Ep: 368: How Long Should Your Lists Be?

Jun 24, 202620 min

Summary

In this episode of the Getting Things Done podcast, hosts John Forester and Anna Maria Gonzalez address a common frustration among productivity practitioners: the feeling that one’s task lists have become too long. The hosts explain that if a list feels overwhelming, it is often due to a lack of proper categorization or the mixing of incompatible types of items. The discussion emphasizes the importance of maintaining distinct inventories. They explain that projects—outcomes requiring multiple steps—should be kept separate from next actions, which are single-step tasks that can be completed in one sitting. Furthermore, the hosts clarify how to manage "waiting for" items and "someday/maybe" lists. A key insight offered is that the "weekly review" serves as the critical success factor for system maintenance. By carefully deciding which outcomes truly require regular review, individuals can reduce clutter and anxiety. The episode also explores the nuances of "incubating" tasks versus scheduling them, providing listeners with a clear framework for organizing their commitments. Ultimately, the hosts advocate for disciplined categorization, which they argue is essential for both psychological ease and effective personal management.

Updated Jun 25, 2026

Business Education Productivity Time Management Professional Development Goal Setting Workplace Efficiency

Topics

Incubation and Someday Maybe Lists

About This Episode

In this recording of our Long Lists webinar, we had a lively discussion about how lists get to be long, how long they "should" be, what lists to review when, and how to narrow your focus on any given day.

This audio is one of many available at GTD Connect, a learning space and community hub for all things GTD. Join GTD practitioners from around the world in learning, sharing, and developing the skills for stress-free productivity.

Knowing how to get the right things done is a key to success. It's easy to get distracted and overwhelmed. Stay focused and increase productivity with GTD Connect—a subscription-based online learning center from the David Allen Company. GTD Connect gives you access to a wealth of multimedia content designed to help you stay on track and deepen your awareness of principles you can also learn in GTD courses, coaching, and by reading the Getting Things Done book. You'll also get the support and encouragement of a thriving global community of people you won't find anywhere else.

If you'd like to try GTD Connect free for 14 days, read on for what's included and how to get your free trial.

During your 14-day free trial, you will have access to:

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More Episodes

Ep. 369: How Do You Choose What to Do?

Jul 1, 202629 min

Summary

In this episode of Getting Things Done, hosts David Allen and Ana Maria Gonzalez explore the practical challenges of choosing how to spend one's time. Moving beyond the common misconception that the engage step is purely about active work, they emphasize that being appropriately engaged can also include reflection, rest, or simply doing nothing. The conversation focuses on the threefold nature of work: predefined work, unplanned work, and defining work. The hosts explain that while priorities often feel like a point of confusion, they are actually something people already possess based on their values and life circumstances. They advocate for a foundational model to navigate daily decisions, highlighting context (where you are), available time, and resources (energy levels) as the primary criteria for selecting next actions from a list. By consistently maintaining their system through regular weekly reviews and staying aligned with higher-level horizons—such as roles, goals, and personal principles—practitioners can gain the clarity needed to make these decisions intuitively. Ultimately, the episode serves as a guide for building a trusted system that allows individuals to spend their time with confidence and purpose.

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