TL;DR The Getting Things Done (GTD) method by David Allen is one of the most effective productivity frameworks ever created. It helps you capture, organize, and execute tasks with clarity and focus. When paired with Notion, GTD becomes even more powerful — you can digitize your system, automate workflows, and visualize progress all in one place.
In this guide, you’ll learn exactly how to implement a GTD workflow in Notion, from setup to execution, including templates and tips to keep your system running smoothly.
What Is the GTD Method?
The GTD method is built around five core principles:
- Capture – Collect everything that requires your attention.
- Clarify – Decide what each item means and what action is needed.
- Organize – Sort tasks into categories and lists.
- Reflect – Review your system regularly.
- Engage – Take action confidently, knowing everything is accounted for.
Notion is perfect for this because it allows you to create flexible databases, tags, and dashboards that mirror each GTD step.
Step 1: Create Your GTD Dashboard in Notion
Start by building a central GTD Dashboard. This will be your command center — where you capture tasks, manage projects, and plan your week.
Recommended sections to include:
- 🧠 Inbox – For quick task capture
- 🎯 Next Actions – For immediate to-dos
- 📂 Projects – For multi-step goals
- 📅 Calendar – For scheduled tasks and events
- 🔄 Weekly Review – For reflection and planning
You can organize these using linked databases in Notion so each section pulls from a central database.
Step 2: Capture Tasks in an Inbox
Your Inbox is where every thought, idea, or task goes — before it’s categorized.
Create a simple table view in Notion with these properties:
- Task Name
- Category (Work, Personal, Fitness, etc.)
- Status (Inbox, Next, Waiting, Done)
- Priority
- Date Added
Tip: Use the Notion mobile app or widget to capture tasks instantly — GTD emphasizes getting things out of your head and into your system quickly.
Step 3: Clarify Each Task
Once captured, clarify what each task means. Ask:
- Is it actionable?
- Can it be completed in one step?
- Does it require delegation or deferral?
In Notion, you can create checkbox properties like:
- ✅ Actionable
- 🔁 Waiting On
- 📆 Deferred
Non-actionable items can be moved to a Reference or Someday/Maybe page.
Step 4: Organize Your Tasks and Projects
After clarification, organize everything into actionable lists and databases.
Here’s how to structure your Notion setup:
- Next Actions Database – Tasks that can be completed now
- Projects Database – Multi-step outcomes with subtasks
- Waiting For List – Delegated tasks you’re tracking
- Someday/Maybe List – Future ideas or goals
Example Properties for Projects:
- Project Name
- Goal / Outcome
- Deadline
- Status (Active, On Hold, Completed)
- Linked Tasks
Link your Projects database to your Tasks database using a “Relation” property so you can see all related actions for each project.
Step 5: Reflect with Weekly Reviews
The weekly review keeps your GTD system running smoothly. In Notion, create a Weekly Review Template with sections like:
- ✅ Completed Tasks
- 🔄 Pending Tasks
- 🌱 New Ideas Captured
- 🎯 Goals for Next Week
You can even automate reminders in Notion or sync them with Google Calendar to ensure you never skip reviews.
Step 6: Engage and Execute Tasks
Now it’s time to do the work.
Use Notion’s Board View (Kanban-style) to visualize tasks by context or energy level. For example:
- 📱 Calls / Communication
- 💻 Deep Work
- 🧾 Admin Tasks
- 🧠 Creative Work
You can use filters to show only Next Actions or High Priority items, ensuring focus and flow.
Advanced GTD Tips for Notion Users
- Use Notion AI – Automate task summaries or next steps with AI suggestions.
- Add Progress Bars – Track how far you are in projects using formulas like
completed tasks / total tasks. - Embed Widgets – Add a Pomodoro timer, clock, or focus music widget to your GTD dashboard.
- Color-Coding Tags – Use Notion’s colored tags to quickly spot priority or project type.
- Sync with Google Calendar – Keep deadlines and meetings visible across platforms.
Sample GTD Notion Setup Layout
Main Page:
- 📥 Inbox
- 🗂 Projects (linked database)
- ✅ Next Actions
- 🕒 Waiting On
- 🌱 Someday / Maybe
- 🗓 Weekly Review
- 🔁 Calendar View
Each section links to a database, keeping everything centralized and interconnected.
Common Mistakes When Implementing GTD in Notion
- Overcomplicating the setup – Start simple; build complexity later.
- Skipping reviews – GTD fails without reflection.
- Not capturing ideas immediately – The brain forgets fast; log tasks right away.
- Not separating actionable vs. non-actionable – Keeps your lists clutter-free.
- Forgetting to update status – Regular updates keep your system current.
How GTD in Notion Boosts Productivity
Using Notion for GTD allows you to:
- Visualize your entire workflow
- Centralize tasks, notes, and projects
- Maintain clarity and reduce mental clutter
- Prioritize effectively
- Align daily actions with long-term goals
It turns Notion into more than just a note-taking app — it becomes your personal productivity operating system.
FAQs About GTD in Notion
1. Is there a GTD Notion template available?
Yes! Notion’s template gallery and community forums offer free and paid GTD templates you can duplicate into your workspace.
2. How often should I review my GTD dashboard?
Perform a quick daily check-in and a full review once a week to ensure everything’s aligned and up to date.
3. Can I integrate GTD with my calendar?
Yes, you can embed Google Calendar in Notion or use integrations like Zapier or Make for two-way syncing.
4. Should I keep work and personal GTD dashboards separate?
You can — or just use tags (like #work and #personal) to filter items within one system.
5. How long does it take to set up GTD in Notion?
A basic version can be ready in under an hour; refining it into your ideal system may take a few days of tweaking.
Final Thoughts
The GTD method is timeless — and when powered by Notion, it becomes a living system that adapts to your workflow, mindset, and goals.
Whether you’re juggling multiple projects, running a business, or simply trying to stay organized, Notion makes the GTD process fluid and enjoyable.
Once you’ve set it up, you’ll no longer waste mental energy remembering tasks — you’ll simply trust your Notion system to handle it all.