Looking for a task and life management system that could allow you to free your mind from mental clutter like constantly thinking.

About disorganized to-dos and upcoming tasks?

Getting Things Done, the Art of Stress-Free Productivity written by David Allen is a groundbreaking productivity system which I highly recommend you.

To read. In this video, I wanted to share a template tour and tutorial of the ultimate Getting Things Done notion template.

Which is inspired by this book.

I think that notion can be a great tool for implementing this system and I would highly recommend this for people who.

Struggle with keeping an effective and meaningful personal task, calendar, and knowledge management system.

If you find this video helpful, be sure to like, subscribe, and turn on the notification bell.

Let's first go over what the Getting Things Done method entails by taking a look at a simplified diagram that I created.

So if you go to the start here button, there's a link to the book in case you're interested in reading about.

This and I highly recommend reading this before using the template.

Then there's going to be a full tutorial below here which is basically this video that I'm recording now.

Here I wanted to go over the simplified reference diagrams that I created so that it's a little bit easier to understand.

Exactly what is the Getting Things Done method.

I'm not a GTD method coach but this is just my interpretation of how you can structure your to-dos inbox and how.

You can organize everything into different reference files as well as how to decide what to do with each of the items.

You put into an inbox.

Now let's go over a brief overview of this template itself.

So on the right hand side you'll notice an inbox where you can add all of the items that might come up.

In your head and you can do this throughout the day whenever you think that you might want to add things to.

Your inbox.

Then we have calendars. So if you have external calendars which I'll also explain a bit later, you can link and add.

Them here as well in case you want to have a place to check them.

The main calendar here are fixed date action tasks.

So those are action tasks that have a fixed date that you have to do it on a certain day and sometimes.

Even on a certain time so you can see them all on your front page.

Then on the left hand side you'll notice that I put a quote from David Allen.

It's a very inspirational quote for this method and you can also add your own quotes here, your own motivational even images.

Here. So this is kind of a free space to keep you motivated.

Next there's a navigation bar so that no matter where you are in this template you can always return home as well.

As access different parts of the template.

Under here we have the weekly review so that you can always see what weekly review you need to accomplish next.

Then we have the higher level reviews.

So these are meant to be reviewed on different time frames depending on when you want to review them.

They show all the active ones here and when you do create a new higher level review you can archive the one.

That is no longer relevant to you and replace it with a new one and this allows you to focus on different.

Areas of your life and check what kind of goals and objectives, vision and purpose and principles that you're trying to manage.

Your task list. So the first step is adding things to your inbox and to do that I'm going to go ahead.

And go to the inbox here but you can also do all of this through the front page as well.

So if I go to my inbox then you can see that I've already put in several items here so that you.

Can really see how to categorize these.

I'm also going to add another item here so you can see exactly how to add items to the inbox.

So let's say that I actually need to go buy some printer paper so I'll put buy printer paper then I'll click.

Out.

So now you can see that I have added this one here using this button.

You can also add new pages by clicking below here.

So the first thing you'll want to do once you have enough things accumulated into your inbox is to decide where each.

One should go. So here you have several choices just like in the diagram you can either assign a next action task.

And you can also read here what each of these mean.

So if there's an immediate next action you can write it in here, if it takes more than one task you'll want.

To assign it as a project, if it's something that you might want to check in later you can add it to.

Someday maybe or tickler. Then there's also a option to add it to your reference files and then finally if you don't.

Think that you really need this you can add it to trash.

So let's go ahead and start organizing the inbox.

So this can be done throughout the day or whenever you have time.

It doesn't have to be that you have to categorize it immediately this is just a place where you can sort of.

Clear your mind by adding everything that might come up in your head.

So the first thing is it would be nice to renovate my kitchen.

So renovating a kitchen would be something that would require more than one task and if this is something I really want.

To act on I'm going to add it to project.

The next thing is I got a notice about a block party coming up this would be something that I'm not so.

Sure I want to attend yet so I'm going to add it to my someday maybe or tickler list.

The next thing is I wonder how my neighbor is doing.

So I think what I'll do is just call this neighbor so I'm gonna add a new task in my action list.

Called call John and ask if he's doing well and I'll add it here.

The next thing I added here is a nearby restaurant's menu.

So in this case this is a file so you can see here that you can also add files and media as.

Well as a url. So let's say that I have a menu that I found from the internet here as a url.

And then I'm going to add it to my reference file.

The next thing I added is that I need to buy bread.

This is something that would be a next action so I'm going to go ahead and go here and type in go.

To grocery store to buy bread and I'll add that as new.

Then the next thing is that I need to book a meeting soon with a tax professional.

So this one also is something that I just need a next action on which is to book a meeting with tax.

Professional and I'll just add that in as a new one.

Then another idea or thought I had is my car is breaking down a lot and in this case this would be.

Something that's a project because it would take more than one task to complete because first I need to think about who.

To contact and then I need to actually make the contact so I'm going to add it to project.

Then I also put something that kind of just popped into my head that it would be nice to learn scuba diving.

And this is obviously not something I want to do immediately so I'm going to add it to my someday maybe.

Next I have a task here called buy printer paper.

This one is very simple I'm just going to add go to the store to buy paper and now I've basically cleared.

My inbox. If you get confused where something went you can also click view all to see where things went like this.

As well as see the trash.

So if something is something that you want to put into trash for example let's say that I want to learn a.

New language and actually I don't really need to bother with this right now I'll just add it to trash then it's.

Going to go into trash.

So the next step in here and probably a place where you're going to access things the most is going to be.

Your action task list. So I'm going to go into my action task list and now I can see all of the.

Tasks which I've added here go to the store to buy paper, book a meeting with a tax professional, go to grocery.

Store to buy bread, call John and ask if he's doing well.

So all of these I just added from my inbox so it ends up here automatically.

So if I open one of these go to the store to buy paper.

There are several things you can add here so this is more than you probably need but basically what you'll want to.

Do is decide if this is something with a fixed date.

In this case you can go to the store anytime so I'm not going to put a fixed date.

Fixed date is more for things that have something that's time sensitive like submitting a proposal at a certain deadline or if.

You have an appointment at a certain time or you've agreed to call someone at 3 p.m then this is a fixed.

Date but going to the store to buy paper this is not a fixed date and this is something that requires a.

Car. I'm not going to delegate it.

The time required is maybe medium, energy required is also medium and priority is around medium as well and if it is.

Connected to project you'll see it already here and you can see that it came from this inbox item.

So what I'm going to do now is to move this in to my next action list because it's not a two-minute.

Task. So this is an action that's going to take me more than two minutes so I just put it here.

The next one is book a meeting with tax professional.

In this case I want to ask my assistant to do this so I'm actually going to put this into waiting and.

I'll actually allocate this to my assistant.

So what you can do is actually delegate it to a certain person especially if you have shared this with someone who's.

Using it with you you can just click here and add that person in.

So now you can see that I've delegated this task and let's say that I want a due date for this so.

I've assigned this to be done by Friday.

I can add that in and it's in waiting so I can check on it when it becomes February 7th.

The next task I have in here is go to the grocery store to buy bread and this is just going to.

Be something that I need to add to my next action so I'm just going to move it here and I can.

Also fill it in so context is car and then I can just put medium for all of these and click here.

Then I have call John and ask if he's doing well.

If this is something I can do in two minutes I can just move this in here and get it done immediately.

If not then I'll also put this as a next action so this priority wise is not that high but I want.

To be able to do this so I'll just put something like this and phone.

So now let's go over some of the tabs.

So you can also view all of these in view all so immediately when a task comes in it's automatically going to.

Be in uncategorized and then after that you can check each of your lists.

So here are your next action lists waiting fixed date done and archive and then you can also see things by due.

Date so if there is a due date you'll see that this one has a due date then it goes here if.

It's a task with a fixed date then it's going to go in the calendar which you'll see soon.

You can also see it by delegated by context so let's say that I want to see that these two activities I.

Can do in the car so I'll knock them out when I'm in the car.

This one is with a phone so if I have multiple phone tasks I can do them all in one.

You can also see things by time it requires by energy and then finally by priority.

You don't have to use all these tabs but it could be useful if you have a lot of tasks here that.

You need to take care of.

The other thing is that you can also add tasks directly into here if you're not using your inbox to add them.

In if there's some tasks that you just know is already an action list I would recommend just adding it straight here.

So for example let's say that you need to call the tax office and you know that you have to do this.

On a certain time so let's say that you have to do it at 3 p.m and then you click out you.

Have a fixed date so this is something that you have to do at this time and in that case you can.

Just leave it like that and there is an automation that when you add this in it's going to change the status.

If it doesn't do that you should make sure to change that status yourself and you'll notice that it's in the fixed.

Date here. You can also add what kind of context it is in this case it's a phone activity and let's say.

That you have another task which is to write a quick thank you note and when you add that you realize this.

Is a two minute task so you can just put it here if have a bunch of two minute tasks you should.

Just move it here and then you can easily complete them so next let's take a look at our calendars so if.

I click calendar here you can see a fixed date of the week so call the tax office at 3 p.m showed.

Up here which is from our action task list you can also see it in a month view there's also a due.

Date so the due dates are meant to be more fluid so you can see that this is waiting and this is.

A due date so that's the main difference between the fixed date and the due date is that each task has two.

Dates one which is the fixed date that you have to do that task and one which is a due date which.

Might be more flexible and that you could potentially move it so it's not something that's immediately necessary so there's also one.

More calendar here which is called the tickler calendar and this is going to show tickler items in here if you assign.

A date we'll be going into the tickler later so you'll see exactly what this means but the three different types of.

Calendar is the fixed date the due date which is both from action task list and the tickler calendar which is connected.

To the someday maybe and tickler list here so be sure to re-watch this tutorial video if you get confused and you.

Can also add other calendars that you'd like to be checked at the same time here so if you're also using google.

Calendar you can add a quick link here so that you know and remember to click that open and see it the.

Recommendation that I have also for calendars is to use notion calendar so if you're in the fixed date here you can.

Actually open in calendar and get the notion calendar app so that you can see your google calendar items alongside your action.

Task list items all in one calendar so I would highly recommend that system if you're interested in that next let's go.

Into projects so the projects which we assign from inbox are now here so my car is breaking down a lot it.

Would be nice to renovate my kitchen the first step is that it's going to end up with no tags at first.

In this top so you can click one open and since this is from the inbox we can now rename this so.

Figure out car repair is the project name you can add a start date here if you want and this is for.

Personal and then what you can do is to start planning so what kind of tasks you might need to do so.

Just to quickly write out the tasks it would be to research car repair shops nearby.

Choose one and call them for an appointment so it's basically two tasks once you're sure what you can do is copy.

This one and you can add a new page to the action list and paste this in and you can now strike.

Through this one so you know that you've taken care of it so I would recommend listing all the tasks you might.

Need to do for the project but not necessarily moving them all to the action list so so that you don't clutter.

Your action list so now we see that we have the task and we have the action list here so the same.

Thing now you can do also with your kitchen renovation I'll call this kitchen renovation you can add a start date you.

Can add tags so if this is personal and then you can start project planning maybe your first task is to.

Research.

Local.

Kitchen.

Renovation.

Companies.

And.

Then.

You can move this into your task list.

Like this and then click out so now we have two impersonal here if you find that a project doesn't align with.

You anymore you can always archive it at any time so you can also add a cover photo here if you'd like.

To add more visual interest by clicking add cover change cover and then you can go to unsplash for lots of stock.

Images so I'm gonna search for one here and I'll just choose one so now if I click out then I have.

A picture here so now I can go to my someday maybe and tickler and figure out what to do here so.

Again everything I move from inbox ends up in no category so I can actually categorize it so the first one is.

I'd like to learn some new languages but I'm not sure if afterward I added this in I'm actually not sure if.

I want to act on this I can click the archive slash decided so this is when you've actually made any kind.

Of action or decided on it then I have it would be nice to learn scuba diving this I would like to.

Be reminded of a couple months from now when I have more time so I'm gonna put april 1st categories new skill.

And I'll leave it like this then we have got a notice about block party coming up this I need to decide.

Let's say by the 16th at the latest I have a tickler date here category is event and now I have both.

Here so now if I go to the tickler calendar you can see that I'm going to be reminded about this on.

Sunday here and if you want to take it a step further with the reminder you can also click remind and choose.

A reminder time here.

Then I can go to view all active and I can see all my archived and I can see a complete view.

All here as well so this is just meant to store anything that you might want to take action on in the.

Future or add a reminder about if you want to add new categories you can just simply type things in here and.

Add them in so it's very easy to add new categories next let's go to the reference section if I go to.

The reference section you can see that I've added the new nearby restaurants menu and I have the url here already I.

Can click board view by category if I want to see the category but this one has no category yet so I.

Want to actually open this up and choose a category for this since this is a list of menus that I have.

I'm gonna store it in menu so I have it here if I go to the category you can see that all.

Menus are going to show up here from now on so it's just an easy way to keep a track of all.

Of your reference files next let's go to the review section so there are two kinds of reviews weekly reviews and then.

Higher level reviews so as I mentioned earlier in this video there are different kinds of levels from the bottom to the.

Top so I would recommend doing weekly reviews and then sometimes when you feel like it do high level reviews and the.

Order that the higher level reviews go is that it goes from areas of focus goals and objective one to two years.

Vision three to five years and then purpose and principles which is basically about your whole entire life so maybe the areas.

Of focus and responsibility you might want to do every month but the purpose and principles of life you could even do.

Yearly so for the weekly review there's already one here that's incomplete that you can start by filling out so here you.

Can see step-by-step instructions so first you can check and review your inbox in this case we have an inbox zero but.

You can even add new things into the inbox like remember to do high level review as one of your inbox items.

To manage later you can check your active project so I have figure out car repair kitchen renovation if this is great.

Then you can leave it the way it is if something does not really align with you anymore you can also archive.

It you can also add a new project here if you feel like it next there's the check your someday maybe tickler.

List any you want to take action so you can see the items you have on your someday maybe and tickler list.

Here that if you want you can take action on step two is review your calendars so be sure not to add.

Anything through here this is mainly just to check and see what you might have to do in the upcoming week so.

This is something that you've added that is to call the tax office at 3 p.m so you have to do it.

At this time the next thing is to check if you have any additional apps or locations where you keep calendars be.

Sure to check those too so as I mentioned earlier if you keep your calendar in google calendar you'll want to check.

Those calendars so every calendar you can think of make sure to check it during your weekly review then you can review.

Your action list so I would recommend checking the action list here but this is just a view only to see what.

Tasks need to be done so I wouldn't really recommend adding new things here that much but just to make sure to.

See what you have here then finally we have review questions what went well this week what could have gone better what.

Did I learn what needs to change and do I need to do upper level review soon so these are all just.

For your own review once you're done with your weekly review you can just check the completed and it gets moved to.

Here if you want to automate this you can also click these three dots here and set it to repeat every week.

So that you see a new one here then we have higher level reviews so when you feel like doing a higher.

Level review you can always click this button so if I click this one then let's say that I want to start.

With my purpose and principles which is the highest level that I can do so if I do this one and I.

Click purpose and principles it's already going to populate it with the correct type and it's going to add all of these.

Prompts for you that you can fill in as part of the process you can also check your inbox and anything you.

Might want to add here you can check your projects you can check your someday maybe tickler list and then there's an.

Open reflection so now if I click out you'll notice that this got added here when you update a new higher level.

Review you'll want to archive your old one so if I click here now I've replaced that and it's here in the.

Archive so this way you can always see a visual of all of your higher level reviews and kind of check in.

And read on them if you need to you can also click here and add a cover photo that kind of also.

Acts as a mood photo so let's say that I want to add a cloud picture here I can add this to.

Sort of demonstrate the upper level views now if I go back to home you'll notice that all of the higher level.

Reviews are showing up on the left hand side so this is why it's kind of like also your mood photos so.

It's really nice to add cover photos here you'll notice that the fixed date action task has been updated here as well.

So you can see it here and since we answered the weekly review they're all incomplete but you see that it's empty.

So when you want to add a new one you can either click here or you can set it up in an.

Automation so now we see here remember to do high level review if I feel like emptying my inbox my next action.

Is do a higher level review and I can add that to my task list and I've cleared my inbox so this.

Is sort of the process that you can use in order to implement this method if you get confused I really recommend.

Going to the start here page follow the tutorial and check this diagram if you're confused there as well as this kind.

Of hierarchy level that you can see for your review list thank you so much for watching if you're interested in this.

Template or book be sure to check the links in the description let me know if you have any questions or comments.

And I hope to see you all in the next video.