Getting Things Done separates capturing, clarifying, organizing, reflecting and engaging. Every open item receives a deliberate disposition. Projects track desired outcomes; action lists hold the next visible step.

1. 1

   Capture

   Collect open loops

   

   Goal

   Complete inbox collection

   Inputs for this step

   • Inboxes, notes, messages and open commitments

   Actions

   • Collect thoughts, messages and paper in a small number of trusted inboxes. Use one entry per open item.
   • Do not prioritize during capture; include small commitments outside work.

   Output

   Complete inbox collection

   Open commitments become visible.

   Quality check

   Are the relevant inboxes and mental open loops captured?

   Pitfall

   Important commitments remain in chats or memory and surface too late. Add missing inputs and establish a fast capture route.

   Timing: Ongoing; initial collection 20–60 minutes

2. 2

   Clarify

   Decide meaning and next action

   

   Goal

   Clarified outcomes and next actions

   Inputs for this step

   • Inbox collection

   Actions

   • Decide whether each item requires action. Without action: discard, file as reference or incubate for later.
   • For actionable items, state the desired outcome and next visible action. Add outcomes requiring multiple actions to the project list.
   • Do very short actions immediately; otherwise delegate or organize for your own execution.

   Output

   Clarified outcomes and next actions

   A project is an outcome requiring multiple actions.

   Quality check

   Is it clear whether and what to do next for each input?

   Pitfall

   A heading such as “Website” moves between lists without an executable action. Add a visible verb and object for the next action.

   Timing: Regularly, depending on inbox size

3. 3

   Organize

   Place reminders where needed

   

   Goal

   Action lists, projects and calendar

   Inputs for this step

   • Clarified actions, dates and delegated commitments

   Actions

   • Group your next actions by useful context; record delegated commitments under Waiting for with person and date.
   • Only put date- or time-bound obligations on the calendar. Keep reference and Someday/maybe separate.

   Output

   Action lists, projects and calendar

   Place each reminder where it supports execution.

   Quality check

   Are actions, appointments, reference and waiting-for items separate?

   Pitfall

   A calendar full of wishes is rescheduled daily and loses credibility. Move flexible actions back to action lists; retain real commitments.

   Timing: After each clarification pass

4. 4

   Reflect

   Restore trust in the system

   

   Goal

   Current trusted system

   Inputs for this step

   • Projects, next actions, calendar, Waiting for and Someday/maybe

   Actions

   • Clear inboxes, review past and upcoming calendar entries and capture follow-up work.
   • Check every active project for a next action. Follow up waiting-for items and deliberately update Someday/maybe.

   Output

   Current trusted system

   Do not leave active projects without a next action.

   Quality check

   Does every active project have a current next action?

   Pitfall

   Completed or obsolete entries remain, so the person relies on memory again. Simplify the review and protect a regular time. Close obsolete commitments explicitly.

   Timing: About 30–60 minutes weekly

5. 5

   Engage

   Choose for the current context

   

   Goal

   Completed action and updated commitments

   Inputs for this step

   • Current lists and available time

   Actions

   • Honor calendar commitments; then choose available actions by context, time, energy and importance.
   • Work on one action, report its outcome and capture new open items.

   Output

   Completed action and updated commitments

   Update status and follow-up after completion.

   Quality check

   Does the action fit context, time, energy and importance?

   Pitfall

   The person keeps reorganizing lists without starting an available action. Choose an executable action and set a concrete start.

   Timing: During everyday work