Getting Things Done (GTD) with Todoist: Productivity Tips for Leaders and Teams

Your brain is a great thinker, but a terrible office. Many leaders still use their heads as task lists, juggling reminders, deadlines, and mental “don’t forgets.” This creates stress, missed deadlines, and lost focus. The truth is simple: your brain is not built to store tasks—it is built to solve problems.

David Allen, creator of the Getting Things Done method, put it best: “Your head is a lousy office.”

So the question is: Are you still treating your brain as your inbox—or are you ready to use a system like Todoist to capture, clarify, and execute with confidence?

Risks of Not Implementing GTD in Daily Work

In today’s fast-paced world, leaders and teams face constant change and competing priorities. Without a trusted task management system, the risks quickly compound:

• Stress and mental fatigue from unfinished commitments.
• Overwhelm and reactivity because everything feels equally urgent.
• Missed deadlines and opportunities when small tasks slip through unnoticed.

For project managers, PMO leaders, and executives, these risks escalate into personal burnout, poor decision-making, and reduced organizational efficiency. A structured system like Getting Things Done (GTD), powered by Todoist, moves tasks out of your head and into a reliable framework—freeing energy for focus, execution, and leadership.

How to Apply Getting Things Done with Todoist

The Getting Things Done (GTD) with Todoist workflow is simple and powerful. The GTD methodology with Todoist is scalable for individuals and teams alike. Here’s the 5-step Getting Things Done workflow simplified:

1. ✍️ Capture everything—big or small
2. ✅ Clarify what each item means
3. 📂 Organize into lists, calendars, or projects
4. 🔄 Review regularly to stay on top
5. 🎯 Engage and do the work that matters today

1. Capture Everything ✍️

The first step is to capture tasks, ideas, and commitments. Todoist makes this easy with quick-add features, mobile sync, and email-to-task functions.

📌 Example: Instead of remembering “Call vendor,” add it instantly in Todoist. Your brain is lighter, and the task is safe.

💡 Pro Tip: Create one universal inbox in Todoist and dump everything into it first. You can sort later.

2. Clarify the Next Action ✅

Every item in your Todoist inbox should have meaning. Decide: Is it actionable? If yes, define the next physical step. If not, archive or defer it.

📌 Example: “Update presentation” becomes “Add Q3 results slide to client deck.” Clear actions remove ambiguity.

💡 Pro Tip: Use Todoist’s labels like Next Action or Waiting For to clarify what needs to happen next.

3. Organize with Projects and Labels 📂

Structure creates control. Use Todoist’s projects, labels, and filters to keep tasks categorized. Separate client projects, internal initiatives, and personal routines.

📌 Example: Create projects in Todoist such as Client Deliverables, PMO Governance, Strategy Initiatives, and Personal Goals.

💡 Pro Tip: Use recurring tasks in Todoist for routines (e.g., “Weekly team check-in” every Monday at 10 a.m.).

4. Review Regularly 🔄

A system without reviews decays quickly. Todoist supports weekly reviews with filters and priority settings. Set aside time to clean, update, and reset.

📌 Example: Every Friday afternoon, review completed tasks in Todoist, reschedule pending ones, and prepare the week ahead.

💡 Pro Tip: Use Todoist’s “Upcoming View” to scan deadlines for the next 7 days and ensure nothing is missed.

5. Engage and Execute 🎯

Finally, focus on doing the work. With tasks clarified and organized, Todoist helps you filter by context, priority, or project.

📌 Example: Instead of scanning sticky notes or scattered emails, open today’s priority list in Todoist and act immediately.

💡 Pro Tip: Apply the “2-minute rule.” If a task in Todoist takes less than two minutes, do it right away.

Why Getting Things Done With Todoist Works So Well

While GTD provides the method, Todoist provides the platform. Together, they deliver three key benefits:

• Centralization: Tasks, projects, and routines live in one system.
• Stress Reduction: No mental reminders—everything is captured.
• Scalability: Works equally well for personal productivity and enterprise execution.

In my experience consulting across PMOs and transformation programs, leaders who adopt Getting Things Done (GTD) with Todoist quickly gain control and build confidence. Teams also benefit from shared clarity and accountability.

Value for Leaders and Teams

For leaders driving PMOs, business transformation, or strategy execution, the value is clear:

• PMO Maturity: Stronger governance and predictable reporting.
• Business Transformation: Clear alignment of tasks reduces delays.
• Strategy Execution: Defined next actions ensure plans convert into results.

By shifting from memory-driven management to Todoist-driven execution, leaders move from reactive firefighting to proactive delivery.

Who Should Try Getting Things Done with Todoist

This approach is not limited to productivity enthusiasts. It is practical for anyone who:

• Forgets details or misses small tasks ➡ GTD ensures nothing slips through the cracks.
• Juggles multiple roles at work and home ➡ it helps you prioritize without losing balance.
• Feels overwhelmed by disorganized workload ➡ the workflow brings calm structure.
• Starts projects but struggles to finish ➡ breaking tasks into next actions drives completion.
• Wants greater control and clarity over commitments ➡ GTD creates clarity on what matters now.
• Have never tried GTD before ➡ it’s worth experiencing at least once to see the difference it makes.

If you recognize yourself in any of these scenarios, Getting Things Done with Todoist can make a significant difference.

Quick Productivity Checklist GTD with Todoist

• Capture everything: Move tasks, ideas, and reminders out of your head into Todoist.
• Clarify next actions: Break tasks into concrete steps instead of vague intentions.
• Organize smartly: Use projects, labels, and priorities to group and track tasks.
• Review weekly: Refresh your lists every week to keep them relevant and aligned.
• Focus daily: Start each day with 2–3 must-do priorities and act on them first.

Call to Action

Your brain is for thinking, not storing. By combining Getting Things Done (GTD) with Todoist, you unlock clarity, reduce stress, and deliver with confidence.

👉 Ready to try Todoist? https://get.todoist.io/e013lds28am5-features.

Curious to explore consulting support? connect at atulgaur.net.