The Getting Things Done or "GTD" workflow was created to help follow through on every item you encounter so that nothing falls through the cracks. 

ClickUp’s hierarchy allows you to fully utilize the GTD method by helping to organize items (that’s any sort of job or idea that comes to mind) so that they can be refined and acted upon, keeping you productive both at work and in your personal life. 

Here are our best practices for setting up GTD in ClickUp:

1. Set Up Your GTD Space

Begin by setting up the Space level of the ClickUp Hierarchy

2. Actionable and Non-Actionable Items

Next we want to add Projects for the GTD Space we created:

  • Within the sidebar, select Add Project and title each Actionable and Non-Actionable Items (Titles for lists are discussed below)
  • Include the statuses from the Space or add different Statuses for each Project based on what you may need

3. Organize the Lists

Add two Lists for each Project:

For Actionable Items add:

  • Multistep
  • Immediate action

For Non Actionable Items add:

  • File 
  • Incubate

Note: I didn’t include a trash-bin category, since, in my opinion, it wouldn’t be relevant or worthwhile to store items deemed to be trash. 

4. Organize the items further (Tasks)

We will create tasks for each category of Items (Actionable Items and Non-Actionable Items) and their priority level

Add tasks for each List with the following titles:

  • Multistep 
  • Immediate action 
  • File  
  • Incubate 
  • Be sure to title each task with a relevant category, such as Business Ideas or Quick Tasks

5. Capture

Our Notepad feature also works really well for capturing Items in addition to using individual tasks. 

  • Add comments or use the description box to give context to any ideas
  • Also add Subtasks if there are lots of items within a Task. 
  • To use the notepad, just click icon at the bottom right of your screen in ClickUp and you’re all set. 

Note: Use the “T” shortcut to open the notepad without leaving your keyboard.

The Notepad is the perfect place to reflect on your list and to leave any notes or reminders for yourself about next steps.

6. ClickApps

A few ClickApps that perfectly complement the GTD method:

For any item which is time dependent eg: a monthly meeting

Used to further organize items (as tasks) even across projects eg: any household item can be tagged as such even if the type of item is different

Makes choosing which items to work on much easier

Time Estimates
Helpful for deciding how and when to work on an item

Make sure to also check out this fantastic blog post on how GTD and ClickUp can together maximize your productivity. 

Now get things done!

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