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How can you use the Getting Things Done (GTD) method to stay organized?

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If you are feeling overwhelmed by the amount of tasks and projects you have to manage in your practice, you might benefit from the Getting Things Done (GTD) method. GTD is a time management technique developed by David Allen that helps you organize your work and life in a simple and effective way. In this article, you will learn how to use the GTD method to stay organized and productive.

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Danika Bernard

1 What is GTD?

GTD is based on the idea that you need to capture, clarify, organize, reflect, and engage with your tasks and projects in a systematic way. By doing so, you can free your mind from stress and focus on the most important and relevant actions. GTD also helps you align your work with your goals and values, and adapt to changing circumstances and priorities.

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2 How to capture your tasks and projects

The first step of GTD is to capture everything that has your attention or requires your action. This can include emails, calls, messages, appointments, ideas, requests, notes, and so on. You need to collect them in a trusted and accessible place, such as a notebook, an app, or a folder. The purpose of capturing is to avoid forgetting or losing track of anything that matters to you.

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Danika Bernard
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Organizing tasks strategically when feeling overwhelmed is a challenge. Instead of diving into the highest priority or most challenging task take the time to assess what needs to be done. Do this organization when your energy levels are highest, this could be done at the start of every day as a daily planning routine.

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3 How to clarify your tasks and projects

The second step of GTD is to clarify what each item you captured means and what you need to do about it. You need to ask yourself two questions: Is it actionable? And if so, what is the next action? If it is not actionable, you can either trash it, file it for reference, or put it in a someday/maybe list for future consideration. If it is actionable, you need to define the next physical and visible step that will move it forward.

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Danika Bernard
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If a task can't be actioned immediately setting a reminder in a calendar with the details is helpful and provides mental space for other tasks.

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4 How to organize your tasks and projects

The third step of GTD is to organize your tasks and projects into appropriate categories and contexts. You can use different lists, folders, or labels to sort your tasks and projects according to their type, priority, deadline, or location. For example, you can have a list for tasks that take less than two minutes, a list for tasks that require a phone call, a list for tasks that are due today, and so on. You can also group your tasks and projects into larger outcomes or goals, such as launching a new service or improving your marketing.

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5 How to reflect on your tasks and projects

The fourth step of GTD is to reflect on your tasks and projects regularly and review your progress and plans. You need to update, delete, or add tasks and projects as needed, and check if they are still relevant and aligned with your goals and values. You also need to decide what to focus on next and prioritize your actions accordingly. You can use different time frames to reflect on your tasks and projects, such as daily, weekly, monthly, or yearly.

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Danika Bernard
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There are 3 lenses to consider the impact of tasks. 1. Impact on the team within an organization. 2. Impact on the customer. 3. Personal growth and learning.

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6 How to engage with your tasks and projects

The fifth and final step of GTD is to engage with your tasks and projects and take action on them. You need to choose the best task or project to work on at any given moment, based on your context, energy, time, and priority. You also need to execute your tasks and projects with focus and commitment, and track your results and feedback. You can use different tools and strategies to help you engage with your tasks and projects, such as calendars, timers, reminders, or rewards.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you use the Getting Things Done (GTD) method to stay organized?

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3

4

5

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1 What is GTD?

2 How to capture your tasks and projects

3 How to clarify your tasks and projects

4 How to organize your tasks and projects

5 How to reflect on your tasks and projects

6 How to engage with your tasks and projects

7 Here’s what else to consider

Practice Management

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How can you use the Getting Things Done (GTD) method to stay organized?

1

2

3

4

5

6

7

1 What is GTD?

2 How to capture your tasks and projects

3 How to clarify your tasks and projects

4 How to organize your tasks and projects

5 How to reflect on your tasks and projects

6 How to engage with your tasks and projects

7 Here’s what else to consider

Practice Management

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