G.T.D. Diagnosis Tool

1. Introduction

The GTD Diagnosis Tool is designed to help you quickly decide where a task belongs within the Getting Things Done (GTD) methodology. Instead of leaving tasks scattered or unclear, this tool guides you through a short set of diagnostic questions and automatically recommends the correct list.

By using it, you will:

• Reduce decision fatigue when capturing tasks

• Ensure every task has a clear destination

• Keep your system consistent and trustworthy

The Getting Things Done (GTD) method is built on five steps:

• Capture everything that has your attention

• Clarify what each item means

• Organize it into the right place

• Reflect on your lists regularly

• Engage and take action

This process works, but it can feel too long and tedious for busy people. Many users struggle to follow all five steps consistently.

That’s why we created the GTD Diagnosis Tool.

👉 With just one step, the system automatically captures, clarifies, organizes, and directs your tasks into the right list. No more manual sorting, no more overthinking, the tool reduces GTD to a single, simple action.

2. The Core Logic

The tool works as a decision tree based on four simple questions:

1. Is it actionable?

2. If No → Task goes to Someday / Maybe list.

   • These are ideas, wishes, or future possibilities.

3. Does it have a specific time?

4. If Yes → Task goes to your Calendar.

   • Examples: “Doctor appointment at 3 PM,” “Submit tax return by March 31.”

5. Am I the right person to do it?

6. If No → Task goes to Waiting For (Delegate) list.

   • Examples: “Waiting for Sarah to send the report,” “Project review from manager.”

7. Can I do it right now?

8. If Yes (and no specific time) → Task goes to Next Actions list.

   • These are the immediate, physical steps you can take.

9. Otherwise → Task goes to Projects list.

10. Projects are outcomes that require multiple steps.

    • Example: “Launch new website” → needs several tasks (design, content, testing, publishing).

3. The Lists Explained

🟤 Someday / Maybe

• Purpose: Ideas, wishes, or optional goals that you may want to act on someday.

• Examples: “Learn Japanese,” “Buy a piano,” “Start a podcast.”

• Tip: Review weekly. If something becomes actionable, move it to the right list.

🔵 Calendar

• Purpose: Anything tied to a specific date or time.

• Examples: “Team meeting on Monday,” “Dentist appointment at 3 PM.”

• Tip: Only put time-specific commitments here, not general to-dos.

🟡 Waiting For (Delegate)

• Purpose: Tasks you’ve delegated or are waiting on from others.

• Examples: “Waiting for client feedback,” “Colleague to send draft.”

• Tip: Record the person and expected date. Review regularly.

🟢 Next Actions

• Purpose: The very next physical step you can take to move something forward.

• Examples: “Email John the proposal,” “Buy milk from the store,” “Write the opening paragraph.”

• Tip: Keep this list short and context-driven (e.g., @Home, @Office, @Laptop).

🟠 Projects

• Purpose: Any outcome that requires more than one step.

• Examples: “Plan vacation,” “Publish YouTube video,” “Develop new product.”

• Tip: Define the desired outcome, break it down into Next Actions, and track progress.

4. How to Use the Tool in Notion

1. Add a task into your database.

2. Complete diagnostic questions.

3. Review the suggested list and the explanation.

4. Click the “Accept Suggestion” button.

5. The system will automatically move the task into the correct list for you.

   • You do not need to manually drag or relocate the task.

6. Done! your task is now organized and ready for action.

This means every new task only requires a single click to be fully processed and placed in the right GTD category.

6. Best Practices

• Keep it simple: Don’t overthink the answers; trust the tool to guide you.

• Use weekly review: GTD works best when you revisit lists weekly.

• Stay consistent: Always run new tasks through the tool to avoid clutter.

• Adjust wording: If needed, customize the tool’s descriptions to match your workflow.