Introduction: Getting Things Done
David Allen’s Getting Things Done: The Art of Stress-Free Productivity forever changed task management and personal productivity. Allen’s GTD system, published in 2001 (updated in 2015), continues to thrive nearly a quarter of a century later.
Anyone serious about personal productivity should read this book. Read further to learn the pros and cons of GTD and how its approach could help you get more done.
The Good and the Bad of GTD
David Allen not only gives you tools but also the toolbox itself. Whether you are looking for tips and tricks or an entire system, this book has you covered.
Despite the 2015 refresh, GTD remains limited in adapting to modern technologies. Further, there’s little discussion on how to generate ideas of what to work on. Lastly, GTD encourages a cold and impersonal attitude toward others who are inputs into your next actions.
The Good of GTD
Allen’s book is a museum housing timeless productivity strategies, which fall into four main groups.
First, what he calls mind sweeping, which has two steps. Empty your head of every potential to-do into a list. Then, assign everything in that list a next action.
Second, he answers the age-old question, “What do I do next?” Next, he introduces a stand-alone model for task management. Finally, an active community supports the GTD method.
Mind Sweep
Allen says his goal is to enter you into a state of Mind like Water—deep focus on an activity. How do you enter this flow-like condition?
According to the author, there are two steps. Collect everything that needs to be done and assign every item a concrete next step.
The first step entails emptying all the stuff from your mind by reviewing all areas of your life, no matter how trivial you think they are. To assist you, Allen’s book includes a trigger list, which alone is worth the cost of the book.
After the brain dump, you review each piece of stuff and assign the next action. The point is to eliminate any vagueness and define an actionable step, e.g., if you want to start a new business, your following action might be to Google business ideas.
I’ve followed this method. It will empty your mind and allow you to enter flow. Social psychologist Roy Baumeister suggests that GTD helps reduce the Zeigarnik effect: “uncompleted tasks and unmet goals tend to pop into one’s mind” [1].
What to do Next?
We all struggle with what to do next. GTD answers that question. Allen’s solution combines the two-minute rule with assigning four attributes to each task.
The two-minute rule means that if you touch anything that takes two minutes or less, finish it. Knocking out your minor to-do’s will release tremendous energy you never knew you had.
For longer tasks, work through them based on four attributes: context, time available, energy, and priority. To execute this method, follow these steps.
Assign it a context (e.g., At the Office, Phone, Errands, Computer). Estimate how long the activity will take. Determine if it requires high or low energy (e.g., doing your taxes versus watching a video). Finally, you list tasks by priority.
When it’s time for a new task, scan your task list for the first to-do that fits all four criteria.
I suspect you will find this technique, along with the two-minute rule, alters how you approach tasks forever.
Complete System
Perhaps the best aspect of GTD is that it’s a complete system supported by two pillars—sustainability and outcomes.
GTD emphasizes sustainability through weekly reviews and checklists. In the weekly review, you update all your lists and projects, clear your mind of stuff, and assign all tasks next actions.
Additionally, the author recommends drafting checklists for routine tasks. This process avoids relearning the same topic and has the secondary effect of forcing you to optimize tasks and next steps.
A productivity system aims to get results, and GTD has a track record of delivering positive outcomes. GTD followers report reduced stress and greater task attainment. Simply, it works.
Community
Despite its age, a large group still follows GTD’s principles. This community provides a place to ask questions and review tips.
Community discussions help adapt new digital tools and technologies to GTD, maintaining the system’s relevance long after publication. It’s also a place to unwind and share struggles with like-minded people.
The Bad of GTD
Despite being a classic, no book is without weaknesses. The author is poor at using technology, often referring to paper systems. Additionally, “GTD cannot offer any way to ideate, or to produce ideas, apart from the generic techniques of brainstorming or mind-mapping, collecting, sorting, and deciding. Moreover, others appear in the system only at the inputs, through the negotiation of project commitments, or perhaps in conversation, that supplies candidates for next actions” [2].
Technology
Technology is not the strong suit of the GTD system. You can adapt it to modern systems with some thought and help from the community, but it requires extra effort.
Further, it does not address recent productivity accelerators like automation and AI.
Idea Gap
GTD is about the how of work and does little to address the why and what. Allen brushes over producing ideas by name-dropping mind mapping and brainstorming. There are no specifics on how to use these concepts or how to be creative.
Relationships Are Transactional
GTD reduces relationships to task lists, follow-up reminders, and next actions. While efficient, this approach drains the joy from working with others.
Besides, it doesn’t take long until you get a reputation for treating people like robots. For some short-term productivity gains, you could end up stressing or even losing your support network.
Overall
Is Getting Things Done Worth the Read?
Absolutely. This book is so powerful that the question isn’t whether you should read it but how often.
Even if you don’t adopt every element, mind sweeping, next actions, weekly reviews, and assigning contexts should be part of your productivity system.
Who Shouldn’t Buy Getting Things Done?
Anyone looking to use technology to boost productivity, generate new ideas, or interested in networking will find the book unappealing.
Wrap Up
Still, whether you’re a GTD newbie or a productivity enthusiast, Allen’s work is worth the read. Trust me—at least one concept from this book will become a part of your daily routine.
There’s always more to read on this topic. Explore our full guide on personal productivity. Or you can view more productivity book reviews.
Hit me up in the comments section or join me on Reddit at (opens new tab) r/Remove_Work_Advice. I would love to hear from you if you read Getting Things Done or have anything else to share.
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Additional Information
About the Author
Born in Shreveport, Louisiana, David Allen is a world-renowned productivity consultant, public speaker, and author. With decades of experience helping individuals and organizations optimize their workflow, he became a household name through his GTD system. He currently resides in Amsterdam, Netherlands, and continues to spread his message as the chairman of the David Allen Company.
David Allen’s Books
Heads up. If you click on any of the book citations in this post, they will take you to Amazon. As an Amazon Associate, I earn from qualifying purchases—think of it as a productivity tip jar. Your support is highly optional but always appreciated.
- Allen, D. (2015). Getting things done: The art of stress-free productivity (Revised ed.). Penguin Books.
- Allen, D., Lamont, E. (2024). Team: Getting Things Done with Others. United States: Penguin Publishing Group.
- Allen, D., Williams, M., Wallace, M. (2018). Getting Things Done for Teens: Take Control of Your Life in a Distracting World. United States: Penguin Publishing Group.
- Allen, D. (2008). Making it all work: Winning at the game of work and business of life. Viking.
- Allen, D. (2003). Ready for anything: 52 productivity principles for work and life. Viking.
- Allen, D. (2001). Getting Things Done: The Art of Stress-Free Productivity. Penguin Books.
Online
Accessibility Note: All links beyond this point open to a new tab.
Website: GettingThingsDone.com
X(Twitter): @gtdtimes
LinkedIn: Getting Things Done® – Network of GTD® Enthusiasts | Groups | LinkedIn
Facebook: Getting Things Done® – Facebook Group
Instagram: Getting Things Done® (@gtdtimes) – Instagram photos and videos
Wikipedia
- GTD: Getting Things Done – Wikipedia
- David Allen: David Allen (author) – Wikipedia
Other Reviews
- Williams, J. (2010). Getting It All Done? A Review of David Allen’s GTD System. Journal of Business Productivity, 15(4), 19–25.
- Carter, A. (2008). Analyzing Task Management in Allen’s GTD Workflow. Productivity Journal.
- Amazon. (n.d.). Getting Things Done: The Art of Stress-Free Productivity. Retrieved November 22, 2024, from https://www.amazon.com/Getting-Things-Done-Stress-Free-Productivity/dp/0143126563
- Atwood, J. M. (2015, July 5). A review of Getting Things Done by David Allen (2015). Arkus Inc. Retrieved from https://www.arkusinc.com/archive/2015/a-review-of-getting-things-done-by-david-allen-2015
- Brasseur, V. M. (2024, February 17). Book review: Getting Things Done by David Allen. First Step. Retrieved from https://firststep.vmbrasseur.com/2024/02/getting-things-done.html
Frequently Asked Questions (FAQ)
GTD is a productivity system created by David Allen. It helps you capture tasks, keep them organized, and focus on doing instead of remembering.
GTD helps you clear your mind by moving tasks to a system. This way, you can focus on action and stop worrying about forgetting things.
The GTD weekly review is your time to update lists, reflect on progress, and plan next steps. This keeps your productivity system current and reliable.
References
- Baumeister, R. F., Tierney, J. (2011). Willpower: Rediscovering the Greatest Human Strength. United States: Penguin Publishing Group, 80–82.
- Mackenzie, A. (2008). The effect of efficiency: Personal productivity equipment encounters the multiple. Ephemera: Theory and Politics in Organization, 8(2), 137-156.