Getting things done (GTD) is a popular method for managing daily tasks created by David Allen. The five pillars of the GTD method are:

  • 1. Capture. Write down tasks that enter your mind
  • 2. Clarify. Understand what the tasks mean
  • 3. Organize. Place the tasks where they belong
  • 4. Reflect. Make a habit of reviewing the task-list
  • 5. Engage. Get it done!


Capturing tasks should be as frictionless as possible. Capture tasks as soon as they enter your mind to free-up mental space. For example, if you write an article and suddenly remember something unrelated, such as the need to file your taxes or arrange a meeting, this thought distracts you from writing the article. To regain focus, you need to get it out of your mind to an external system, a second brain.

Organizedly allows you to capture tasks in several ways:

  • 1. Create tasks within a note
  • 2. Create tasks in the task list
  • 3. Create tasks in the calendar

You can swiftly categorize tasks by adding tags, such as #work, #project, or #personal. However, the most important thing is to capture the items. Categorize and schedule only if possible and relevant, since you can do it later as part of the reviewing process.


What is the desired outcome of the task?

Be precise and clear about the desired outcome. For example, if you are writing an article, your desired outcome could include the number of words, topic, genre, and publishing mediums. Using Organizedly, you can use the description field to define the outcome.

Is the task actionable?

If yes, define the next actions as concretely as possible, so that when you start working on the task you know exactly what to do. If the task takes less than two minutes, do it immediately. Otherwise, add it to your next actions list or postpone it by setting a due date in the future.

If not, you can delete it, store it in a maybe list, or file it for reference in another list. You can use tags or kanban lists for managing these.


Organizing tasks can be done on the fly while creating the tasks by using tags and collections. However, often that is not possible. Take the time to organize your tasks by a topic and priority. Use the highest priority sparingly for tasks that are urgent and important.

With our scheduling tool, you can drag-and-drop items from your task-list directly to your calendar. This is useful when planning the day or week. Tasks with either a start date or due date, will automatically appear on top of that day, allowing you to drag-and-drop for more precise scheduling.

Drag-and-drop todo's directly to your calendar


David Allen recommends to review and process the tasks regularly. Create a habit of going through your task-list at least once a week. Change priorities, evaluate whether a task is still relevant, and schedule your tasks.


At this stage, your todo-list consists of actionable items ready to be done. As the list has clear and precise steps for each task, it is easy for you to start working on what's relevant.

We recommend scheduling your tasks and following-up on them using the sidebar. A long task list may feel overwhelming, but a scheduled task list with clear color-codes for priorities allows you to focus on what's relevant. What you reserve time for is more likely to get done.