Why I Ditched GTD for a 'Just-in-Time' Productivity System

by admin in Productivity & Tools 15 - Last Update December 5, 2025

Rate: 4/5 points in 15 reviews

Why I Ditched GTD for a 'Just-in-Time' Productivity System

For years, I was a devout follower of the Getting Things Done (GTD) methodology. I read the book, set up my contexts, and faithfully performed my weekly reviews. The promise of a \'mind like water\' was intoxicating. I genuinely believed that if I could just perfect my system, I’d unlock a new level of productivity and calm. But honestly, it never quite clicked. Instead of feeling serene, I often felt burdened by the system itself.

The overwhelming promise of \'mind like water\'

The core idea of GTD is brilliant: get everything out of your head and into a trusted system. By capturing, clarifying, organizing, reflecting, and engaging, you free up your mental bandwidth to focus on the task at hand. In theory, it\'s a perfect loop. I spent countless hours setting up my digital tools to match the GTD workflow, creating lists for @computer, @home, @calls, and so on. At first, it felt incredibly empowering.

Where the system started to leak

After the initial setup honeymoon, I started noticing friction. The act of maintaining the system began to feel like a job in itself. The very structure that was meant to create freedom started to feel like a cage. For me, the breakdown happened in a few key areas.

The problem with rigid contexts

In today\'s world of remote work and powerful laptops, the line between \'@computer\' and \'@home\' is almost nonexistent. My work is fluid, and I can answer an email, pay a bill, and brainstorm a project from the exact same chair. The context-switching required to manage GTD’s lists felt artificial and added a layer of thought I didn\'t need. I was spending more time tagging tasks than actually doing them.

The maintenance trap

The weekly review was the cornerstone of GTD for me, but it was also my biggest source of guilt. If I missed one, the whole system felt out of sync. It could take an hour or more to process my inboxes, review all my project lists, and get everything back in order. This rigidity meant that one busy week could derail my entire sense of control, which was the opposite of the intended effect.

My shift to \'just-in-time\' productivity

My \'aha\' moment came when I realized I was front-loading all the organizational work. I was trying to create a perfect plan for a future that was constantly changing. So, I decided to flip the model. Instead of organizing everything upfront, I would only organize what I needed, right when I needed it. I call this my \'Just-in-Time\' (JIT) system.

It\'s less of a rigid methodology and more of a lightweight philosophy built on a few core principles:

A single \'capture\' list, not an inbox. I have one place where every idea, task, and random thought goes. I don\'t force myself to process it daily. It\'s a holding pen, not a to-do list.
Project-based \'might-do\' lists. For each active project, I keep a simple checklist of potential next steps. They aren\'t formal \'Next Actions,\' just a brain dump of possibilities I can pull from.
A daily \'must-do\' trio. Every morning, I look at my projects and commitments and choose just three critical tasks for the day. This is my entire focus. Everything else is a bonus.
Rely on search, not sorting. I stopped meticulously tagging and filing. Modern digital tools have incredible search capabilities. I can find any note or task in seconds. This eliminated 90% of my organizational work.

Why this works better for me (and maybe for you)

This JIT approach has dramatically reduced the stress and overhead of managing my productivity. It\'s flexible, adapts to my energy levels, and is perfect for a creative workflow that isn\'t always linear. I\'m no longer serving the system; the system is serving me. It’s a reminder that the goal isn\'t to have the most perfectly organized to-do list, but to do the work that truly matters with the least amount of friction.

Frequently Asked Questions (FAQs)

What is the biggest drawback of the GTD method for creative professionals?

From my experience, the main drawback is its rigidity. GTD's structured approach to contexts and next actions can stifle the non-linear, spontaneous nature of creative work, often creating more organizational overhead than a flexible workflow can support.

Is a 'just-in-time' productivity system the same as having no system at all?

Not at all. A 'just-in-time' approach is a minimalist system. It has core principles—like a single capture list and focusing on a few daily priorities—but it prioritizes flexibility and reduces upfront organization in favor of agile, focused action when it's needed.

How do you handle a weekly review in a less structured system?

I've replaced the formal GTD weekly review with a more lightweight 'weekly reset.' I briefly scan my project lists, clear out my digital capture list, and think about my main goals for the week ahead. It's more about reorienting myself than a strict, time-consuming checklist.

What digital tools work best for a 'just-in-time' system?

The best tools are simple and have powerful search functions. I personally lean on minimalist note-taking apps or even plain text files. The goal is to avoid tools that tempt you into building complex systems, focusing instead on quick capture and easy retrieval.

Can someone new to productivity start with a system like this?

Absolutely. In my opinion, starting with a simple, flexible system is often better. It teaches the core habits of capturing ideas and prioritizing tasks without the overwhelming complexity of a full-blown methodology like GTD. You can always add more structure later if you find you need it.