The Getting Things Done Flowchart (GTD Workflow Explained)

The GTD flowchart is a graphical representation of the GTD workflow. It helps you understand how to use the GTD method.

GTD Flowchart

Printable GTD Workflow Chart

PDF | Image

You can download the chart as an image or a PDF document.

The Getting Things Done flowchart is the decision tree at the heart of David Allen’s GTD method. Instead of staring at a task and wondering “what should I do with this?”, you run it through a few quick yes/no questions and the system tells you exactly where it belongs — your calendar, your next actions list, your projects list, the trash, or somewhere else.

This page is your hands-on guide to the GTD workflow. You’ll find three ways to use it:

• The interactive quiz on this page walks you through one task at a time and gives you the answer at the end.
• The printable PDF flowchart is ready to pin above your desk.
• The chart image version is handy for digital reference or saving to your phone.

What Is the Getting Things Done Workflow?

The Getting Things Done workflow is a five-step decision process for sorting any task, email, idea, or commitment into the right place in your productivity system. It is the “processing” stage of GTD — the moment where raw input from your inbox, your notebook, or your head becomes a clear next step.

The whole workflow runs on simple binary questions: actionable or not, project or single action, two minutes or longer, delegate or do, time-specific or not. By the end of the chart, every item has a home.

Who Created the Getting Things Done Method?

GTD was created by productivity consultant David Allen and introduced in his 2001 book Getting Things Done: The Art of Stress-Free Productivity. The book has sold millions of copies in dozens of languages and has shaped how productivity is taught for over two decades.

Allen’s central insight is that your mind is for having ideas, not holding them. When tasks live in your head, they create background noise that drains focus. When they live in a trusted external system — and you process them through a clear workflow — your mind is free to do the actual work.

The Full GTD Method

This page is focused specifically on the workflow chart. If you want the full Getting Things Done method — including how to capture inputs, set up your lists, run the weekly review, organize by context, and choose what to work on right now — see our complete guide to Getting Things Done.

The GTD Workflow Step by Step

The flowchart processes every item through up to five decision points. Most tasks get sorted in two or three. Here is what each step asks and what to do with the answer.

Step 1: Is it actionable?

The first question is whether you can actually do something about this item. Some things on your plate are not tasks at all — they are reference material, vague ideas, things outside your control, or noise that does not need to be there.

If the answer is no, it is not actionable, you have three places it can go:

• Trash — if you do not need it now and you will not need it later, delete or throw it away. The whole point of GTD is keeping your system clean.
• Someday / Maybe list — for ideas you might want to revisit one day but are not committing to now.
• Reference — for information you may need later, like account numbers, articles, or documentation. Filed where you can find it again.

If the answer is yes, I can act on it, move to Step 2.

Step 2: Is it a multi-step project?

In GTD, the word “project” has a specific meaning — anything that requires more than one action to complete. “Plan birthday party” is a project. “Buy candles” is a single action.

If the item is a project, add it to your Projects List. Then identify the very next physical action you can take, and run that single action through this workflow. Your projects list is reviewed weekly so nothing stalls.

If the item is a single action, move to Step 3.

Step 3: Will it take less than 2 minutes?

This is the famous 2-minute rule. If you can finish the task in two minutes or less, do it right now. The reasoning is simple — tracking it, scheduling it, and revisiting it later costs more than just doing it.

If it will take longer than two minutes, move to Step 4.

Step 4: Can you delegate it?

Some tasks are best done by someone else. Ask yourself whether the right person is you or whether a colleague, family member, assistant, or service could handle it.

If you can delegate, hand it off and add it to your Waiting For list so it does not slip through the cracks. The Waiting For list is reviewed weekly to follow up on anything that has stalled.

If only you can do it, move to Step 5.

Step 5: Is it time-specific?

The final question — does it have to happen on a specific date or at a particular time?

• Yes — add it to your Calendar. In GTD, the calendar is sacred. Only put things there that genuinely must happen on that day at that time. Everything else goes elsewhere.
• No — add it to your Next Actions list. These are tasks you will do when you have the right time, energy, or context, but no fixed deadline forces the moment.

Use the GTD Flowchart Your Way

Once you have walked through the workflow a few times, the questions become automatic. Most experienced GTD practitioners process items in seconds. To get there, the chart is the training wheels.

• Use the quiz on this page when you have a specific task on your plate and you are not sure where it belongs. Answer the questions and you will land on the right home.
• Print the PDF chart and keep it within sight while you process your inbox or planning notes — having the workflow visible makes it stick faster.
• Save the chart image to your phone or pin it to a digital board for reference on the go.

FAQ

What is the Getting Things Done workflow?

The Getting Things Done workflow is a five-question decision tree from David Allen’s GTD method. You run each task, email, or idea through the questions — Is it actionable? Is it a project? Does it take less than two minutes? Can you delegate it? Is it time-specific? — and the answers tell you exactly where it belongs in your system.

Who wrote Getting Things Done?

David Allen wrote Getting Things Done: The Art of Stress-Free Productivity, first published in 2001. He is a productivity consultant who developed the GTD method while coaching executives. The book has been revised since its first edition and remains one of the most influential productivity books ever published.

What is the 2-minute rule in GTD?

The 2-minute rule says that if a task will take less than two minutes to complete, you should do it immediately rather than capture it, schedule it, or track it. The logic is that the overhead of writing it down, re-reading it later, and deciding when to do it costs more than just finishing it on the spot.

What is the difference between a project and a next action?

In GTD, a project is any outcome that requires more than one action to complete — like “launch the website” or “plan a vacation.” A next action is the single, concrete physical step you can take to move that project forward — like “draft homepage copy” or “compare flight prices on Tuesday.” Projects live on your Projects List. Next actions live on your Next Actions list or calendar.

What is a Someday / Maybe list?

The Someday / Maybe list holds ideas, possibilities, and goals you might want to pursue one day but are not committing to right now. Things like “learn Italian,” “redesign the kitchen,” or “write a book.” Reviewing this list weekly or monthly lets you pull items into your active system when the timing is right — and lets you let them go when they no longer feel relevant.

What is a Tickler file?

A Tickler file is a system for surfacing reminders on the right date in the future. The classic version uses 43 folders — one for each day of the month and one for each month of the year — and you drop items into the folder for the date you want them to reappear. Digital calendars and reminder apps now do the same job.

What is a Waiting For list?

The Waiting For list tracks anything you have delegated or are expecting from someone else — a reply to an email, a package in the mail, a colleague’s portion of a project. Reviewing it weekly stops things from quietly stalling because you forgot you were waiting on them.

When should something go on the calendar versus the Next Actions list?

In GTD, only put items on the calendar that absolutely must happen on a specific day or at a specific time — appointments, deadlines that cannot move, time-blocked commitments. Everything else goes on the Next Actions list, where you choose what to do based on context, energy, and time available. This keeps the calendar honest and trustworthy.

How often should I review my GTD lists?

The GTD method recommends a weekly review — typically 30 to 60 minutes once a week — where you go through every list, clear your inbox, update your projects, check your Waiting For items, and look at the week ahead. The weekly review is what keeps the whole system trustworthy. Without it, lists drift and you stop trusting them.

Is the GTD flowchart still useful with digital task managers?

Yes. The flowchart is method-agnostic — it works the same whether your lists live in a notebook, a Trello board, Todoist, Notion, or any other tool. The workflow tells you where a task belongs; the tool is just where you put it. Most modern task apps even have built-in fields (project, context, due date, waiting-on) that map directly to the GTD categories.

Where can I learn the full GTD system?

This page covers the workflow specifically. For the complete method — including how to capture inputs, set up your lists, run the weekly review, work by context, and choose what to do in the moment — see our full guide to Getting Things Done or read David Allen’s book.