsletter because that's
actually something i need to do so it's
a good example here so if it needs to be
done at a specific task or date i want
to do it by today or i want to do it by
tomorrow this is that part in this step
where you you go and you take
this clarification
and you make sure it happens because we
can capture the tasks all we want but if
we don't clarify when they're going to
need to be done
then it's hard for us to take action on
that thing in the proper amount of time
if you know about parkinson's law you
want to make sure that you have due
dates that make sense if you make them
pretty far out it's going to take until
that due date for it to get completed
and if we have a bunch of tasks here
that don't need to
be implemented anymore
i can
delete i can either check it off if i
already did it or i can delete it if i
don't need to do this i actually already
did it i'm not sure if i want to buy a
world championship tickets i can delete
the small errand it happened or i didn't
do it and then that's that step of
clarification that we need before we get
into organization now for organization
once you've clarified the items in your
inbox it's time to sort it into like the
right spots uh in in reality like
clarifying and organizing your tasks
will happen like as you kind of clean up
your inbox so this is kind of a similar
process as i mentioned things earlier it
was like i didn't go that next step so i
want to show that now so for example
this is obviously something that i move
the project to a side hustle right this
obviously goes to side hustle
and this is the organization we're
talking about here it's like move to
project
uh someday slash maybe improve your
newsletter with quotes
to project side hustle
may have
yep move to side hustle and then
i can finish this out real quick
and i don't actually need any of these
tasks so i'm just going to check these
off or move them and that's the
clarification i need organizing with
like a mix of projects here is pretty
good we have five here as is the max
onto the todoist free version and
organizing with a mix of like labels
like i have these labels here
and uh the different projects are clear
so i can like add a label for youtube
or website
and then we can see
that within side hustle i can label
things
this would be more
than a label
or for this one
the same dealio
we have a website edit that we need to
make
the video ideas we can clearly have
the youtube tag attached to it so a
mixture of this and then for me i like
to have
different buckets as well if i had to do
is pro i would set it up within and make
a bunch of sub projects and do stuff
like this and make it a sub project for
example instead of the labels i'd
probably do like a youtube bucket
a website bucket rather than just having
those labels
while you're making projects as per
usual with just keyboard shortcuts if
you put hashtag you can differentiate
the projects that they're in so you can
get those buckets underway so now with
the review process which is really
what's really nice is i personally set
time
weekly
to do a plan week
sort of setup with my notion planning
however with the gtd method in todoist
it's nice that they actually have a
template made out on todoist.com's
website and a lot of the inspiration for
this came from todoist in general and
is really nice that they they do these
articles i think to do this is a great
website
a great program has a nice blog all the
sort of things it's a great company in
general so shout out to them for doing
this for us but if we go to the gtd
weekly review
after i tried to play off hitting my
keyboard just now uh to change the view
we look here and we have the weekly
reviews set up and
it's it's this time to weekly review
that you can change this uh recurring
task for what day of the week you want
it to be or you can do it twice a week
or make two of these and
basically what you do is you before you
review you process the digital inboxes
clear off the desk close all
distractions off it's a nice setup so
this review process is is where we go
and we make those planning steps we say
okay this task is being done on this day
and we make sure that it's set up in a
way with our calendars that works out so
that we can get the most
optimal time set up to get work done now
in order to engage with all this work we
need to go to uh the most important
view of all which is just the today view
so today for example i would figure out
my website stuff i have example tax add
this to my website please and buy world
championships track tickets no you will
have your actual tasks show up on your
step 5 engage and that's the part where
we take action we go and we have these
systems set up and we plan for a little
bit of time to save a lot of time when
we're actually working on things and a
lot of people may ask the question why
bother to do all this planning just take
action
i would say a little bit of planning
leads to more ability to actionably work
consistently and that consistency is
what will in the aggregate
beat out those who don't plan as
strategically so that is my opinion on
the subject and that is why i think the
gtd method is great for anybody who's
starting out with productivity and then
you can kind of mold your own concept
whereas i used the gtd method and didn't
realize it for a long time and then i
kind of tweaked things to my own liking
so that's how you use the gtd method
within todoist
and dive
into a great application
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