Getting Things Done(1) (GTD) is a methodology prescribed by David Allen for high precision time management. GTD can be broken down into several models. It’s arguable that you don’t have to follow the GTD methodology completely to be successful in time management. There are aspects of high intensity scheduling that’s not suitable for all personalities. Nevertheless, understanding some of the key principles is important and here is how you can use Priority Matrix with GTD in a natural thought process oriented flow.

Collective Bin:

  • Here you can record all of your thoughts and ideas.  Note down any relevant information that pertains to the current project and be confident none of it will be lost.  This will allow you to keep space in your brain for new thoughts to flow in and out of, being recorded in the collective bin.  Start here, and later we will distribute these thoughts to prioritize them.
    • EX:  You and your team have a brand new project which is just getting started.  Here you can track all of your new thoughts without worrying about prioritizing and organizing them at the moment.

Critical and High Effort:

  • Items here are  important and will also require precision.  These are items which you should not save for a later date, and will also require you to be focused as well as alert.  Quick items to complete with intense focus.
    • EX:  Making sure your co-workers are all on the same page as you by reaching out and updating them.  Do not let anybody slip through the cracks.

Energy Driven – Critical & Low Effort:

  • The GTD method is used with the intensions of having a natural flow through the work process. If an item has flowed into this category then the creator has pinned it as something which needs to be done promptly, although will not drain the effort of the worker.  An energy driven item can be thought of as something which should be done quickly and easily.
    • EX: Update a spread sheet at the end of the month.  This spread sheet is date driven although it does not require a lot of effort.

Time Driven – Critical & High Priority

  • Items in this category are action items which have traveled from the collective bin all the way to the first quadrant, and are now established as date/time driven and high priority. These action items are date driven and they will also take longer than other items to complete. Items here differ from the other quadrants because although they must be finished by a specific date they are also time consumptive and require high effort.
    • EX: Following up with each user by calling them and noting down their needs and wants. Make sure to have a personalized phone call whenever needed, and call them on time.

Using GTD method with Priority Matrix

If you are ready to use Priority Matrix with the GTD method, you are welcome to download these GTD templates for Priority Matrix created for you 🙂