Why I Replaced GTD with a "Just-in-Time" Productivity System

by admin in Productivity & Tools 21 - Last Update November 25, 2025

Rate: 4/5 points in 21 reviews

For years, I was a devout follower of the Getting Things Done (GTD) methodology. I read the book multiple times, set up intricate systems in various apps, and genuinely believed it was the pinnacle of personal productivity. And for a while, it worked. But honestly, I started to notice a creeping sense of dread. The system designed to bring me clarity was becoming the single biggest source of my anxiety. The endless capturing, clarifying, and organizing felt more like work than the actual work I was supposed to be doing.

The breaking point: when the system became the work

I remember one Sunday afternoon, instead of relaxing, I spent four hours processing my inboxes and updating my project lists. I had hundreds of tasks meticulously sorted into contexts and projects, most of which weren\'t relevant for weeks or even months. I had a moment of clarity: I was spending more time managing my productivity system than I was being productive. The cognitive load of maintaining this perfect, all-encompassing digital brain was burning me out. It was a classic case of the tool becoming the master.

The hidden cost of rigid frameworks

What I\'ve come to realize is that hyper-structured systems like GTD can be brittle. They work perfectly until they don\'t. A surprisingly busy week, a vacation, or a period of low energy could completely derail my system, leaving me with a mountain of unprocessed items and a huge sense of guilt. The pressure to maintain the system perfectly was creating a fragile, all-or-nothing mindset. It wasn\'t flexible enough for the reality of my life.

Building my \"just-in-time\" alternative

So, I decided to start over with one core principle: I will only process and organize what I need, just in time for when I need it. I stopped trying to build a perfect map of my entire life and instead focused on having a reliable compass for the week ahead. It\'s a fundamental shift from \'organize everything now\' to \'clarify what\'s relevant now\'.

The simple capture habit

My capture process is still sacred, but it\'s much simpler. Everything—ideas, tasks, notes—goes into a single, unstructured digital inbox. I don\'t sort it. I don\'t tag it on the fly. I just dump it in and trust that it\'s safe. This takes seconds and removes all friction.

The weekly \"just-in-time\" review

This is where the magic happens. Every Monday, I look at my calendar for the week and my primary goals. Then, and only then, do I scan my inbox and my \'Someday/Maybe\' list. I only pull out the tasks and information that are directly relevant to making this specific week a success. Everything else stays put. My weekly to-do list is now short, relevant, and achievable, not a monolithic list of every commitment I\'ve ever made.

The unexpected benefits of this simpler approach

The biggest change has been a dramatic reduction in anxiety. I trust that everything is captured, but I\'m not burdened by seeing tasks that aren\'t relevant for another three months. My focus has sharpened because my working list only contains the essentials for the present moment. This approach is more resilient, too. If I have a chaotic week and miss my review, it\'s not a catastrophe. I can pick it back up easily because the system is small and nimble by design. It finally feels like my system is serving me, not the other way around.

Frequently Asked Questions (FAQs)

What is a "just-in-time" productivity system?

It's an approach where you only process and plan tasks as they become relevant for the immediate future, like the current week. Instead of maintaining a complex system of all possible future tasks, you pull in work 'just in time,' which significantly reduces cognitive load and anxiety.

Is this system better than GTD for everyone?

In my experience, no single system is perfect for everyone. GTD is incredibly powerful for those who thrive on comprehensive structure. My 'just-in-time' approach is better suited for individuals who find rigid frameworks create stress and prefer a more fluid, adaptable method that's easier to maintain.

How do you avoid forgetting important long-term tasks?

I keep a separate, very simple 'Someday/Maybe' list that is not part of my active system. I only review it periodically, perhaps once a month or quarter. The key is to separate long-term, non-urgent items from your daily and weekly workspace to keep your focus sharp.

What tools are required for this system?

The beauty of this method is that it's tool-agnostic. I personally use a simple digital notes app for my capture inbox and a basic task manager for my weekly plan. However, you could implement the entire system just as effectively with a physical notebook and a pen.

What's the biggest mistake to avoid when trying a "just-in-time" approach?

From my own trial and error, the biggest mistake is not having a 100% reliable capture habit. If you don't trust that every single idea and task is being captured into one place, your brain will never relax. The capture process must be frictionless and completely trustworthy.