Getting Things Done (GTD) with Mindmaps

It’s time for another video. In this one we show you how we use mindmaps to implement a system based on “Getting Things Done” (GTD) by David Allen. It uses free collaborative mindmapping tools making it useful for teams as well as individuals. It can also be implemented on an individual basis using desktop mindmapping software. You can watch the video in the flash player below (you may need to click through to the site). The resolution is high enough that you can click on the full screen icon to view it larger.

You can also download a higher resolution version here.

Now we’d love to hear from you. How do you implement your GTD system? What tools do you use?

Items mentioned in this video:


  1. Hello,

    I set up my new website just the other day. And because of some of the information that you’ve provided in your article, put together with the marketing secrets I have learned, my website is now generating massive amounts of quality traffic, Just wanted to say thanks!

  2. I use which is designed arround GTD in a list driven format. It has a gmail type interface (AJAX) and works quite well. It is designed to be used by and for yourself but it does have a great feature which allows you or anyone to send a task by email to your list. You or your team members can email a task to your and it arrive in your inbox to be sorted into projects, context, etc. I believe it is developed in Russia. It has a free demo and is low cost.

  3. I just finished David Allen’s book. It’s the only other book (besides the Bible) that I can say has actually CHANGED MY LIFE! His system is great. I’m still getting the hang of the discipline side of it, but it’s helped me tremendously. I’ll see how I can work mindmaps into my system, too. Thanks for the great podcast and blog!

  4. We use Celoxis, more for sheer project management. I like the idea of Mind Maps, but some of our individual projects are so detailed, an actual project management app works best for us, since it has dependencies and Gantt charts. It’s like MS Project, only online and cross-platform.

  5. What do you use procedure lists, what are they? Please and thanks.

  6. @Seamus,

    NeptuneHQ looks great. I’ll definitely check it out. And yes it’s very affordable. Thanks for the recommendation.


    Procedure lists are good to have for a few reasons.

    1. They help you streamline business processes that you do over and over again.

    2. They help you keep things consistent.

    3. It makes it easy to hand tasks off to staff or a virtual assistant.

    4. It’s nice if, heaven forbid, something happens to you and your family have to figure out what is going on with your business.

    This based on reading the E-Myth and our experience working with VAs. The whole point is to make your business a system that can run largely without you.

  7. I was introduced to MindJet Mindmap in a corporate environment several years ago as a brainstorming tool. Since then, I’ve become an small business owner and find that I use this tool for a lot more than brainstorming. Among other things, I use it to help illustrate and keep track of my business’ range of functions and organize website content.

    Thanks for letting everyone know about these great tools.

    By the way, I’m a fan of the Internet Business Mastery Podcasts. I keep them loaded up on my iPod so that anytime I’m driving or flying I can learn something new. Thanks!

  8. Thanks @Jason for contacting me on Twitter ( @mscopeland ) about this post. I talked to my biz partner and we’re going to use this in the near future. Now that I’m back into full swing, we need to organize all that we do to maximize time and efforts.

  9. @Michael,

    Glad you find it useful. It has really worked well for us. We’ve tried a lot of things and this one has stuck longest. Mindmeister certainly has it’s shortcomings, but it does real-time interaction better than any others that we have found.

    Now if Mindjet Mindmanager would get off their butts and make an online interactive version that would sync directly with their desktop software…I would be in Nrivana!

  10. I use Things for the Mac. I love it because it syncs with Things for the iPhone.

  11. I’ve been doodling on paper trying to do the same thing, but I read this then the book you mentioned and realized there were better tools. It does help clarify my focus.

  12. Love your podcast, thanks for rocking and ‘Getting Things Done’ so we can learn form all of your ‘actions’ ;)

    I actually just listened to the GTD audiobook yesterday and downloaded an application called OMNIFOCUS (they have a free trial on their site. So far I like it, Its pretty comprehensive and is based on GTD; It allows you to “Dump your brain” into an inbox and then store, manage, and process the information into “actionable to-do items”.

    They also let you sync this application with an iphone app….which will be pretty handy when I start making money online and by and iphone :D

  13. For implementing GTD you can use this web-based application:

    You can use it to manage your goals, projects and tasks, set next actions and contexts, use checklists, schedules and a calendar.
    Comes with a mobile version too, and with an Android app.

  14. Thanks for the cool tip Dan, I’ll check it out.