Now that you've clarified what your items mean and what actions they require, you need to put them where they belong. The Organize phase creates a trusted system where everything has its place, making it easy to find what you need when you need it.
What is Organizing?
Organizing is the process of putting your clarified items where they belong within your GTD system. This creates a structured workflow that ensures:
- You can easily find what you need when you need it
- Your actions are grouped by context and priority
- Nothing falls through the cracks
- Your mind can relax, knowing everything is tracked
The Rule of Organization
According to David Allen, the fundamental principle of organization is: "Put things where you'll see them when you need to see them." Rather than creating a perfect logical system, focus on creating a functional system that supports your workflow and decision-making.
The Key GTD Lists and Categories
1. Next Actions
Tasks that can be done as soon as you have time and context. Next actions should be:
- Physical, visible actions (not vague like "work on project")
- The very next action to take (not future steps)
- Context-specific when helpful (e.g., "calls," "computer," "errands")
2. Projects
Any outcome requiring more than one action step. For each project:
- Define the intended outcome clearly
- Identify the next action to move it forward
- Review regularly to ensure progress
3. Waiting For
Items you've delegated to others or are waiting for external input:
- Include who is responsible
- Note the date you delegated it
- Set reminders for follow-up if necessary
4. Calendar
For time-specific appointments and deadlines:
- Only put items that MUST happen on a specific day/time
- Don't use your calendar as a task list
- Include travel time for appointments
5. Someday/Maybe
Ideas, dreams, and possibilities you might want to pursue in the future:
- Books to read
- Skills to learn
- Trips to take
- Projects to consider later
6. Reference
Non-actionable information you want to keep:
- Organize by topic, project, or other meaningful categories
- Keep your reference system simple but comprehensive
- Make it easy to find information when needed
Organization Principles
Separate lists by context
Group tasks by where they can be done or what tools they require. This helps you choose tasks based on where you are and what resources you have available.
Keep it simple
Use as few categories as possible, but as many as necessary. Excessive categories create friction and complexity that makes your system harder to use.
Make navigation easy
Design your system so you can quickly find what you need when you need it. The easier it is to navigate your system, the more likely you'll use it consistently.
Trust your system
If your organization system is reliable, your mind will let go of trying to remember everything. This is the foundation of the "mind like water" state that GTD aims to achieve.
Organization Tip
When organizing, focus on where you'll want to SEE an item when you need it, not just where it logically belongs. Organization serves your workflow, not the other way around.
Ask yourself: "When will I need to see this again?" The answer will tell you exactly where to put it.
For example, a task that requires a phone call should go on your "Calls" list, even if it's related to your "Home Renovation" project. This way, when you're in a position to make calls, you'll see all your call tasks together.
Using the App for Organization
This application provides dedicated areas for each GTD category, making it easy to organize your items:
Next
Your immediate next actions list. These are the tasks you can work on as soon as you have time and context.
Projects
Multi-step outcomes that require planning and multiple actions to complete.
Waiting
Tasks you've delegated to others or items you're waiting on before you can proceed.
Scheduled
Date-specific tasks, deadlines, and time-sensitive actions you need to take.
Someday
Ideas and possibilities you might want to pursue in the future but aren't committed to yet.
References
Non-actionable information you want to store for future reference.
How to Organize in the App
- Process items from your Inbox through the Clarify workflow
- Use the appropriate buttons or context menus to move items to their proper categories
- Add metadata like due dates, priorities, or tags to help with future sorting and filtering
- Group related items using projects, tags, or other organizational tools
What Comes Next
After organizing all your items into their appropriate categories, you need to maintain your system through regular reviews:
In the next phase, Reflect, you'll:
- Review your system regularly to keep it current
- Conduct daily and weekly reviews to update and adjust
- Ensure nothing falls through the cracks
- Maintain the integrity of your GTD system