Core concepts
Tasks
Tasks are the core unit of work—and in GTD terms, they're your next actions. Each task should be a concrete, doable step: "Call Sarah about the budget" not "Figure out budget." The more specific, the easier to do when you're in Engage mode.
Creating a task
- Quick-add – Hit +, type, Enter. Goes to current project or inbox. Capture first, organize later.
- From inbox – Add in Inbox, then assign project in Classify.
- From project – Select a project, click "Add task" or + in the task list.
Task properties (what makes a next action useful)
| Property | GTD angle |
|---|---|
| Title | The next action. Start with a verb. "Email Mike re: timeline." |
| Project | Which outcome this advances. |
| Status | Todo = ready. In progress = doing. Blocked = waiting. Done = done. |
| Priority | Urgency. High/medium/low. |
| Labels | Contexts. @computer, @phone, @errands. Where or how you can do it. |
| Energy level | Light, normal, deep. Match tasks to your energy. |
| Time estimate | 15 min, 1 hr. Helps you pick when you have a slot. |
| Due date | When it must be done. |
| Waiting for | Who you're blocked on. Shows up in "Waiting For" view. |
| Notes | Details, links, context. |
Status and workflow
Tasks move through: Backlog → Todo → In progress → Blocked → Done (or Cancelled).
- Todo = your next actions. Ready to do.
- Blocked = waiting on someone/something. Use "Waiting for" and the People view.
- Change status via Kanban drag, properties panel, or bulk actions.
Contexts (labels)
In GTD, context = where or how you can do the task. @computer, @phone, @errands, @home. When you're at your desk, filter by @computer. When you're out, filter by @errands. You only see what you can do right now.
Add labels in the properties panel. Use them in Views and Engage mode.
Dates
- Due date – When it's due. Shows in Forecast.
- Start date – When you plan to start.
- Follow-up – When to check back (e.g. "waiting for reply").
- Reminder – When to get notified.
Overdue tasks appear in Overdue and Surfaced Today views.
Recurrence
For repeating tasks ("Weekly team sync", "Monthly review"):
- Open task properties → Recurrence.
- Choose Daily, Weekly, Monthly, or Yearly.
- Set interval (e.g. every 2 weeks).
Recurring tasks generate new instances automatically.
Blocked by
If a task is blocked by another task, link them in Blocked by. Helps with dependency tracking and "Stuck" views.