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Getting Things Done (GTD) Methodology: A Step-by-Step Guide 

  • Writer: Adilla
    Adilla
  • Sep 26
  • 4 min read

Updated: Oct 28


Background illustration with text, “Getting Things Done Guide” and photo, a blackboard with a hand strikethrough the words, ‘get things done’.
Source: Canva Collection

The Getting Things Done (GTD) methodology was created by a productivity consultant, David Allen, whose goal is to sort out your mind and free up your mental space.


For creatives, this is a suitable method that fits their ‘creative chaos’. By providing a space to note down whatever runs in their mind, creatives are less likely to get distracted, overwhelmed or mentally drained overall.


Table of Contents


Getting Things Done (GTD) Overview: The 5 Steps


Step 1: Capture

Anything that comes into your mind, write it down or note it somewhere. However, be cautious where you place them to prevent clutter or confusion when you try to locate what you wrote.

For example, have you ever noticed that when your mind is idle, when you’re in the shower or just eating dinner, ideas come more easily into your mind? That’s when the first step of GTD comes in.


It doesn’t have to be when you’re at rest, either. As you do your current tasks, you are given ad hoc tasks throughout the day, which is also when the GTD method is used.

While you won’t need a specific app or tool for this, centralising where you put down your surprised thoughts will help you gather them better when you sit down and look through.


Step 2: Clarify

Now that you have time to review what you have noted, it’s time to add the details and dates. Put in as much information as you can, so you don’t end up spending minutes trying to figure out what you meant when typing it down.


A bit of time management is needed when you do this. For example, one of your tasks is to prepare template designs. When putting in the details, it will be something like this: “Prepare design templates after finishing current task; needs to be done before 12 PM tomorrow” or “Draft design template tonight for review before finalising tomorrow at 12 PM.”


Background illustration with text, “Organise Your Ideas” and photo of a person writing down in a clipboard with coloured tabs at the edges.
Source: Canva Collection

Step 3: Organise

Once everything is clarified and detailed, it’s time to organise them into categories, priorities, or due dates. If most of your thoughts or ideas are for work, you could do this better by utilising GTD with project management software, especially if you’re a project manager for the creative industry.


You may notice that Step 2 and Step 3 of the Getting Things Done guide come hand in hand, as what you clarify in Step 2 determines how you will organise in Step 3. For example, tasks that can be delegated can be separated, creating a ‘project’ or dropdown that requires more than one step or in a category where it can be done within the hour.


How you categorise your tasks and ideas is dependent on you.


Step 4: Reflect

While this step does not have to be done right away, before you start ‘Getting Things Done’, you will need to review your tasks one last time. Identify your action items and reflect on how you will implement them in your current workflow.


Besides that, a weekly review is a must when utilising GTD for creatives to ensure no task is left behind or if a task priority needs to be moved to urgency. If you struggle with this, we have an in-depth guide on better managing your tasks.


Step 5: Engage

With clarity and confidence in your GTD system, it’s time to engage in your tasks. Since everything has been laid out, it will be easier to proceed with what you need to, as prioritisation and due dates have been set.


How To Get Things Done With Project Management Software


Background illustration with text, “Using GTD With Project Management”, and a photo of someone typing with a screen showing a project management tool.
Source: Canva Collection

If you would like to implement this method in your creative teams, it can be done with project management software. By following this Getting Things Done (GTD) guide, the steps to capture, clarify, organise, reflect and engage could be done by utilising the features or tools that the software provides.


For example, providing a channel or a document for teams to dump ideas throughout the day and with task management features that are expected of a PM tool, they can set their tasks and due dates as assigned to them. So, as a creative project manager, you will only need to reflect and encourage your team to engage in their ideas.


Key Takeaways

  • David Allen’s view of productivity encourages us to take note of our ideas and tasks to prevent confusion or forgetting them entirely.

  • When implementing them in a creative team, it fosters an environment to capture ideas without hesitation.

  • Thus, if this method is utilised, creative project managers nurture a space of independence and a productive workflow


Frequently Asked Questions (FAQs)

Why is GTD beneficial for creatives?

GTD is beneficial for creatives because, in a way, it is a mixture of time and task management, but rather than solely focusing on only one type of management, this method is structured with the freedom that creatives prefer.


It doesn’t require creatives to sit down and brood on their administrative tasks. With GTD, it doesn’t break the creative flow state when they’re in the middle of something


Other than using project management software, what else can I use to implement GTD in my daily life?

There are several ways you can implement GTD besides PM software. Productivity tools like Todoist, Sunsama and Routine can be used to utilise this method. However, something as simple as your note app and the built-in calendar in your phone is enough too!


Can I use this Getting Things Done guide for my personal day-to-day life?

Yes, you can definitely use it for your daily life. This method is encouraged to be used to ensure your life is ‘clutter-free’.


Author bio

With a background in Arts English, Adilla has been a casual writer for various hobbies, like parodies of animated shows and plots for board games. She loves to read anything and everything, from fantasy stories to articles on tips and tricks. Now, an advocate for mental health and effective project management for the creative industry. Currently, Adilla resides in Malaysia and is a creative writer at TESSR. To know more about her, check out her LinkedIn.

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