The portable gtd mini system


The newly spiffed up paper planner for the weekly review is working well. I found nifty slash pockets that fit the planner to hold the frequently changing lists.

The next step was to think about what the minimum elements were that I need to carry with me daily. has monthly calendars that go in the top slot of my index card holder. Then I discovered I could make mini-folders out of notecards that slip inside the holder. There are 4 mini-folders:

  1. Next actions/incoming
  2. Projects
  3. Ideas (someday/maybe)
  4. Information

Inside these are lists printed out from my Google docs. (any list application would work for this) This is a great capture/collection tool, as well as providing the information I need for planning on the fly. It works well in tandem with the desk paper planner for the weekly review and the lists on the computer.

During this process, I’ve updated the Daily Review and the Incoming Tasks cards. All nine updated information cards are now available here in one pdf file, or Foldable Productivity Info (doc)

See also: GTD essentials


I seek to create order from the chaos of complex information. Join me at the Daily PlanIt to gain insights, inspiration, and information to increase skills for a better life. I unlock the power of teaching reading with phonics in the pursuit of literacy at In my spare time I explore books and movies, often choosing titles available on both screen and page.

Posted in productivity, videos
17 comments on “The portable gtd mini system
  1. Looks like you’ve got a good system going for you – well done!

  2. Gabe says:

    your “Daily Review” link links to your “Incoming Tasks” Sheet. FYI.

  3. dailyplanit says:

    Thanks for the heads-up, Gabe! should be fixed now…gosh it’s tough to be organized 🙂

  4. […] The portable gtd mini system includes nine information cards in one pdf […]

  5. Bill says:

    I like it. It looks both functional and portable.

  6. Thanks for the post. I recommend to clients they carry the following:

    o calendar
    o actions list
    o [waiting for]
    o [projects]
    o capture tool (i.e., blank pad/cards)
    o Action Support folder (for actions needing paper that doesn’t have a dedicated folder)
    o Read/Review folder (for those “between” moments – only for FYI reading, BTW)
    o relevant project folders

  7. […] high enough.“ Rosemary Honn: “I have become more effective since implementing the portable GTD mini-system, and now have my frequently changing lists in Google docs and print them out as part of the weekly […]

  8. […] Posted on November 6, 2008 by dailyplanit I have been striving to improve the portable mini gtd system. The little files from notecards work fine but are a bit bulky and a little worn looking. I was […]

  9. andrea says:

    very good site

  10. […] Comments The portable gtd mini system « Daily PlanIt on GTD EssentialsThe portable gtd mini system « Daily PlanIt on […]

  11. […] Portable GTD mini system, Calendar & Tickler File […]

  12. […] of a weekly planning form plus five daily planning forms (pdf). I previously used these with the portable gtd mini system, and a Mead pocket […]

  13. […] The portable gtd mini system […]

  14. […] and GTD, The portable gtd mini system, GTD made […]

  15. carl says:

    I’m sure you know about google keep by now. love it.

  16. dailyplanit says:

    Oh, yes, Carl, I love google apps! I now use a google based system I call the Keep It Super Simple System.

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