GTD Nirvana A4 PDF

NIRVANA
Setup Guide
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GTD & NIRVANA | SETUP GUIDE
TABLE OF CONTENTS
FOCUS OF THIS GUIDE

WHAT YOU CAN EXPECT FROM THIS GUIDE
1 FOCUS OF THIS GUIDE
UNDERSTANDING THE GTD BEST PRACTICES ®
AN OVERVIEW OF THE KEY BEST PRACTICES OF THE GTD METHODOLOGY

2 WHAT IS GTD?
2 GTD’S FIVE STEPS OF MASTERING WORKFLOW
2 THREE STAGES TO INTEGRATING GTD
3 THE GTD WORKFLOW MAP
APPLYING GTD TO NIRVANA ®
SETTING UP NIRVANA FOR GTD

PROJECTS, NEXT ACTIONS, WAITING FOR, AND SOMEDAY LISTS
4 THE BASIC STRUCTURE
4 LINKING PROJECTS TO NEXT ACTIONS
5 EXPLANATION OF THE COMMON GTD LISTS
16 PARKING FUTURE ACTIONS RELATED TO PROJECTS
18 USING SEARCH
18 SORTING BY AREAS
20 CUSTOMIZING YOUR CONTEXTS
20 MOVING ITEMS BETWEEN LISTS
21 USING FOCUS
22 MARKING ITEMS COMPLETE
(CONTINUED)
© 2018 David Allen Company. All rights reserved. 826-A4 09APRIL2019 gettingthingsdone.com
TABLE OF CONTENTS (CONTINUED)
APPLYING GTD TO NIRVANA (CONTINUED)

22 USING DUE DATES
22 USING THE NIRVANA INBOX
24 THE SCHEDULED VIEW
25 REVIEWING YOUR LISTS
25 SHARING FROM NIRVANA
EMAIL
27 INTEGRATING ACTIONABLE EMAIL WITH NIRVANA
27 GETTING YOUR INBOX TO ZERO
28 TWO OPTIONS FOR MANAGING ACTIONABLE EMAIL
CALENDAR
30 WHAT BELONGS ON YOUR CALENDAR
31 REVIEWING YOUR CALENDAR
REFERENCE
31 USING NIRVANA TO STORE REFERENCE INFORMATION
SHORTCUT KEYS
35 LIST OF NIRVANA SHORTCUT KEYS
CONCLUSION
FINAL THOUGHTS AND NEXT STEPS
36 ADDITIONAL RESOURCES
© 2018 David Allen Company. All rights reserved. 826-A4 09APRIL2019 gettingthingsdone.com
FOCUS OF THIS GUIDE
Our focus with this Guide is to show you how to use Nirvana® for your GTD® workflow. The Guide is packed
with our best practices for configuring and populating Nirvana for your Projects, Next Actions, Waiting For,
Someday/Maybe, and Reference lists. We’ll also cover strategies for managing your calendar and email.
If you are new to Nirvana, this Guide should be an excellent starting point for you to build a solid GTD
foundation for optimizing your productivity. If you already have an established system in Nirvana, use this Guide
as an opportunity to fine-tune or simplify, if you have found you’ve underused or overbuilt your setup.
This is not a technical Guide, nor will it cover all the instructions for how to use Nirvana. We’ll leave that to the
folks at Nirvana to share with you through their excellent support material.
There are many ways you could configure Nirvana for GTD. This Guide focuses on the methods we have found
work well for GTD for a wide range of people. It’s also important to note that no one tool will handle all of your
needs for GTD, including Nirvana. Even with your lists managed in Nirvana, you’ll still have your calendar and
email in other programs.
Whatever configuration you choose in tools like Nirvana, be careful not to overcomplicate it to the point where
you can only maintain it when you are at your peak of mental clarity. It’s too easy to have a complicated system
fall apart when you’re not at your best. Your GTD tools should be complex enough to manage your workflow, but
simple enough that if you were sick in bed with the flu, you could still easily maintain them.
Don’t worry about using every available feature in Nirvana (or any of your tools for that matter). There may be
more offered than you will ever need. Focus on what makes a difference for you. However, we do recommend
the paid Pro version of Nirvana, to take advantage of unlimited projects and lists. Without it, you may find
yourself hampered in being able to truly capture a full inventory of your commitments.
OK…let’s get started!
Be careful not to overcomplicate your

systems to the point where you can
only maintain them when you are
at your peak of mental clarity.
© 2018 David Allen Company. All rights reserved. 826-A4 09APRIL2019 gettingthingsdone.com FOCUS OF THIS GUIDE 1
UNDERSTANDING THE GTD BEST PRACTICES
To get the most out of Nirvana as a tool for your GTD practice, let’s review the fundamentals of the Getting
Things Done® approach, so you understand how the methodology and tools will intersect.
WHAT IS GTD?
GTD is the shorthand brand for “Getting Things Done,” the groundbreaking work-life management system and
bestselling book1 by David Allen, which provides concrete solutions for transforming overwhelm and uncertainty
into an integrated system of stress-free productivity.
GTD’S FIVE STEPS OF MASTERING WORKFLOW

CAPTURE Collect anything and everything that’s grabbing your attention.
CLARIFY Define actionable things into concrete next steps and successful outcomes.
ORGANIZE Sort information in the most streamlined way, in appropriate categories,
based on how and when you need to access it.
REFLECT Step back to review and update your system regularly.
ENGAGE Make trusted choices about what to do in any given moment.
THREE STAGES TO INTEGRATING GTD

1. UNDERSTANDING You understand the distinct differences in the five steps of Mastering Workflow. You understand
a project versus a next action. You know how to transform what you’ve collected by asking the key processing
questions, clarifying what something is, and what you want to do about it.
2. IMPLEMENTATION You have installed at least the basic gear to support your GTD practice, including ubiquitous
collection tools, functioning reference systems for your non-actionable information, and seamless buckets with
“clean edges” for tracking your projects and next actions.
3. BEHAVIOR CHANGE The five steps of Mastering Workflow are second nature to you. You have changed the way
you think and work and are achieving stress-free productivity on a regular basis. When you “fall off” you know
what to do to get “back on.”
This Guide will leap forward to the Implementation stage, by configuring Nirvana as an organizing tool for your
projects, actions, and reference. Success at the implementation stage depends on your understanding of GTD.
If you are committed to GTD and experiencing stress-free productivity, don’t shortchange yourself by skipping the
“Understanding” stage.
1
Getting Things Done: The Art of Stress-Free Productivity; Viking, New York; 2001, 2015 hardback or paperback. Available from booksellers everywhere.
© 2018 David Allen Company. All rights reserved. 826-A4 09APRIL2019 gettingthingsdone.com UNDERSTANDING THE GTD BEST PRACTICES 2
THERE ARE MANY WAYS TO GET A BASIC UNDERSTANDING OF GTD, INCLUDING:
Read or listen to the book Getting Things Done is the essential manual for this methodology (part one is an
excellent overview of the whole game).
Take a course The courses offered by our global partners around the world are excellent primers for understanding
the key steps of Mastering Workflow.
Practice, practice, practice The GTD Workflow Map (shown below) is a fantastic coaching tool for walking
yourself through the core models for capturing, clarifying, organizing, reflecting, and engaging.
THE GTD WORKFLOW MAP
Purpose
Vision
WHAT IS IT?
Goals
Areas of Focus
and Accountability
WHAT’S THE IS IT ACTIONABLE?
DESIRED OUTCOME?
(If multi-step)
PROJECTS TRASH
Recycle, shred, delete
WHAT’S THE
Project Support Material NEXT ACTION? INCUBATE
DEFER IT
(review for actions) Possible
later
For me to do, specific to a action Someday / Maybe lists / folders
REFERENCE
day or time (calendar / tickler) DELEGATE
DO IT
For me to do, as soon as I can Date-specific triggers
(Next Actions lists / folders / trays) If less than 2 minutes
In communication system and being Paper / digital – lists / folders

tracked on Waiting For list / folder
We recommend getting the full Workflow Map, with all of the GTD models, which comes as PDF download.
Visit our online store at gettingthingsdone.com/store to learn more.
© 2018 David Allen Company. All rights reserved. 826-A4 09APRIL2019 gettingthingsdone.com UNDERSTANDING THE GTD BEST PRACTICES 3
APPLYING GTD TO NIRVANA ®
SETTING UP NIRVANA FOR GTD

THE BASIC STRUCTURE
We think Nirvana is a great choice for a tool to implement the lists you’ll need for your workflow because it was
designed with GTD in mind. You will find the key areas recommended in the Getting Things Done book already
built in for you to populate, including:
1. Inbox – Use to capture Mind Sweep2 items still to be clarified

and organized.
2. Next – Use for storing Next Actions, which capture the next physical,
visible activity that progresses something toward completion.
3. Waiting – Use for storing items you are waiting for a response from
someone or something else.
4. Scheduled – A view for items scheduled to start at a later date. In GTD,

these are considered incubated items, which can be stored in Nirvana
in the Scheduled view or on your calendar as a day-specific action.
5. Someday – A place to organize projects and actions you are

committed to review consistently, for potential action at a later date.
6. Focus – Used sparingly and kept current, the Focus view can
be an effective way to see items due today (or overdue), as well
as specific items you choose to focus on.
7. Projects – Any multi-step outcomes that can be completed within

one year.
8. Reference – Information to file/save, for potential use in the future.
9. Tags – A way to view your information by areas (such as personal,

professional, areas of responsibility), contacts (people), and labels
(next actions by context).
LINKING PROJECTS TO NEXT ACTIONS

One of the awesome features of Nirvana for your GTD implementation is the ability to link projects to their
related next actions. Not many software apps do this as easily or elegantly as Nirvana.
2
For more on the Mind Sweep process, read the Getting Things Done book or listen to the GTD Public podcast at gettingthingsdone.com.
© 2018 David Allen Company. All rights reserved. 826-A4 09APRIL2019 gettingthingsdone.com APPLYING GTD TO NIRVANA 4
Not every next action will be related to a project, but when it is, rest assured that Nirvana will make it easy
to link them together. You’ll be able to create an action and choose a project to link or open the project and
create or see all of the related next actions. We’ll explore this in more detail and show examples later in the
Guide, starting with the Agendas section.
EXPLANATION OF THE COMMON GTD LISTS

PROJECTS
In Nirvana, use the Projects section to track each of your projects.
PROJECTS The Projects list tracks any of your desired outcomes that require more than one action step
to complete, which you expect to be done over the next 12 months. Projects should always have a defined
endpoint.
To create a new project, use the keyboard shortcut P, or go to New Item > Project:
You can also create new entries by enabling Rapid Entry under Nirvana Preferences, or it can be turned
on using Shift + E.
To view all projects, click on the header in the left navigation pane for Projects.
To view individual projects, click on the project name in the left navigation.
Any notes you have about the project, also known as your project plans/project support, can be added to the
Notes field for each project on the list. While this Notes field may not be robust enough to capture all of your
project details, and it may not make sense to transfer everything to this location (such as all of the emails also
related to the project), it will be useful for quick bullet lists of notes, files, milestones, and “future” actions you
want to capture. The current next actions and waiting fors for the project are not tracked in this Notes field but
on those Next Actions lists.
Example of project support/plans/notes in the Notes field of a project:
If you want your notes to appear as a checklist, start each note with a hyphen followed by a space. After you
Save Changes, the checklist will appear when you expand the note from the Projects view by clicking on the
notes icon to the right of the project, or switch to show notes in full view in the top-right corner.
Remember, the recommendation is that project support only holds future actions, project plans, notes, and
support material. Current next actions on a project are instead tracked under the correct context list.
We recommend always using the project type parallel, which means you can add many next actions that can
be done in parallel. Sequential is not recommended, as it assumes you only have one next action at a time and
know exactly the path your project will take, which is highly unlikely.
If the project has a hard due date, assign one. We talk more about due dates later in the guide and some of the
risks of adding them to all entries.
NEXT ACTIONS
In Nirvana, use the Actions > Next section to track your Next Actions lists.
Use Tags > Labels to organize lists by context (Agendas, Anywhere, Calls, Computer, Errands, Home, Office).
Organizing your next actions by context is recommended in GTD because when you are choosing what to do,
context will always be your first limitation. For example, if you are at work, you don’t want to be seeing (and
having to take the time to skip over) actions that require you to be at home to do. Contexts should map to the
people, places, and tools you need to get work done. You can always go back to customize these later, after
you’ve experimented, to discover what works best for you. We encourage you to give these lists some time,
especially if the concept of sorting by contexts is new to you.
Use the keyboard shortcut X to create a new Next Action entry, or go to New Item > Action. You can also create
new entries by enabling Rapid Entry under Nirvana Preferences, or it can be turned on using Shift + E.
AGENDAS This list tracks the topics and agenda items for people you interact with regularly. For example, if you
have a standing meeting with a particular team, and want to capture agenda items to bring up at the next
meeting, this is the place to capture them. The Agenda list is not for tracking next actions that you need to take
related to that person or team (for example, a call you need to make to that person, which would instead go on
your “Calls” list). Once you’re on the call, you may refer to the Agenda list for that person, but it’s the Calls list
that is triggering the action to make the phone call, not Agendas.
You could easily have half a dozen people and meetings that you are tracking through Agenda lists—your direct
reports, your boss, your assistant, your spouse, the weekly staff meeting, the monthly board meeting, etc.
THREE OPTIONS FOR CREATING AGENDAS

We will be using labels (a view within Tags menu) to create all of your Next Actions lists in Nirvana, starting with
Agenda items.
There are three different ways we recommend for creating Agenda lists in Nirvana. Please read through all three
options described below, before setting up your Agenda lists, so you can gauge which option(s) will work best
for you.
1. Create agenda lists for each person/team under one Agendas List
To create a new Agenda item, use the keyboard shortcut X or N to create a new Action, or go to New Item >
Action. Add the name of the person in the To Do field. Assign the label agendas by clicking on the arrow to the
right of the Tag field and choosing the label from the list. Agendas is already pre-populated for you as a label
in Nirvana. (If you don’t have this label and need to add it, click on Manage Labels in the drop down, or exit this
new To Do window and use the keyboard shortcut G to open the Manage Tags window, then click on the Labels
tab and add a new label called Agendas.)
Or, if you type the first few letters of the label in the Tag field, Nirvana will offer suggestions for existing labels
with those letters. If you type the name, be sure you type it exactly as it already exists, including case, or Nirvana
will create a duplicate label (Agendas and agendas will become two different labels). It’s very easy to do this
by mistake, so be sure to get familiar with how your labels are spelled. By default, the labels built in to Nirvana
are all lower case.
The GTD labels pre-built into new installations of Nirvana:
To capture specific items for that Agenda list, enter those in the Notes field. The entry will remain static, as long
as you need agenda items for that person, whereas the Notes field will be dynamic, as your agenda topics for
them change. For example:
Unfortunately, there is no way to upload files or documents to this Notes field, but you can paste links
to documents stored outside Nirvana, and the links become clickable. To turn the text in your note into
a checklist with boxes next to each item, start each word with a hyphen then space. After you click Save
Changes, the note will be viewable as a checklist in the Next list view. For example:
2. Create agendas items for each person/team as separate entries under one Agendas List
Another way to add Agenda items is as individual list entries, starting with the person’s name. For example:
Some people like this option for its flexibility in quickly adding new agenda items without having to navigate
to the Agenda list and Notes field for a particular person. You can also easily drag and drop items to other
lists (such as Waiting or Someday), which is not possible with items captured under the Notes field in the first
example (you would need to copy/paste instead).
However, the downside with this option is that your agenda items will be dispersed among a potentially very long
Agendas list and you’ll have to manually move entries to get Nirvana to group items by person.
3. Create a list for a person or team

Some people have so many items for just one person or team that they create an entire list for them, rather than
park them as an entry under the Agendas list. For example, if David were your boss and you often have a large
volume of agenda items to track, you might create a list (i.e., label) dedicated to David:
Just be careful you don’t create so many lists (labels) that it becomes difficult to find what you need and keep
them current.
Remember, Agendas are for standing items to discuss or bring to a meeting. They are not where you would
go to be reminded of a next action you have related to that person. For example, if you needed to pull together
some SEO figures for the next marketing meeting (which is also an agenda item), this list would not be your
reminder to do that, something like your “Computer” list would be.
Linking Actions to the Related Project
One more field to be aware of, when creating new To Dos, is the related projects. Every project will have next
actions, but not every next action will be related to a project. When creating a new To Do, leave the project
field as Standalone if there is no related project, or if there is a related project, select it from the drop-down
under Standalone > Active Projects.
If assigning time or energy will enhance your productivity, do that. If they feel more like a nice to have, ignore
them. Remember, keep your system simple enough that you could maintain if you were sick in bed with the flu.
If you have a hard due date, assign it. We talk more about the due date field later in the guide, and how to best
use it.
ANYWHERE An action that can be accomplished without any restriction about where it’s done would go on this
list. Notice in the example below that all the next actions on this list start with a verb. That is the recommended
best practice for all of your next actions entries so that when it comes time to choose what to do, you’ve already
done the thinking about what your action is.
CALLS Place reminders of calls you need to make on this list if they can be made from any phone. If a call
requires a specific location instead (like home or office), we recommend putting the action in one of those lists
instead. If the phone number is not already in your contacts, then add it to the description, so you’re ready
to go when you’re available to make the call.
COMPUTER If the action requires a computer (e.g., emails to send, documents to edit or draft, spreadsheets
to develop, websites to visit, data to review), add it to this list. This list then comes into play whenever you are
at your computer(s) with any discretionary time. Even if you only have a computer in the office, it’s still
convenient to have this list separate from your Office list of things to do, because you wouldn’t need to look
at this list when you are looking for non-computer things to do. Some people with a high volume of email like
to create a list just for email next actions, such as Computer-Email.
ERRANDS This holds reminders of things that you need to do when you are “out and about” (e.g., take something
to the tailor, buy something at a store). If you are likely to think of more than one thing to do or get at one
of those locations (like the pet store), you can make “Pet store” the Subject and put your running list of things
to get/do there in the Notes field.
If you travel quite a bit for work, you might consider having two errands lists—one for things you could do anywhere,
in any city, and one for errands that need to be completed where you live.
HOME This list is for next actions that have to be done in your home space (e.g., gather tax receipts, repair the
cabinet door, organize old hard copy photos).
OFFICE These are the next actions that require you to be at your office, such as calls that you have to make
from your desk because of the materials or equipment you need for the call, purging old printed files, scanning
documents on the office scanner, etc.
Sorting Next Actions

Once you’ve populated your lists, you will see all actions under the Actions > Next view.
To sort by context, click on a tag at the top of the list to see only actions for that tag.
Another way to add items to your list, without having to add the context label, is to sort by that label, then use
the keyboard shortcut X. A new entry window will open with that context already assigned.
You can also change the view of Next Actions by right-clicking on the Next view and choosing one of the
three options:
WAITING FOR
In Nirvana, use the Actions > Waiting area to track your Waiting For items.
Use the keyboard shortcut W to create a new Waiting For entry, or go to New Item > Waiting.
WAITING FOR This list keeps track of all the actions, projects, and deliverables that you want to happen, but which
are someone else’s responsibility. It could be something you’ve ordered that hasn’t come yet, something you’ve
handed off to your assistant for which you’re waiting on a response, or something your boss is finding out before
you can move forward on a key project.
1. Use the keyboard shortcut W to create a new entry. In the subject line add what you are waiting on and the
date you started waiting, which can be helpful when deciding when it’s time to follow up again if they have not
responded.
2. Next, assign a contact tag. If you don’t assign a contact tag, it will default to the tag name “Someone.”
The benefit of having the assignment of a contact tag is that you can then search across all of your lists for
items assigned to that tag.
Click on Waiting For Someone field > Waiting > select a current contact tag or create a New Contact tag if it
doesn’t exist.
3. Click Save Changes to save the entry and return to the Waiting For list. Your entry will appear with the
assigned tag, description of the item, and the date you started waiting:
Your list of Waiting Fors will look like this:
If you don’t assign a contact tag and let the entry default to Someone, be sure to then add the name of who you
are waiting on to the description to make it useful (e.g., Bart’s Books example above).
If you are just starting with Nirvana and don’t have any pre-built contact tags, we recommend going to the
Manage Tags window (shortcut G > Contacts tab > New Contact) and creating the most common ones you
think you will need all at once (boss, coworkers, spouse, partner, kids, lawyer, stores, etc.). This will save you
time down the road.
The Waiting For list should be reviewed as necessary (at least once a week in the Weekly Review), triggering
appropriate actions on your part to follow up, encourage forward progress, or just check the status.
SOMEDAY/MAYBE
In Nirvana, use the Actions > Someday area to track your Someday/Maybe items.
SOMEDAY/MAYBE These are the things you might want to do at some point in the future, but with no commitment
to move on them at present. They could represent next actions or projects that were current at one time or not.
Many people find they triage things onto and off the Someday/Maybe list when their priorities shift. Your only
commitment to items you put on the Someday/Maybe list is that you will review the choice regularly in your
Weekly Reviews. That should give you the freedom to capture onto this list without the stress of feeling like
you’ve made a commitment you may not have the resources to take on.
Use the keyboard shortcut Y to create a new Someday/Maybe entry, or go to New Item > Someday.
PARKING FUTURE ACTIONS RELATED TO PROJECTS
In our experience, it rarely works to have future actions buried among current next actions–or vice versa–current
next actions buried among future actions (also called project support). There should be clean edges between
the two. Your Actions > Next lists are for current next actions only. For example, the Tahiti project has four
current next actions assigned to contexts and one waiting for.
One simple way to handle future actions for the project is to incubate them in the Notes area of the project
until they are ready for possible action. If one becomes active, copy and paste the text into a new Action with
a context tag or Waiting For.
A second option for handling future actions related to projects is to create the action, assign it to a project,
but don’t assign a context tag. Then they will appear as an action for the project, but lack of assigned context
tag will tell you it’s not ready for action yet. You would only assign a context tag when it becomes a current next
action you can move on.
A third option is to turn on the Later list under Nirvana preferences (shortcut ,) and assign the action to the
Later state. You will still assign it to the related project, but the Later list will incubate it for you until you’re ready
for action.
The Later list can also serve to stage projects on hold that aren’t current, but aren’t Someday/Maybe either.
Experiment to see which option works best for you for managing project support—and maybe you will handle
project support one way for one project and another for a different project. Just make sure any method(s) you
choose are leakproof and easy to maintain. And, don’t expect to have project support for every project. There
may be projects where all you know is the project outcome and the very next action. That’s OK too!
Rest assured, the Weekly Review is what ties the whole thing together, ensuring that you have actions on all the
active parts of your projects on a consistent basis, primarily based on those incubated future actions and project
support materials, so you can trust that what you are choosing from your Next Actions list is current. You’ll find
the 11-step Weekly Review checklist in the Getting Things Done book and in our Methodology Guides in our
online store.
USING SEARCH
Search (shortcut key /) is a great way to pull together related information, particularly for projects. Search will
bring results together from text in your entries and tags. If you ever forget to assign a related project to a next
action, but were descriptive in your entry, you’ll get the best of both methods through search.
For example, if you wanted to pull together everything related to the “SEO” project, searching on that keyword
will show you the results of all entries that include that word.
SORTING BY AREAS
Besides contexts and contacts, Nirvana also offers tags for sorting by areas (which are called Areas of Focus3
in GTD). Recent installations of Nirvana come pre-populated with two areas: personal and work. Those may
suffice for you, to simply create a division between your work and home commitments, if needed.
By no means are Areas required for your GTD setup. What you’ve setup so far through the suggestions in this
Guide will give you a solid GTD foundation to work from in Nirvana. We’ve seen many GTD practitioners in many
tools overcomplicate their system by creating too many Areas. Before you dive into creating area tags for all of
your items, please think carefully about what maintaining this will look like going forward. Sorting your projects
and someday/maybe items by area could be very useful. Sorting all of your next actions by area can quickly
become overwhelming and tedious to keep current. We’ve seen too many people get repelled by their system
because of seemingly useful features like this that become too hard to maintain.
To assign an area tag to a project, click the arrow in the right margin of the entry and choose Areas > then
select tag.
3
See the Getting Things Done book or our GTD Methodology Guides in our online store for more coaching on defining your Areas of Focus.
To assign an area, use the tags field.
Or, you may want to create area tags for specific roles in your work, to see projects by the area it relates to.
For example, if you want to see everything related to your Business Development Area of Focus role, because
that would help drive your decisions about what to work on or for reporting out to others, you could create a tag
for that role.
To create a new area tag, use the keyboard shortcut G or click Manage Areas from the tag selector menu shown
above.
By default, Nirvana shows your data by All Areas:
To view specific projects by specific areas, select an area tag from the drop-down menu:
You can also cycle through viewing your lists by Areas with the shortcut keys Shift + –> or Shift + <–.
Be careful that whatever additional criteria you add for creating new entries, like creating and adding
tags, do not become a burden or requirement. It’s easy to let a feature like tags become unwieldy,
so watch it carefully to ensure it’s helping your productivity and not hindering it.
CUSTOMIZING YOUR CONTEXTS

The lists and context tags we have suggested should serve as a starting point. You may need more of these
or fewer. For example, some people find they want to break out Computer into more specific lists, such as
Computer-Work and Computer-Personal, or a list just for email-related next actions called Computer-Email.
Executive support staff can often use a context called Meetings to Schedule. Or, you may find you don’t want
to use as many contexts for actions and find fewer context tags works better for you.
Be willing to experiment to find the set of lists that you can maintain and gives you the information you need
quickly and easily.
MOVING ITEMS BETWEEN LISTS

When you are working your system, you’ll be moving items between lists frequently. For example, you may have
a next action in your Calls list to make a call. If you reach their voicemail but need to track that the person calls
you back, that item would get reassigned to the Waiting For list.
To change the list assigned to an entry, such as moving a next action to a waiting for, change the Action State
from Next to Waiting and assign a contact.
Or, simply drag it from one list and drop it in another. For example, to move a next action to a waiting for,
drag it from the Calls list to the Waiting For list:
Or, you may have a project that has changed in priority and became a someday/maybe, or vice versa. To change
a project to someday/maybe, click the arrow to the right of the entry and change the Project State from Active
Project to Someday.
USING FOCUS
The Focus view is an option for viewing items due today (and overdue), as well as any items you manually add
to this view. The intention is to aggregate timely items for you.
This is a tricky feature for us to recommend, as we’ve seen people misuse it as the only list they look at, instead
of thorough, conscious reviews of all of their lists. However, we can see this Focus view being useful if you
are making a conscious choice day-to-day about your highest priority items to work on for that day, and then
re-evaluating that list at the end of each day. Where it will deteriorate quickly in value is if you allow items to roll
over from day to day. It should be considered a quick “punch list” for must-do items that you have carefully
chosen to extract from your other lists. It should in no way be considered a replacement for reviewing all of your
lists regularly, as your priorities shift.
Items with a due date of today or earlier (meaning overdue) will automatically appear in this view. You can also
add items individually to Focus by starring them on any other list:
You can also drag items to the Focus view:
To remove an item from the Focus view, click the yellow star to unstar it.
MARKING ITEMS COMPLETE

Many GTD users ask if they should keep or delete completed items from their lists. If you think you’ll ever want
to retrieve the item, we recommend keeping it. Completed items automatically go to Logbook in Nirvana. This
can be useful for year-end reviews when you want to see and acknowledge all of the projects you completed.
You may find this unnecessary though for all of your completed next actions. Trust that you know best about
what would be useful for you to keep. As David Allen says, “When in doubt, keep it. When in doubt, throw it out!”
The bottom line is that either works if you are making a choice that works for you.
USING DUE DATES

We recommend using due dates judiciously. A quick way to erode trust in your system is to create a pattern
of false due dates, where you are continually questioning what’s a “real” versus “made up” due date, as well
as spending your valuable time changing dates on overdue next actions you thought you would get to. By all
means, if you have a “hard” due date on a project or next action (i.e., something will expire by a specific date),
then add a due date.
USING THE NIRVANA INBOX

The Nirvana Inbox can be used to hold Mind Sweep items that still need to be processed. For example, you may
have a thought or idea while you are working on something else, not know exactly what the next action is yet,
but you don’t want to lose the thought. Adding items to the Inbox stores the idea until you are ready to clarify
it (through the questions on the GTD Workflow Map shown on page 3 of this Guide) to decide what it means
and what you want to do about it. Inbox comes already built into Nirvana as a default list:
The difference with the Inbox versus your other lists is that these items are unprocessed. You still have not
clarified yet what the item is or what you want to do about it. To make the Inbox work, you’ll need to treat items
you create there with the same rigor you would your email and paper Inboxes, meaning, process the items
in this list down to zero on a regular basis.
There are two ways to capture Inbox items:

yy Use the keyboard shortcut I, or go to New Item > Inbox
yy Email Items to Inbox. Your Nirvana account comes with a unique email address for emailing items directly
to the Inbox. To find your unique address, go to My Account in the top-right corner of the app. Under
Creating Tasks Via Email on that page, copy the email address shown and create it as a new contact
in your email address book, such as “Nirvana Inbox.”
When you send emails to your Nirvana address, the email subject becomes the name of the Inbox item, and
any text in the body of the email will be saved in the Notes field. Attachments are stripped (at this time). It is
not possible to send items directly to other lists or add tags, but it will be a fast way to send Mind Sweep items
to the Inbox. Inbox items can be sent from any email address, as long as you know your unique Inbox address.
In Nirvana, your Inbox view appears like other lists, although these are items that still need to be clarified and
organized. Once you’ve done the thinking about what the item is and what you want to do about it, edit the
subject line and change the State to Action, Waiting, etc.
Example of a Mind Sweep item in the Inbox:
After clarifying and ready to be moved to an Action list:
As soon as you click Save Changes, the item will move out of the Inbox and to the list you assigned.
THE SCHEDULED VIEW

Scheduled is a view for items scheduled to start at a later date.
In GTD, actions that will start in the future are considered incubated items, which can be stored in Nirvana
in the Scheduled view or on your calendar as a day-specific action.
If you use Nirvana for this, when the scheduled start date arrives, the action is automatically moved from
the Scheduled list to the Next list and added to the Focus view.
For example, if you wanted to water the plants, you could schedule the action and add a tag for Home list.
When the date comes, it’s moved to the Next list and the added to the Focus view.
If you instead choose to use your calendar for this, you would add the entry as an untimed, all-day event.
We talk more about calendar best practices later in the Guide.
Another feature under Scheduled is to create recurring actions. Again, you could use your calendar for these
types of actions, but if you want to use Nirvana, choose a recurring date pattern under the Scheduled menu.
For example, if you wanted to wash the car every Saturday, here’s how that would be setup in Nirvana:
REVIEWING YOUR LISTS

On a daily basis, we recommend reviewing your calendar, any chance you get. Then, as often as you can
and need to, review your Next Actions lists (such as Calls, Computer, etc.). On a weekly basis, in your Weekly
Review, we recommend reviewing your calendar and all of your actionable lists in Nirvana, including Projects,
Next Actions, Waiting For, and Someday/Maybe lists. This will be valuable time spent to acknowledge what
you’ve completed, capture any new next actions, and ensure each project is moving forward.
SHARING FROM NIRVANA

Nirvana isn’t just for managing your workflow; you can also use it for sharing your list data with friends, family,
and coworkers through email. While the sharing feature in Nirvana is not a true collaboration tool (it’s really more
for sharing simple text), and is very basic in functionality, here are some practical uses:
yy Sending a colleague a project on your list, with related project notes
yy Sending an errand list item to your partner/spouse/roommate to handle
yy Sending your admin your agenda entry for them to prepare for the next 1:1
To share an item on a list:
1. Click the drop-down arrow icon to the right of any item
2. Choose Email this…
The text of the entry will be copied to a new email:
EMAIL
INTEGRATING ACTIONABLE EMAIL WITH NIRVANA
The master key to managing email is the most difficult habit for many to change—working from a regularly
empty inbox.
It takes less mental effort to operate from a zero base than to leave anything sitting in the inbox. That doesn’t
mean that the inbox in email is kept at zero—just that it gets there on some regular basis. The problem is that
most people do not have a system for managing their emails beyond the inbox area, so if they can’t move on
or finish dealing with the email right then, they will leave it in the inbox as the safest place.
GETTING YOUR INBOX TO ZERO

Getting your inbox to zero means you have decided what each email means and what you want to do about it.
Using the questions from the GTD Workflow Map you would ask:
WHAT IS IT?
IS IT ACTIONABLE?
NO Is it trash, to file as reference, or to incubate (add to your Someday/Maybe list, calendar,
Tickler/Bring Forward file 4)?
YES What’s the next action?

Do now, delegate to someone else, or defer to do myself later?
Do it now If it takes less than 2 minutes, handle it in the moment.
Delegate it If you need to track this getting completed, track the waiting for reminder in your
@Waiting For folder in email or Waiting For in Tasks.
Defer it If you need to do it later, track the action reminder in @Action folder in email,
Calendar, or on a Next Actions list.
If multiple actions, what’s your desired outcome? Track that outcome on your Projects list in Nirvana.
We recommend getting your inboxes to zero daily, or at least once a week in your Weekly Reviews.
4
For more information on using a Tickler/Bring Forward file, see the Getting Things Done book.
TWO OPTIONS FOR MANAGING ACTIONABLE EMAIL
OPTION ONE: USE THE EMAIL AS THE REMINDER
Create @Action and @Waiting For email folders in your email program and use them as an action list. You would
not also put those reminders on your calendar, or Next Actions or Waiting for lists in Nirvana—the email itself
would be the only reminder. That means you need to scan these folders with as much discipline as you would
your lists and calendar, for reminders of your commitments. The @ symbol is a trick to push these folders to the
top of your email structure for easy access. If the @ symbol does not work in your email program, try a hyphen.
People often like this option for the quick win it gives in getting your inbox processed to zero. The downside
with this option in email is that you have no place to capture the next action or due date that’s associated with
that actionable email. So, you’ll inevitably be doing some “re-deciding” about emails you’ve already processed
if the next action is not apparent in the subject line.
OPTION TWO: USE YOUR LISTS IN NIRVANA OR YOUR CALENDAR AS THE REMINDER
Create @Action Support and @Waiting For Support folders in your email program to hold emails that support
actions that are tracked on your calendar, Next Actions, or Waiting For lists. In this case, the folders only serve
as storage buckets to hold the information you need to take the action on. You would be reminded of the action
when you review your calendar, Next Actions, or Waiting For lists. It’s one less place to look for actions or waiting
for items, whereas the first option adds an additional location to look for a complete view of your reminders.
People often like this second option because all of your reminders will be tracked in as few places as possible.
To capture the related action or waiting for item in Nirvana, you have two choices before filing the email in the
Action Support or Waiting For Support email folder:
yy Toggle over to Nirvana and create a new Action or Waiting For entry. Some people like to make a note
somewhere within the task entry letting them know where the email is stored (such as “see action support”
or just “AS”).
yy Forward the text of the email to your Nirvana Inbox using your unique Nirvana email address found under
My Account and also described earlier in the Guide. The subject line becomes the title of the entry, so you
can edit before sending to Nirvana to accurately reflect your Next Action or Waiting For, or edit it when
it lands in the Nirvana Inbox, before assigning to a list.
CALENDAR
WHAT BELONGS ON YOUR CALENDAR
Outside of Nirvana, your calendar is a critical component in your system for reflecting the action choices that
need to be done ON a specific day versus those that you see on your Next Actions lists in Nirvana, which can
be done BY a specific day, or on ANY day. Your daily calendar page should represent the “hard landscape” for
your day and will provide a trusted foundation at a glance for moment-to-moment orientation about what’s next.
THERE ARE ONLY THREE THINGS THAT BELONG ON YOUR CALENDAR:

1. TIME-SPECIFIC ACTIONS Things that need to happen on a specific day and time.
Examples:
yy Meetings, appointments, time blocked to work on projects
2. DAY-SPECIFIC ACTIONS Things that need to happen during the day, but not at a specific time.
Examples:
yy A call you have to make before you leave for the day
yy Something that you have to finish and submit by the end of the day
yy An agenda you must cover with someone before they leave the office
3. DAY-SPECIFIC INFORMATION Information you want to know or be reminded of that day—not necessarily
something to do.
Examples:
yy Things that might disrupt your day (server shut-downs, office moves, etc.)
yy External events to be aware of (marathons, elections, heads of state visits, etc.)
yy Activities of other significant people of interest to you (kids, spouses, bosses, assistants, vacations, etc.)
Here is a calendar showing all three types of entries:
REVIEWING YOUR CALENDAR

On a daily basis, we recommend reviewing your calendar for time-specific and day-specific actions, any chance
you get. On a weekly basis, in your Weekly Review, we recommend reviewing your Calendar backward for any
“Oh, that reminds me…” items, and forward for any “I need to start prepping for…” items to capture.
REFERENCE
USING NIRVANA TO STORE REFERENCE INFORMATION
The Reference area in Nirvana can manage a limitless number of potentially useful (and fun!) non-actionable
simple reference lists and checklists that you would not want to combine with your Next Actions lists.
Have you ever…

yy had a wild idea you didn’t know what to do with?
yy wanted to remember the great restaurant you ate at in London?
yy needed to remember all the things to check before you leave on a trip?
yy read something inspirational you wanted to keep and re-read every once in a while?
yy wondered where to put a suggestion about something to do the next time you visit a country?
yy needed to remember everything you need to handle when you put on a special kind of event?
yy wanted to keep track of all the articles, blog posts, or essays you might want to write?
yy wanted to have a list of clients and prospects to review occasionally?
yy wanted a place to keep track of the possible gifts to give special people in your life?
yy needed a place to capture great team building and staff recognition ideas?
yy needed a quick emergency contact list?
Here are some possible new reference lists to try:

yy Checklists (e.g., Weekly Review, Packing, Home Maintenance)
yy Areas of focus
yy Higher Horizons of Focus ® 5
yy Fun
yy Ideas
yy Inspirations and affirmations
yy Great quotes
yy Lists
yy Might like to buy
yy Might like to read
yy Music to download
yy Next time in…
yy Travel
yy Vacation ideas
5
See David Allen’s Getting Things Done or Making It All Work books for more information on Horizons of Focus.
You have a few options for how to set up your reference, depending on your preference, such as:
yy Create each new list as new Reference list (e.g., House Contractors), with individual entries as list items
(e.g., Patrick’s Happy Painting)
yy Create broad main topics as new Reference lists (e.g., House), with individual entries as list items
(e.g., House Contractors), and details in the Notes field (e.g., Patrick’s Happy Painting)
You will likely have a mix of styles, depending on the type of entry. That’s just fine. As we consistently suggest,
be careful to not overcomplicate your system to the point where it becomes unwieldy to find or maintain the
information.
To view all reference lists, click on the header in the left navigation pane for Reference.
Use the keyboard shortcut L to create a new Reference list and N to create new items for the list.
Adding tags for Area to your reference, such as Travel, House, Checklists, etc., will give you the ability to sort
quickly.
To view items assigned to a specific tag, click on a tag at the top of the reference list view.
REFERENCE EXAMPLES
House Contractors added as a Reference list and details about the contractors added as list items:
Higher Horizons of Focus added as separate Reference lists and details about each horizon added as list items:
Travel added as a new Reference list, travel-related lists added as list items, and details added in the notes field:
A large project added as a new list, project-related information added as list items, and additional details
added in the notes field:
For some people, the limitation with using Nirvana for managing Reference will be the lack of support for file
attachments. Although, you can insert links to documents stored outside of Nirvana (such as DropBox
or Drive), and that may work well for you. Or, you may want to consider keeping your Projects, Next Actions,
Waiting For, and Someday/Maybe lists in Nirvana and more complex reference lists that have attachments
in another tool, such as Evernote® or OneNote®. We offer GTD Setup Guides for both of those tools to get
you up and running quickly.
The possibilities with capturing reference are endless. Just remember to keep it clean and current, and fast
and fun.
SHORTCUT KEYS
LIST OF NIRVANA SHORTCUT KEYS
K – All keyboard shortcuts Shift + E – Turn Rapid Entry off/on
N – New item in a current list The shortcut keys to create a new entry using
Rapid Entry would be:
I – New Action in Inbox
1-8 – Go to Inbox through Reference
X – New Action
Shift + E – Turn on Rapid Entry
W – New Action in Waiting
Tab – Places cursor inside Rapid Entry field
S – New Action in Scheduled
Type your item
Y – New Action in Someday
Enter/Return – Save and add item to list
F – New Action in Focus
Shift + E – Turn off Rapid Entry
P – New Project
L – New Reference List
G – Go to Manage Tags
Shift + 0 – View All Areas
1 – Go to Inbox
Shift + —> – Next Area
2 – Go to Next
Shift + <— – Previous Area
3 – Go to Waiting
/ – Search
4 – Go to Scheduled
C – Cleanup
5 – Go to Someday
R – Refresh
6 – Go to Focus
, – Nirvana Preferences
7 – Go to Projects
Esc – Close window/cancel
8 – Go to Reference
9 – Go to Logbook
0 – Go to Trash
Note: The 3-8 shortcuts will shift if you have activated the Later feature under Nirvana Preferences
(e.g., Later becomes #3 and Waiting becomes #4, etc.).
CONCLUSION
ADDITIONAL RESOURCES
We hope this instruction guide has been useful. It is intended as a supplement to our core education of workflow
mastery developed over many years—not a substitute. The most successful implementation of this guide builds
on the understanding of the GTD best practices presented in our many learning tools, including the Getting
Things Done book, the courses and individual coaching offered by our global partners, and our online learning
center GTD Connect®.
Please visit our website to take advantage of the many support tools and training available to assist you in getting
your GTD system up and running.
FOR TECHNICAL SUPPORT WITH NIRVANA, PLEASE VISIT:

help.nirvanahq.com
FOR MORE INFORMATION ABOUT GTD, PLEASE VISIT:

gettingthingsdone.com
gtdconnect.com
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© 2018 David Allen Company. All rights reserved. gettingthingsdone.com

FOCUS OF THIS GUIDE

UNDERSTANDING THE GTD BEST PRACTICES ®

AN OVERVIEW OF THE KEY BEST PRACTICES OF THE GTD METHODOLOGY

APPLYING GTD TO NIRVANA ®

SETTING UP NIRVANA FOR GTD

TABLE OF CONTENTS (CONTINUED)

APPLYING GTD TO NIRVANA (CONTINUED)

FOCUS OF THIS GUIDE

OK…let’s get started!

Be careful not to overcomplicate your

UNDERSTANDING THE GTD BEST PRACTICES

GTD’S FIVE STEPS OF MASTERING WORKFLOW

THREE STAGES TO INTEGRATING GTD

THE GTD WORKFLOW MAP

Recycle, shred, delete

In communication system and being Paper / digital – lists / folders

APPLYING GTD TO NIRVANA ®

SETTING UP NIRVANA FOR GTD

1. Inbox – Use to capture Mind Sweep2 items still to be clarified

4. Scheduled – A view for items scheduled to start at a later date. In GTD,

5. Someday – A place to organize projects and actions you are

7. Projects – Any multi-step outcomes that can be completed within

8. Reference – Information to file/save, for potential use in the future.

9. Tags – A way to view your information by areas (such as personal,

LINKING PROJECTS TO NEXT ACTIONS

EXPLANATION OF THE COMMON GTD LISTS

Example of project support/plans/notes in the Notes field of a project:

THREE OPTIONS FOR CREATING AGENDAS

The GTD labels pre-built into new installations of Nirvana:

3. Create a list for a person or team

Sorting Next Actions

Your list of Waiting Fors will look like this:

By default, Nirvana shows your data by All Areas:

CUSTOMIZING YOUR CONTEXTS

MOVING ITEMS BETWEEN LISTS

You can also drag items to the Focus view:

MARKING ITEMS COMPLETE

USING DUE DATES

USING THE NIRVANA INBOX

There are two ways to capture Inbox items:

Example of a Mind Sweep item in the Inbox:

THE SCHEDULED VIEW

REVIEWING YOUR LISTS

SHARING FROM NIRVANA

The text of the entry will be copied to a new email:

GETTING YOUR INBOX TO ZERO

YES What’s the next action?

THERE ARE ONLY THREE THINGS THAT BELONG ON YOUR CALENDAR:

Here is a calendar showing all three types of entries:

REVIEWING YOUR CALENDAR

Have you ever…

Here are some possible new reference lists to try:

FOR TECHNICAL SUPPORT WITH NIRVANA, PLEASE VISIT:

FOR MORE INFORMATION ABOUT GTD, PLEASE VISIT:

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