What is a GTD Flowchart and How is it Used?

what is a GTD flowchart and how is used

GTD – or Getting Things Done – is a productivity system developed by David Allen that has been around since the early 2000s.

It’s designed to help you reduce stress and increase productivity levels by breaking down tasks into manageable steps and taking action on them.

One of the most popular components of GTD is the flowchart.

This is a visual representation of your tasks, which helps you identify what needs to be done and in what order they should be tackled in order to achieve your goals. In this blog post, we’ll take a look at what a GTD flowchart is and how it’s used.

What is GTD Flowchart?

A GTD flowchart is a graphical representation of the steps in a process. It is used to map out the sequence of activities in a process so that the relationships between activities can be easily seen.

The purpose of a GTD flowchart is to make the process easier to understand and to improve communication among those involved in the process.

What is the Purpose of the GTD method?

The GTD (Getting Things Done) method is a time management technique that was popularized by David Allen in his book of the same name.

The main idea behind the GTD method is to get all of your tasks and commitments out of your head and into a system where you can trust that they will be taken care of.

This frees up your brainpower to focus on the task at hand, rather than worry about forgetting something important.

The GTD method relies on a few key principles:

• Capture everything: Get all of your ideas, tasks, and commitments out of your head and into a written or digital system. This could be a notebook, to-do list app, or even just a pile of Post-It notes. The important thing is that you have one central place where you can see everything that you need to do.

• Process what’s in your system: Regularly go through your captured tasks and decide what needs to be done with each one. This might mean putting it on your calendar, delegating it to someone else, or trashing it altogether if it’s no longer relevant.

• Do the work: Once you’ve processed your tasks and put them into an actionable system, it’s time to actually sit down and get them done. The GTD method advocates for taking small steps towards completing larger tasks, rather than trying to tackle everything at once.

• Review and adjust: Periodically

Components of a GTD Flowchart

A GTD flowchart is a tool that can be used to help you organize your thoughts and ideas. It can also be used to help you remember what needs to be done and when.

The first step in creating a GTD flowchart is to list all of the tasks that need to be done. This can be done on a piece of paper or in a computer program. Once all of the tasks are listed, they should be prioritized from most important to least important.

After the tasks are listed and prioritized, the next step is to determine what Action Steps need to be taken for each task.

For each task, there should be one or more Action Steps listed. The Action Steps should be specific and detailed so that it is clear what needs to be done.

Once the Action Steps have been determined, the next step is to create a schedule for completing each task.

The schedule should include when each task needs to be started and completed. It is important to be realistic when creating the schedule so that it can actually be followed.

The last step in creating a GTD flowchart is to review the chart regularly. This will help ensure that all tasks are being completed and that no new tasks have been added since the last review.

How is a GTD Flowchart Used?

A GTD flowchart is a tool that can be used to help you organize your thoughts and ideas. It can also be used to help you remember what needs to be done and when.

The GTD flowchart is a simple way to get your life in order and make sure that you are on track.

A. Identifying Goals

When it comes to creating a GTD flowchart, the first step is always identifying your goals. What do you want to achieve? What are your long-term and short-term goals?

Once you have a good understanding of what you want to accomplish, you can start mapping out the steps necessary to make it happen.

Think about what you need to do in order to achieve each goal, and then break those down into smaller tasks.

For example, if your goal is to save up for a new car, you might break that down into tasks like “save $200 per month” or “sell the old car.” Once you have all of your tasks mapped out, you can start putting them into a GTD flowchart.

There are a few different ways to create a GTD flowchart, but one of the simplest is to use a mind map. Draw a circle in the center of a piece of paper and write your goal in the center.

Then, draw lines outward from the center circle and write each task on its own line. You can also add additional details, like deadlines or sub-tasks, as needed.

Once you have your GTD flowchart created, it will be much easier to stay on track and reach your goals!

B. Structuring Projects

There are a few different ways to structure projects in GTD, but the most common is to break them down into smaller tasks. This can be done by using a project flowchart.

A project flowchart is a visual representation of all the tasks involved in a project, and how they are related to each other. It can be used to plan out projects or to keep track of progress on an ongoing project.

Flowcharts are helpful for seeing the big picture of a project, and for identifying any bottlenecks or areas that need more attention. They can also be used to communicate project plans to team members or clients.

If you’re new to GTD or just want to learn more about how to use it effectively, check out our free course: Getting Things Done with Trello.

C. Clarifying Next Actions

When you have defined all of the steps necessary to complete a project, it is time to start clarifying the next actions. This is where you determine which actions need to be taken in order to move the project forward.

You will need to consider what needs to be done when it needs to be done, and who needs to do it. Once you have clarified the next actions, you can add them to your GTD flowchart.

D. Assessing Areas of Responsibility

When you have a clear understanding of all the areas in your life where you are responsible for taking action, you can begin to assess which ones are most important and need your attention first.

This process of assessing and prioritizing your areas of responsibility is an important part of effective time management and will help you make the best use of your limited time.

There are many different ways to prioritize your responsibilities, but one simple method is to create a list or flowchart with all of your areas of responsibility listed in order from most to least important.

Once you have created this list, you can then begin to assess which items on the list need your immediate attention and which can wait.

This process of creating a list or flowchart of your responsibilities can be extremely helpful in managing your time effectively.

By taking the time to assess all of the areas where you are responsible for taking action, you can ensure that you are focusing on the most important tasks first and not wasting time on less important tasks.

Benefits of Utilizing a GTD Flowchart

There are many benefits of utilizing a GTD flowchart. By having a visual representation of your tasks, you can easily see what needs to be done and when.

This can help you to better prioritize your time and ensure that you are completing the most important tasks first. Additionally, a GTD flowchart can help you to avoid overwhelm by keeping your task list manageable and organized.

Another benefit of using a GTD flowchart is that it can serve as a reminder of what needs to be done. When you look at the chart, you will be able to immediately see what tasks are due soon and which ones can be put off for later.

This can help you to stay on track and avoid forgetting important deadlines. Finally, utilizing a GTD flowchart can help you to measure your progress over time.

By seeing how much you have accomplished, you will feel motivated to keep working hard and meeting your goals.

A. Increased Productivity

If you’re like most people, your to-do list is probably a mile long and growing by the day. Trying to keep track of everything in your head can be daunting and lead to feelings of anxiety and overwhelm. This is where a GTD flowchart can be helpful.

A GTD flowchart is a tool that can be used to visually map out all of the tasks and projects you need to do, along with the associated deadlines.

This can help you to see exactly what needs to be done and when which can boost your productivity and help you to avoid forgetting important tasks.

To create a GTD flowchart, start by listing out all of the tasks and projects you need to do on separate pieces of paper or index cards. Then, group similar tasks together and arrange them in order of priority.

Finally, connect the tasks with arrows to show the sequence in which they need to be completed.

Once you have created your GTD flowchart, hang it up in a place where you will see it every day (such as on your fridge or next to your computer) so that you can refer to it often and stay on track.

B. Improved Focus

When you have a GTD flowchart, you can use it to see the big picture of what you need to do. This can help you focus on what’s important and get things done more efficiently.

C. Increased Efficiency

The GTD (or “getting things done”) flowchart is a simple tool that can help you boost your productivity and get organized. Created by David Allen, author of the best-selling book Getting Things Done: The Art of Stress-Free Productivity, the GTD flowchart is designed to help you identify and prioritize your tasks so you can get more done in less time.

Here’s how it works:

First, take a look at your to-do list and identify which tasks are most important. These are the tasks that you should focus on first.

Next, break down each task into smaller steps that you can complete. For example, if one of your tasks is to write a report, your smaller steps might be to research the topic, write a draft, edit the report, and finalize it.

Finally, estimate how much time each task will take to complete. This will help you better plan your day and ensure that you’re using your time efficiently.

The Five Horizons of Focus and the Five Phases of Project Planning

The success of any project depends on detailed planning at each step along the way. 

To ensure projects move smoothly, it is essential to focus on the five horizons of focus and the five phases of project planning. 

The first horizon of focus is to define a clear purpose for launching the project. This includes understanding why it needs to be done and how it will benefit your organization or customers. 

It’s important to consider realistic goals and objectives for reaching this purpose effectively. 

The second horizon involves setting milestones to determine when certain tasks need to be completed throughout the entire project timeline. 

Accurately estimating the effort and resources required can help keep costs in check while still reaching your desired results within established deadlines. 

Third, prioritize tasks based on their importance relative to achieving your outcome. This should include assigning skill sets or roles necessary for completing these tasks, so everyone understands their responsibilities clearly from conception through completion. 

Fourth, identify potential roadblocks that could disrupt progress and plan contingencies against them and strategies for working around any issues throughout development. 

Having an effective risk management process in place will help minimize much potential turmoil when implementing changes or rolling out products/updates/services etc.  

Finally, measure progress regularly using reliable metrics tied directly to your goals so you know if you are moving towards a successful conclusion or if adjustments need to be made before too much time passes by. 

Scheduling regular reviews with stakeholders responsible for key decision-making processes can create accountability and ensure timelines remain achievable despite unexpected challenges during the execution phase(s).  

By following these steps carefully as part of a comprehensive strategic plan involving all relevant stakeholders, organizations can dramatically increase the chances that launch day goes off without major hiccups regardless of industry context – technology-related products/services, marketing campaigns, etc.

The Best-Getting Things Done Productivity Tips

Getting Things Done (GTD) is a popular yet effective approach to tackling life’s daily demands both professionally & personally while reaching the maximum efficiency possible along the way. 

With proper execution, GTD provides flexibility & clarity over one’s workload, allowing individuals to prioritize and effectively manage their tasks while simultaneously reducing stress levels associated with being overwhelmed by the amount of work necessary to be completed. 

 Here are some best tips to help get started: 

1. Write It Down

It’s easy to forget what we were assigned or originally planned to do; therefore, write down a task list (with deadlines) someplace you can easily access and review periodically    

2. Set Priorities

Based on the task written, create a priority list, so you can plan out which jobs come first versus last, ensuring importance is given to other mundane errands     

3. Always Break Big Tasks Into Smaller Bite-Sized Pieces

Easier to digest food plate broken pieces than one big glob together. Similarly, easier tackle big lengthy jobs by breaking them into smaller, more manageable tasks     

4. Schedule Your Time

Set aside blocks of time dedicated solely to specific objective rather than multitasking to prevent yourself from feeling overwhelmed but instead allows yourself to focus enough to finish within the specified timeline    

5. Delegate When Necessary & Move On To the Next Task

Don’t hesitate to rely on team members whenever possible delegating accountability helps reach the end goal faster plus lifts the burden from your shoulders, keeping you productive moving forward


GTD flowcharts are an invaluable tool for any individual or organization wanting to create efficient systems for managing tasks and ideas.

From planning projects to setting up creative processes, the GTD flowchart allows you to visualize your plan of action in order to stay on track and ultimately achieve desired goals.

With a little bit of practice and a lot of dedication, anyone can become an expert at designing their own GTD Flowchart – so why not start today?

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