Core concepts
Projects
In GTD, a project is any outcome that requires more than one action. "Launch Q1" is a project. "Call Sarah" is not—it's a next action. Task Analyst gives you projects as containers for tasks, with milestones, Kanban, and Gantt for when you need real project management.
GTD projects vs. next actions
- Project = outcome requiring 2+ steps. "Plan vacation." "Ship the feature."
- Next action = the very next physical step. "Research flights to Barcelona." "Write the API spec."
Every project should have at least one next action. If it doesn't, the project is stalled. Task Analyst helps you see that—tasks live in projects, and you work from next actions, not from project names.
Creating a project
- Open the Projects sidebar (icon bar → Projects).
- Click + or use "New project."
- Enter a title and choose a type (see below).
- Press Enter.
You can nest projects in folders—e.g. "Work" containing "Q1 Launch" and "Marketing." Right-click a folder → "Add sub-project."
Project types
| Type | When to use |
|---|---|
| Parallel | Tasks can be done in any order. Most GTD projects. Backlog-style. |
| Sequential | Tasks follow a defined order. Processes, workflows. |
| Single action | One-off outcome. Still a "project" in GTD terms if it has 2+ steps. |
| Folder | Container for other projects. No tasks directly. |
Milestones: checkpoints for bigger projects
For projects with phases or deadlines, add milestones:
- "Design complete"
- "Launch"
- "Review with stakeholders"
Each milestone can have a due date and RAG status (red/amber/green). They show up in the project view and in the Project health dashboard—progress, slippage, overdue items.
Project hierarchy (folders)
Group related projects:
- Create a folder project.
- Drag projects onto it, or right-click → "Add sub-project."
- Expand/collapse in the sidebar.
Example: "Work" → "Q1 Launch", "Marketing Campaign", "Bug fixes."
Kanban and Gantt
When a project needs more structure:
- Kanban – Columns by status. Drag tasks through Backlog → Todo → In progress → Done.
- Gantt – Timeline view. See dependencies, dates, and critical path.
Use these for project management. Use the simple list view for everyday GTD—next actions by project.
Editing and deleting
- Edit: Click the project name in the sidebar, or select it and use the properties panel (right). Change title, type, status, goal, area of focus, icon, color.
- Delete: Right-click → Delete (or Move to trash). Restore from Trash before permanent removal.