Many of us use the Getting Things Done (GTD) system for organizing tasks but grapple with prioritization within this framework. Does that sound like you? If so, you’re not alone, and this article is here to help.

We’re diving into GTD’s principles, showing you how it can assist with prioritization, and providing strategies to navigate its implicit prioritization process. Explore how to not just get things done but to get the right things done at the right time!

What is GTD?

Devised by productivity consultant David Allen, GTD is a time-management method that assists individuals in managing their tasks efficiently.

It’s not just about ticking off tasks from a checklist but about effectively arranging them so you can tackle the right task at the right time. Think of GTD as your personal task manager.

But GTD isn’t merely a method; it’s a mindset change. It’s about seeing the grand puzzle of your life and understanding where each piece fits.

The system hinges on the idea that our minds are for having ideas, not holding them. Therefore, GTD assists in eliminating cognitive clutter, enabling you to focus on the tasks at hand with full attention.

How Does GTD Help With Prioritization?

The GTD method offers a structure to prioritize your tasks effectively.

While it doesn’t explicitly dictate which task should be given a higher priority, the GTD method suggests principles that guide your decision-making process about what should be done next.

Here’s how it works:

Capture: Document everything that comes to your mind. By doing so, you’re releasing the cognitive burden of remembering everything.
Clarify: Process what each item means and what to do about them. It’s here that you decide the next action for each task. If it’s a non-actionable item, discard it, put it in a reference file, or incubate it for future consideration. If it’s actionable, decide the very next action.
Organize: Put everything where it belongs. Prioritize these actionable tasks based on their urgency and importance. If a task takes less than two minutes, do it immediately. If not, delegate it if appropriate, or defer it.
Reflect: Regularly review and update your task lists. Reflect on the priorities, reassess tasks, and shuffle them around if necessary. A weekly review can be beneficial to keep your system in sync and up-to-date.
Engage: Use your system to take action on your tasks. Choose tasks from your prioritized list based on context, time available, energy, and priority.

Thus, GTD’s framework can help you prioritize your tasks by providing a clear pathway to organize and review them effectively, ultimately leading to more mindful engagement and productivity.

In the GTD system, the priority of tasks is not determined by a one-size-fits-all model. Instead, GTD encourages individuals to take into account their unique circumstances and factors while deciding the priority of a task.

Let’s break it down:

Context: GTD encourages you to consider where you are, the tools available, and the situation. If you’re in an office setting, you’ll prioritize work tasks. If you’re at home, home tasks take precedence. If you’re at a computer, tasks that require a computer can be tackled.
Time Available: It’s all about fitting your tasks into your schedule seamlessly. If you only have 15 minutes before a meeting, you won’t pick a task that requires an hour. Conversely, if you have a couple of hours of free time, it might be the perfect opportunity to tackle a larger task.
Energy Levels: Your mental and physical energy fluctuates throughout the day. GTD recommends aligning your tasks with your energy levels. Tackle demanding tasks when you’re at your peak energy levels and leave lighter tasks for when your energy dips.
Priority: This is where you assess the importance and urgency of the task. Some tasks are crucial to your goals, others are necessary but not urgent, and some can wait. GTD encourages you to define these priorities based on your own goals and commitments.

Despite providing these guidelines, GTD doesn’t prescribe a specific method to determine these priorities.

How to Prioritize With GTD?

So, how does one maneuver prioritization not being an integrated part of GTD?

A common strategy used in conjunction with GTD is the Eisenhower matrix. The matrix, named after President Dwight D. Eisenhower, categorizes tasks into four quadrants: Urgent & Important, Important but not Urgent, Urgent but not Important, and Neither Urgent nor Important.

Tasks are thus prioritized according to their urgency and importance, enabling users to allocate their resources and attention better.

For instance, imagine entrepreneurs trying to balance multiple projects.

By using the GTD method alongside the Eisenhower matrix, they can capture all their tasks, clarify the necessary steps, organize tasks into the Eisenhower quadrants, reflect on this organization regularly, and finally, engage with tasks in a manner that ensures important and urgent tasks get the attention they deserve.

Thus, while GTD doesn’t explicitly offer a prioritization mechanism, combining it with other tools like the Eisenhower matrix can bridge this gap effectively.

Here are some other prioritization techniques to consider to supplement GTD.

Other Ways to Prioritize Within the GTD Framework

While the Eisenhower matrix is one popular tool for prioritizing tasks within the GTD methodology, there are several other strategies that can be used effectively. Let’s delve into some of them:

Context-Based Prioritization: GTD emphasizes categorizing tasks based on the context in which they can be performed, such as @home, @work, @computer, etc. Prioritizing tasks within these contexts can be useful. For instance, while at work, prioritize the @work tasks rather than other contexts.
Energy-Based Prioritization: GTD also recommends considering your energy levels while deciding the task to engage with. High energy levels would suit complex tasks, while lower energy levels can be utilized for simpler, less demanding tasks.
Time-Based Prioritization: If you have only a limited time window, select a task that can be completed within that timeframe. This helps prevent the initiation of a task that can’t be finished, causing interruption and, possibly, stress.
ABC Method: Tasks can be labeled as ‘A,’ ‘B,’ or ‘C,’ with ‘A’ tasks being the highest priority. ‘A’ tasks are must-do tasks, ‘B’ tasks are should-do tasks, and ‘C’ tasks are nice-to-do tasks.
Pareto Principle (80/20 rule): This principle suggests that 80% of results come from 20% of efforts. Identifying these high-impact tasks and giving them priority can significantly enhance productivity.
The Ivy Lee Method: At the end of each day, write down the six most important tasks for the following day and rank them in order of importance. The next day, start with the first task and move on to the next only when you’re done with the previous one.

These strategies are not exclusive, and often, the best approach involves a mix of them. The idea is to make the GTD system work for you, tailored to your unique work style and life rhythm. Remember, the ultimate goal is not just getting things done but getting the right things done at the right time.

Example of How to Prioritize With GTD

Let’s consider Lisa, a product manager who’s just been introduced to the GTD methodology.

She juggles multiple responsibilities, including handling a product line, coordinating with the marketing team, and meeting with clients. She also has personal tasks, like picking up groceries, planning her son’s birthday party, and preparing a presentation for a community event.

Here’s how Lisa would use GTD for prioritization:

Capture: Lisa starts by listing all her tasks – both professional and personal. She notes everything that comes to her mind, freeing her cognitive space from trying to remember everything.
Clarify: She processes each task, defining clear actions for each one. For example, ‘Prepare for client meeting’ becomes ‘Create product usage report for XYZ client,’ ‘Review competitor analysis’, and ‘Draft presentation slides.’
Organize: Lisa then organizes these tasks. She categorizes them into different contexts, such as @work, @home, @computer, @calls, etc. She also identifies tasks that require less than two minutes to complete, like ‘Sending out meeting invites,’ and does them immediately.
Reflect: During her weekly review, Lisa reflects on her task lists. She shuffles around tasks, reprioritizes them based on new developments during the week, and removes any task that’s no longer relevant.
Engage: Now, Lisa is ready to engage with her tasks. She uses the ABC method, marking high-priority tasks as ‘A’, medium-priority tasks as ‘B’, and low-priority ones as ‘C’.

When she starts her day, Lisa first looks at her ‘A’ tasks. But she doesn’t just jump into the first ‘A’ task she sees. She considers her context, available time, and energy levels.

If she’s at work, she prioritizes ‘@work’ tasks. If she has a high energy level in the morning, she picks a high-priority, complex task. If she only has 15 minutes before a meeting, she chooses an ‘A’ task that can be completed in that timeframe.

With this approach, Lisa ensures that she’s not just getting things done but getting the right things done at the right time.

She’s no longer overwhelmed by her tasks but is in control, managing her time efficiently. Through GTD, Lisa turns her chaotic day into an organized, manageable, and productive one.

The Bottom Line

In our fast-paced world, task overload is a common problem. But with a structured approach to task management and prioritization, we can regain control over our tasks and enhance productivity.

While GTD doesn’t explicitly dictate task priorities, it provides principles to guide our decision-making. When paired with prioritization tools like the Eisenhower matrix or strategies like context, energy, and time-based prioritization, GTD becomes a potent productivity powerhouse.

Disclaimer: This article is provided for informational purposes only and is not associated with David Allen, the creator of the GTD (Getting Things Done) method. GTD and Getting Things Done are registered trademarks of the David Allen Company. For more information about GTD and to learn from the official source, please visit the website gettingthingsdone.com, which is the authorized website of the David Allen Company. This article does not intend to represent or endorse the views or opinions of David Allen or the David Allen Company.