GTD × Email Memo
Practice Getting Things Done
with Simple Memo
Email memo is the perfect GTD "Capture" tool. ~1-second launch, one-tap send — nothing escapes before the idea evaporates. Your email inbox becomes your GTD inbox.
What is GTD (Getting Things Done)?
GTD (Getting Things Done) is a productivity methodology developed by David Allen, first published in 2001. Built on the principle of "getting everything out of your head," it manages tasks and projects through five phases: Capture, Clarify, Organize, Reflect, and Engage.
GTD addresses a fundamental problem: uncompleted tasks stay in your head, consuming mental resources. This Zeigarnik effect is resolved by GTD's core practice — moving all open loops into a trusted external system. Once captured reliably, your brain stops trying to remember them.
The most important — and most neglected — GTD phase is Capture. Ideas must be recorded the moment they appear. "I'll write it down later" almost always means it's gone forever. GTD's effectiveness depends entirely on making capture as frictionless as possible.
Why Email Memo is Perfect for GTD
Simple Memo's email-based approach solves GTD's capture problem in three fundamental ways.
GTD × Email Memo: 5-Step Implementation
Here's exactly how to implement each GTD phase using email memo.
- Capture — Send memos the instant ideas arise In a meeting and remember "I need to confirm X with Y"? Open Simple Memo and send immediately. Reading on the train and spot a useful idea? Send it. Before sleep and thoughts won't stop? Send everything. "I'll remember it later" is never acceptable in GTD.
- Clarify — Process your inbox at a fixed time daily Open your email inbox at a set time each day (recommended: before starting work or after finishing). Process each memo email one by one. Ask: "Is this actionable?" If yes, decide the concrete next action. For anything under 2 minutes, do it immediately and archive. No half-decisions — every item gets a destination.
- Organize — Use labels to implement GTD lists Label clarified items by type: @Next for items you can start immediately, @Waiting for things awaiting someone else's response, @Someday for future possibilities, @Reference for information you may need. Create project labels for any goal requiring more than one step.
- Reflect — Weekly Review every week without fail Set a recurring weekly slot (Friday afternoon works well). Review every @Next item — complete, delete, or update. Scan @Someday and promote anything relevant to @Next. Check @Waiting items and send follow-up emails as needed. End every week with an empty inbox.
- Engage — Choose the best action for this moment Select from your @Next list based on current context: location, available time, energy level, and available resources. Complete the action and archive the email. Your inbox should only ever contain unprocessed items.
Recommended Gmail Label Setup
Recommended label structure for GTD × email memo. Combined with Gmail filters, you can automate initial sorting.
Real Scenario: A Day of GTD × Email Memo
8:45 AM On the morning commute, remembers "Q1 report needs social media data." Opens Simple Memo, types "Q1 report — add social data @Next," sends. Done in 10 seconds.
9:00 AM Arrives at office. Inbox shows 3 memos from last night and 1 from this morning. Processes each: "Ask Sarah to review proposal" → apply @Waiting, send the actual email. "New feature idea" → @Someday. "Q1 report — social data" → @Next.
2:30 PM In a meeting, notices "Competitor A's campaign uses an interesting tactic." Pulls out phone, sends memo instantly. Capture complete without interrupting the meeting flow.
6:00 PM 10-minute inbox processing before leaving. Updates tomorrow's priority task list from @Next items. Leaves with inbox zero.
Friday 5:00 PM 30-minute weekly review. Check every @Next item. Promote "New feature idea" from @Someday to @Next for next week's brainstorm. Send follow-up for @Waiting proposal review — still no response after 3 days.
FAQ: GTD × Email Memo
Can email really work as a GTD inbox?
Absolutely. David Allen's GTD system allows any inbox format — physical or digital. Email is already central to most people's workflow, making it a natural GTD inbox. The key is treating it as a staging area for processing, not a storage system for finished items.
How do I use Simple Memo as a GTD capture tool?
Open the app, type your idea or task, and send with one tap. The note arrives in your email inbox. With ~1-second launch, you can capture anything instantly — in meetings, commuting, or before bed — without disrupting what you're doing.
How do I do a weekly review with email-based GTD?
Once a week, review each label. Archive completed @Next items. Scan @Someday and move anything now relevant to @Next. Check @Waiting items and follow up if needed. The whole review should take 20-30 minutes and leave your inbox at zero.
What Gmail labels should I use for GTD?
The four core GTD labels are @Next (next actions), @Waiting (waiting for someone), @Someday (someday/maybe), and @Reference. Add project-specific labels (e.g., Projects/Website Redesign) for multi-step outcomes.
How does the 2-minute rule work with email memos?
When processing memo emails, if the action takes less than 2 minutes, do it immediately and archive the email. If it takes longer, assign the appropriate label (@Next, @Someday, @Waiting) and add it to your project list. Applying the 2-minute rule also speeds up your inbox processing time.
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