Do you use the Getting Things Done (GTD) method?

@Alexis Yep that is exactly what I am looking at doing. Going to have a project which contains the outcome statements for all of Real Projects and My Meetings Projects.
Will change my templates so they automagically create the Task in this project so they don’t get lost.
I also make sure that I have a reoccurring task set for the day of the meeting so I make sure I review the meeting project prior to the meeting taking place.


Oh excellent @Jason_Woods ! So happy this was helpful!

Hi @Alexis =), Nice to hear my question prompted some thoughts about GTD and Asana! I am a 15-year GTDer and have used many different system throughout the years. Asana I must say is the first one that allows me to both do GTD fairly well and collaborate with my teams at the same time. Infact, it’s allowed me to pass on some GTD practices to my company :). This is amazing for a GTDer because we’re always trying to figure out how to get others to GTD!

My biggest challenge with Asana remains that I cannot easily create a context for each action, and filter or sort my list by my context. Yes, tags do exist but because this is a site that the entire company uses I do not want to take over the tags and include my personal contexts. Any ideas there?

@enyonam what a great feeling to know you’re able to help other people on your team with GTD. :slight_smile:

I’ll look to the community for advice about how they use contexts in Asana. As someone new to GTD, I’m still learning too. :blush: Of course, my instinct was to recommend tags. Another idea could be to create sections that apply to each context and then do advanced searches by section…? Notice my question mark at the end of the sentence. :tongue:

I came across this blog post about reframing the idea of context and how it fits into our hyper connected age. You might find it helpful.

@enyonam You could use Private Projects as the context… You add the task to the relevant context project… As an example I have a project called “Da Plane Boss” which I put taks that I want to look at on my weekly plane commute.

:slight_smile: @Alexis , I did indeed notice the question mark. :slight_smile: I tried that as well but the incoming churn of new tasks was still too high.

And definitely regarding working in a company where we all GTD. I found the secret to getting colleagues to do GTD … build your own company! lol.

Thanks for sharing that article as well - it’s one of the better ones I have read on the new way of thinking about contexts. Over the last 7 years my contexts have definitely morphed in this direction. The other thing I realized is I don’t have to have one context per action! For example, I can do @Office or @Calls if there’s a colleague I need to speak to. This makes it easier to ‘snack’ on my lists when I get a ‘extra’ time to get stuff done. No matter the context, I do see everything that can be worked on in that context.

Interesting @Jason_Woods! I actually have not thought about that version so many thanks. At the moment, it’s a lot of work to have to add it to each action but I do like the fact I can do it from the inbox. So I see I would be adding the context during my processing such that I only process once. That’s awesome. I am going to work on the “My Tasks” views because I clearly need to use the Projects view but that is now stuffed up with all the other projects. I’ll keep tweaking!

Happy Friday!

@enyonam Watch the Springest video. It gives a good suggestion about creating a project to manage all your projects so you can streamline your project view…

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Thanks @Jason_Woods, will do.

This exchange makes me so happy! :smiley: People helping people. It’s fun to see the community blossom through conversations like these.


I’d love to see this thread (or new threads) get more attention from the community of Asana+GTD loyalists.

I dabbled in GTD years ago (many task managers ago as well) and I am just getting back into it now. It was getting to the point where I would stare at my tasks and projects and have no clue where to start. Just dusting off my GTD knowledge and doing some more reading and workflow tweaking has already shown benefits.

Now, my contribution:

I like the idea of private projects as contexts as mentioned above. Tags are universal and I think they will cause unnecessary clutter for my company (YMMV).

I plan to create saved searches that will act as the additional context lists so I can be smarter about it.

Say I have private projects of: “Calls to Make”, “Emails to Send” and “Office” contexts for example.

Then I can have a saved search called “At Office” that will include all three of those contexts (“Calls to Make”, “Emails to Send” and “Office”) since they can all occur at the office.

I can go into the individual private project contexts depending on my location, access to technology and desire to do work, or I can crack away at the “At Office” saved search that will incorporate all the tasks that I can do.

Does this sound like a step in the right direction? I’m sure some of you are already doing this or something similar.

Looking forward to more discussions on Asana and GTD.


Hi guys and thanks in advance. I looked and found some information about weekly review and GTD, but not my question. In my team we have boards for clients and some tasks get a lot of traffic and others don’t. In GTD part Lance I like to do a weekly review and touch everything. For many tasks, maybe even most, they are already in the right place but some things will get a status change.

If something is lagging and it’s okay then it might get bumped back into the queue.
If something is in the queue but is actually being worked on it might get moved into “in progress” and the like.

So my question is this… If I’m going through maybe 25 tasks on board how can I easily/quickly/maybe visually keep track of what’s been reviewed and what has not (in a given sitting).

The best way to come up with so far were to attach a tag to everything and then remove it as I go so that I can do a search for that tag and see what’s remaining but this is not very good. Suggestions?

parlance not part Lance… damn dictation!

Brand new Asana user, about a year using GTD. I haven’t trialed this extensively, but perhaps making a custom field for context might help?

Otherwise I might create subsections for my Today Upcoming and Later. Or as suggested in another comment, make separate private projects and add the tasks simultaneously to the project that fits the context and the “real” project if there is one that the task belongs too. And favorite those context projects so that they’re easy to find on mobile.

Tags generally don’t work for me, esp on mobile.

I think the way I would do this is:

  1. Select all of the tasks to be reviewed and add a “reviewing” task.
  2. Create a search view that includes all of the tasks to be reviewed (filtering on the tag)
  3. As you review, remove the tag.

I found this recorded webinar walking through how to use GTD in Asana, but Asana’s product interface has changed since it was created

Is there a how to video using the current version of Asana for GTD productivity workflow?

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Hi, I would like to Share an Idea that I Just presented to my (GTD) clients, about “Milestones”, while there are many reasons you can use this, When we have a Task that has more than 3 “Next Actions” its called a Small Project (SP) we create a Parent (as a SP placeholder) and the subs are the Next Actions,

I would recommend marking all “SP (parent) Tasks” as a Milestone to indicate to the team that this is a SP.

Small Project (now marked as Milestone) best practices

  • Assign parent to the person responsible to see this SP done
  • Assign subs to whoever will do them
  • Move it into the “Upcoming” to review once a week. (no date unless it has a real due date)
  • Don’t comment in parent only if it’s related to the SP as a whole, comment directly in the related subtask
  • Don’t complete parent until all subs are complete

@Leiby_Markowitz. That’s a good idea… Have always struggled with small projects to use tasks and subtasks or full blown projects. This is a good way to highlight the difference between just a normal tasks.

Do you use any prefix or suffix to clearly identify it as a SP rather than a normal Milestone?


If I understand good your question before we had Milestones we used to suffix with [SP] like this
“Renovate Conference Room [SP]”

@Leiby_Markowitz. Thanks for that yes that is what I meant…

Thanks again for sharing this with community.


Hi there,
New to GTD and using Asana for a while.
I’m Interested in how people us the Projects menu.

  • Some online vids appear to use waiting + someday + Reference, plus every project. ‘next action’ is therefor the first Section Heading in each Project, and those tasks are therefore actual ‘next actions’ (This seems arduous)
  • Others seem to have Projects listed as tasks in one (individual) waiting + someday + Reference + “Projects” (i.e Project called projects) really that Projects are really first tier Tasks

I’m struggling to know the best way to flag ‘next actions’ over multiple projects and have a reliable projects list. i.e. Projects don’t move to ‘waiting for’, only tasks can…

any thoughts would be greatly appreciated.