The 2-minute rule states: “As soon as you identify a task that takes less than two minutes to complete, you should do it immediately” - David Allen, American productivity consultant and author of the popular book “Getting Things Done”.
However, according to David Allen, in today’s world, where knowledge work dominates, people often try to tackle more tasks than their available resources can handle. This leads to feeling overwhelmed, and even those two-minute tasks can become difficult to manage.
If you find yourself in this situation, the “Getting things done” method is for you. So, what exactly is “Getting things done”? Can it help you boost your productivity? Is it suitable for your workflow? Let’s dive into the article below to find out.
Have you ever encountered these situations?
With a heavy workload but no clear management system, you can easily feel overwhelmed and lose control of the tasks waiting to be completed. You might find yourself unsure of what to do first or next, leading to stress, fatigue, and a lack of direction in your decision-making. In this scenario, not only do you waste time, but you also fail to achieve the desired level of productivity
When information and ideas aren’t stored systematically, it becomes difficult to find the necessary details to complete a task. This can lead to missed deadlines and negatively impact overall operations.
If you constantly need to adapt to changes in a task without a clear adjustment method, it can become a limitation for you. You’ll find yourself scrambling to keep up with the rapid pace of those changes.
Unfinished tasks can drain your motivation, causing procrastination and leaving you with even more tasks piling up. This can lead to more stress and a feeling of being lost, as you struggle to figure out which tasks should be prioritized.
“Getting things done” (GTD) is a personal productivity method that focuses on completing tasks efficiently and reliably. It helps you organize and manage your work systematically, reducing mental stress and allowing you to focus on what truly matters.
This method is based on a simple idea: the more information you have coming at you, the harder it becomes to decide what to focus on. As a result, you end up spending more time thinking about your tasks than actually doing them. When all this information piles up in your mind, it leads to stress, overwhelm, and uncertainty.
David Allen, the creator of this method, noticed that our brains are great at processing information but not as good at storing it. His GTD method focuses on moving all the information you need to remember into an external storage system, then organizing it so that you can focus on the right task at the right time.
When your GTD system is set up correctly, you’ll always be able to confidently answer the question, “What should I be doing right now?” without worrying that you might forget something important later on.
According to David Allen, GTD is more than just a productivity tool; it’s a way of living that allows you to see and feel in control of your tasks, both professional and personal.
Below, we’ll explore how the GTD method can help you "work without stress" and tackle the issues mentioned earlier.
For beginners, GTD is a method that requires you to follow a specific sequence and build habits as early as possible. Here are the 5 steps to make GTD a part of your workflow:
The 5-step guide to “Getting things done”
To start implementing GTD, stop trying to remember everything. Instead, write things down in a notebook, a digital file, or a task management app - these are your “data storage.”
This should be a continuous process: whenever a new task or idea pops into your mind, add it immediately to your “storage” in the clearest way possible.
Once your “data storage” is filled up, the next step is to break down the clutter into specific actions. Organize your tasks into different categories and add as much detail as possible. Here are a few suggestions for how to approach this:
For example, if you need to call a coworker for information about the upcoming Marketing project, instead of just noting “Get materials”, you’d write: “Call colleague A on the afternoon of Feb 15 to get materials for the February Marketing project”, along with his contact number and a list of the information you need.
Once you’ve clarified your tasks, it’s time to organize them in the proper order. The GTD method uses tags for each task, helping you prioritize and keep things structured.
Here are some helpful tags:
Now that your GTD system is fully set up, with clear tasks, timelines, and priorities, you’re ready to begin. You’ll easily answer the question, “What should I do right now?” without wasting time. Follow the preset order and keep track of your progress, making adjustments if needed.
If you’ve properly organized all the tasks, this is probably the simplest step of the entire process.
Each week, take a moment to review your task list to ensure that not only are you completing everything, but you’re also focusing on the right things. This review process helps you make necessary adjustments, improving the system over time and building a more sustainable GTD workflow.
According to David Allen, this is the "key element for achieving success".
In the past, work was easier to measure because tasks were visually clear, like milking cows, preparing ingredients, or assembling furniture. These were tasks you knew exactly how to complete and could estimate the time required. To speed things up, you just need to work harder and increase efficiency.
However, in today’s society, most of us do knowledge-based work, which is often vague and hard to quantify. This can lead to constantly wanting to do more, feeling like you're never doing enough in terms of quantity or quality, and even striving for perfection, which delays your progress.
Here are four benefits of applying GTD to your work:
Applying GTD means clearly defining your goals, categorizing tasks, and taking consistent actions. This helps you organize your work more effectively, reduce overwhelm, and improve your management skills. You can prioritize tasks, from urgent to routine, allowing you to focus on the most important tasks and ensuring deadlines are met.
GTD gathers all your tasks in one place – whether it’s on paper, a website, or an app – giving you a clear overview of what needs to be done and tracking your progress as tasks are ticked off. This reduces anxiety about unfinished tasks or things you might forget, while also creating a sense of control and confidence in your work. It’s a foundation for a positive and sustainable work environment.
By clearly defining goals and scheduling tasks within GTD, you can focus entirely on one task at a time, without distractions from other responsibilities. This is especially useful for important tasks, ensuring they receive the attention needed for timely completion.
With GTD, you can create a flexible plan to handle changes, adjusting task priorities quickly when needed. Additionally, GTD helps you identify ideas, projects, and future tasks through the “Someday/ Maybe” list, allowing you to plan for long-term flexibility.
The “Getting things done” method has transformed the productivity of millions of workers worldwide. While it’s just one of many personal productivity techniques, its simplicity and effectiveness make GTD worth trying to see if it’s the right fit for you. Wishing you many productive days ahead!