The GTD method

The GTD method (Getting Things Done) is a productivity system created by David Allen that helps you get tasks out of your head and turn them into organized actions. Its core idea is that the mind shouldn't work as storage, but as space to think and decide.

Although it's usually applied to personal productivity, it also works in marketing, content, design, or production teams, where there are many small tasks: reviewing copy, preparing briefs, approving pieces, publishing, editing, responding to feedback, or delivering versions. On creative teams, the mental cost of remembering pending items is usually higher than the cost of executing them; GTD attacks exactly that problem.

Phases of the method

1. Capture: write down everything pending in a trusted place.
2. Clarify: decide what each item means and whether it requires action.
3. Organize: place tasks by project, context, priority, or date.
4. Review: check the system regularly to keep it alive.
5. Engage: work on the next clear action, not on a cloud of pending items.

Example in content

"Run a launch campaign" is too broad. GTD turns it into actions: define the objective, write the landing page, create the video script, prepare the ads, review the assets, schedule the posts, and measure the results. Each task has an owner and a next step.

The two-minute rule is especially useful in this context: if a task can be resolved in less than two minutes, it's best to do it on the spot instead of writing it down. Answering a short email, approving a piece that's already been reviewed, or forwarding a reference rarely deserves entry into the system, while longer tasks do.

Why it helps

It reduces bottlenecks, prevents oversights, and improves coordination. It also lets you detect when a project isn't defined: if you can't write the next action, a decision is probably missing.

At Polimake, Studio can serve to organize strategy, calendar, and content tasks; Media comes in when those tasks become creative pieces, videos, or deliverables. It connects to stakeholders, commercial planning, and time blocking, because GTD provides the inventory and time blocking decides when it gets executed.

Weekly review

GTD works if you review it regularly. The weekly review is the most important habit: empty the inbox, review lists by context, update projects, remove what's obsolete, and choose priorities for the following week. Without review, the system accumulates dead tasks and stops inspiring confidence. Mental friction appears precisely when the list stops reflecting what really matters.

When it doesn't fit

GTD assumes that most tasks are discrete and can be defined as next actions. Research, exploration, or open-ended work roles fit it less well: when the next action is "think more," the system becomes structure without content. In those roles, GTD works better as a basic capture-and-clarify layer, leaving execution in broader blocks without breaking down every step.