Como eu me organizo em 2023 | GTD na Prática!

Key wellness, self-care, and productivity strategies (GTD na prática)

Core mindset/goal (wellness through clarity)

• Aim for a “mind like water”: calm, clear, and able to respond appropriately to whatever comes in.
• Use GTD to reduce mental overload, replacing “stress from remembering everything” with mental space + presence.
• Trust your system so you can make decisions daily instead of trying to “optimize everything mentally.”

The 5 GTD habits (the operating method)

1. Capture: get everything out of your head the moment it appears.
2. Clarify: decide what each captured item means and what the next physical action is (if any).
3. Organize: move items into the right place so your mind stays clear.
4. Reflect: review regularly so the system stays accurate and you feel at peace with what’s not getting done.
5. Engage: choose what to do now using decision criteria (based on your current context/time/energy).

Capture technique (reduce anxiety by emptying your head)

• Capture any internal/external commitment that catches your attention:
  • tasks, requests, ideas, notes, emails
  • papers/files
  • messages (e.g., WhatsApp/Instagram if relevant)
• Don’t organize during capture—just empty your mind.
• Build capture tools that are:
  • always at hand
  • fast
  • ideally offline
  • require few clicks

Tools used (examples from the video):

• TickTick for quick note capture (fast “inbox” behavior)
• Phone audio recorder + camera for capturing thoughts without friction
• Notion sometimes (especially for meeting/call notes going into an inbox for later clarification)

Clarify technique (turn vague items into actionable next steps)

• Key rule: define your work before doing it.
• For each inbox item, determine via a GTD-style decision flow:
  • Does it require action?
    • If yes: determine the next action
    • If it’s more than one action: create a project
  • If no action is required: file as reference / incubate / tickle, etc.

A “project” = any desired result requiring more than one action (and the individual action won’t finish it).

Organize technique (right place, less mental clutter)

Organize into GTD categories:

• Trash: not worth keeping
• Someday/Maybe (incubation): desired but not now; reviewed weekly
• Tickler (calendar reminders): time-specific “remember to decide then”
• Calendar for real day/time commitments
• Next Actions: “the very next physical step”
• Projects: results that need multiple steps
• Reference Files: information that supports work but doesn’t need action
• (Also discussed) Awaiting Response: items/projects blocked by someone else

Next Actions definition (how to avoid procrastination loops)

Next action should be:

• a verb describing a physical/visible action
• prerequisite-free and available to do
• not requiring further reasoning first
• clear enough that when you see it, you know what to do next

Productivity choice system (“Engage”)

When selecting what to do now, use limiting filters:

• Context (where/with what/tools/people you can act)
• Available time (e.g., 15-minute actions)
• Energy (match tasks to mental capacity)
• Priority (daily reset based on alignment + urgency)

Priorities are linked to horizons (long-term alignment):

• Territory → daily operations
• Projects
• Areas of Focus/Responsibilities
• Objectives (months/years)
• Vision
• Purpose & Principles (values/why)

Weekly + daily reflection (keep system trustworthy)

• Daily review (ground-level):
  • review “Today” (calendar + next actions)
  • quick inbox scan for quick decisions/actions
  • review next actions lists and set daily priorities
• Weekly review (system pillar):
  • clear inbox
  • update calendar/next actions/projects
  • empty + reconcile “Someday/Maybe”
  • ensure everything stays integrated so tasks don’t reappear in your head

Practical organization examples from the system

• Calendar structure (TickTick):
  • only real commitments:
    • actions on a day without a time
    • actions on a day with a time
    • relevant information for that day
  • avoids “daily to-do lists” stuffed into calendar
• Next actions organized by tags like:
  • home / street / online / PC online / cell phone / instruments, etc.
  • estimated time tags (e.g., “15 minutes”)
• Awaiting Response list (Notion):
  • who you’re waiting on
  • what you’re waiting for
  • since when + deadline + optional cost reminders
• Projects organized by horizon-style structure:
  • projects tied to Areas of Focus (personal + professional)
  • projects tied to professional roles (useful for delegation)
  • project support materials stored separately

Presenters / sources

• Presenter: The YouTube creator (not named in the provided subtitles)
• Primary source/method: David Allen, Getting Things Done (GTD)