Workflowy is like a magic notebook with no pages to lose. It is simple. It is fast. It can also run your whole life if you set it up with GTD, also known as Getting Things Done.
TLDR: Use Workflowy as one clean command center. Create lists for Inbox, Next Actions, Projects, Waiting For, Someday, and Reference. Capture everything first, then sort it later. Review it every week so your brain can relax and stop juggling flaming pineapples.
What Is GTD, in Plain English?
GTD is a simple productivity system by David Allen. The main idea is this: your brain is for having ideas, not for storing them.
When a task pops into your head, you capture it. Then you decide what it means. Then you put it in the right place. Later, you do it at the right time.
That is it. No wizard robe needed.
Workflowy is great for GTD because it is built around lists. You can zoom into any bullet. You can tag items. You can move things around quickly. It feels light, but it can hold a lot.
The Basic Workflowy GTD Setup
Start with one main bullet called GTD System. Under it, create these sections:
- Inbox
- Next Actions
- Projects
- Waiting For
- Calendar
- Someday Maybe
- Reference
- Weekly Review
This is your home base. Keep it simple. Do not build a productivity spaceship on day one. Spaceships are hard to park.
1. Inbox: Catch Everything
Your Inbox is where random thoughts go. Big tasks. Tiny tasks. Weird ideas. Book titles. Gift ideas. The name of that one sauce you liked.
Do not sort while capturing. Just throw it in.
Examples:
- Buy printer paper
- Email Sam about budget
- Plan birthday dinner
- Research standing desks
- Fix squeaky door
The Inbox is not a task list. It is a landing pad. If you try to work from it, it becomes a swamp. Friendly swamp, but still a swamp.
2. Clarify: What Is This Thing?
Once a day, or every few days, process your Inbox. Look at each item and ask:
- Is this actionable?
- If yes, what is the next physical action?
- If no, should I delete it, save it, or move it to someday?
If the task takes less than two minutes, do it now. This is the famous two minute rule. It is tiny but powerful. Like a productivity hamster.
If it takes longer, move it to the right list.
3. Next Actions: The Do List
Next Actions is where real tasks live. These are the next visible steps you can do.
Do not write vague tasks like:
- Website
- Taxes
- Garage
Your brain sees those and says, “Nope.”
Write clear actions instead:
- Draft homepage headline
- Find tax receipt folder
- Put old paint cans in box
You can organize Next Actions by context. Context means where or how you can do the task.
- @computer
- @phone
- @home
- @errands
- @office
- @energy low
Workflowy tags make this easy. Add tags to tasks. Then search or click a tag to see only those items.
4. Projects: Anything With More Than One Step
In GTD, a project is any outcome that needs more than one action. This sounds fancy. It is not.
“Clean kitchen” can be a project. “Launch podcast” can be a project. “Plan vacation” can be a project. “Become a calm person who drinks tea near a window” might also be a project.
In Workflowy, create a bullet under Projects for each project.
Example:
- Plan vacation to Rome
- Pick travel dates
- Check flight prices
- Ask Jamie about hotel budget
- Make list of places to visit
Every active project should have at least one next action. If it does not, it is sleeping. Wake it up during your weekly review.
5. Waiting For: Your Gentle Nag List
Waiting For is for things other people owe you. This list prevents awkward memory gymnastics.
Use it like this:
- Waiting for Anna to send contract
- Waiting for package from office supplier
- Waiting for Mike to confirm dinner time
Add dates if useful:
- 2026 07 23 Waiting for Lee to review proposal
Then check this list during your weekly review. If needed, send a polite follow up. Not a dragon email. Just a normal human email.
6. Calendar: Use It for Hard Dates Only
GTD is strict about calendars. Put only date specific things there.
Good calendar items:
- Doctor appointment at 3 PM
- Team meeting on Tuesday
- Submit report by Friday
Bad calendar items:
- Work on book
- Be productive
- Maybe clean closet
You can keep a simple Calendar section in Workflowy. Or use Google Calendar, Apple Calendar, or another calendar app. Workflowy does not need to do everything. Let each tool do what it does best.
7. Someday Maybe: The Idea Playground
Someday Maybe is for ideas you do not want to lose, but do not want to do now.
Examples:
- Learn Italian
- Start a tiny herb garden
- Write a guide about coffee
- Visit Japan
- Build a backyard pizza oven
This list is fun. It keeps dreams safe without turning them into pressure. Not every idea needs a deadline. Some ideas just want to wear sunglasses and hang out.
8. Reference: Store Useful Stuff
Reference is for information, not actions. Put notes here. Store links. Save checklists. Keep templates.
You might create sections like:
- Recipes
- Meeting notes
- Travel info
- Work procedures
- Book notes
- Home maintenance
Workflowy is excellent at reference because you can nest bullets forever. But be careful. Infinite nesting can become a cozy cave. Visit the cave. Do not live there.
9. Weekly Review: The Secret Sauce
The weekly review is what makes GTD work. Without it, your system becomes a dusty attic full of good intentions.
Set a time once a week. Friday afternoon works well. Sunday evening works too. Pick a time and protect it.
Use this checklist:
- Empty your Inbox
- Review all Next Actions
- Check each Project
- Make sure every project has a next action
- Review Waiting For
- Look at upcoming calendar items
- Scan Someday Maybe
- Clean up old or weird bullets
The goal is not perfection. The goal is trust. You want to trust that your system knows what is going on.
Helpful Workflowy Tips
Here are a few small tricks that make a big difference:
- Use tags. Tags help you filter tasks fast.
- Use mirrors. Workflowy mirrors let one item appear in more than one place.
- Use dates. Add simple dates to tasks that need timing.
- Star your GTD home. This gives you quick access.
- Keep names clear. A task should tell you exactly what to do.
You can also create saved searches. For example, search for @computer when you are at your laptop. Search for @errands before leaving the house. This makes task picking easy.
A Simple Daily Routine
Each morning, open Workflowy. Check your calendar first. Then check Next Actions. Pick a few tasks that fit your day.
Do not pick 47 tasks. That is not planning. That is comedy.
Try this:
- Pick one important task
- Pick two medium tasks
- Pick a few tiny tasks
During the day, capture new thoughts in the Inbox. At the end of the day, move anything obvious to the right list. Keep it light.
Final Thoughts
A good Workflowy GTD setup should feel calm. It should not feel like a second job. Start with the core lists. Capture everything. Decide the next action. Review each week.
That is the whole game.
Workflowy gives you a clean space. GTD gives you the rules. Together, they help you stop spinning and start doing. Your brain gets to breathe. Your tasks get a home. And you get to feel like the boss of your own tiny, well organized universe.