Getting Things Done Podcast — Episode 335: "Context-based Lists"

Host: John Forrester (GTD®)
Date: November 5, 2025

Episode Overview

This episode of the GTD podcast explores the practical implementation, personalization, and ongoing mastery of context-based lists within the Getting Things Done (GTD) system. Through lively dialogue with GTD practitioners, the host delves into how switching from traditional to-do lists to context-driven engagement radically changes productivity and peace of mind. The conversation blends stories of systems experimentation, tool choices (like Nirvana and Todoist), and the evolving nature of GTD’s contexts, while spotlighting both the challenges and liberations of true context-based practice.

Key Discussion Points & Insights

1. The Transition to Context-based Lists (01:40–05:03)

• Julianne’s Journey: After a job change, Julianne transitions from Google and Microsoft tools to the Nirvana app, discovering the true power of context-based lists:
  • “I always thought I was doing it right until I switched everything over to context and I'm like, wait, there's nothing in my like to do list. I have to decide what to do.” (02:21)
• Recognizes the depth in GTD: mastery is a path, not a destination.
  • “You can still continue to master this program for a lifetime.” (03:54, Julianne)

2. The Power of Contexts in GTD (05:03–13:43)

• Host John Forrester and Julianne discuss the liberation from traditional to-do lists and the art of setting up meaningful contexts:
  • Contexts should be reflective of where you spend time and the tools/support you have available.
• Julianne’s Contexts Examples:
  • At Agendas, At Anywhere, Calls/Emails/Texts, At Church, At Commute, At Computer, At Errands, At Work, At Sister’s House. (07:26–08:15)
• Evolution of contexts as tools and work environments modernized (e.g., from strictly place-based to device-based and activity-based).
  • “I don't like to be working on a spreadsheet on my phone. Just because I can do it doesn't mean I like to do it.” (11:01, John)

3. Refining Contexts and Addressing ‘Areas of Focus’ (12:20–19:47)

• Flexibility in adding, changing, or renaming contexts is emphasized.
• Discussion of Nirvana’s “Areas” feature and GTD’s concept of areas of focus/responsibility:
  • Julianne treats “work-life integration” (instead of balance) and questions how best to use Areas in Nirvana.
  • Comparison of areas of focus to job descriptions and the importance of including significant ongoing activities (e.g., helping a sibling) as areas.
  • “That would be one of the reasons to put it on there—because it would keep you from having internal cognitive dissonance … spending significant time … but it’s not part of what I’ve given myself as a job description.” (18:24–18:38, John)

4. Sharing Examples and Strategies (20:00–22:23)

• Chuck’s Example: Shares a detailed and color-coded list of areas of focus which inspires others:
  • “Civic duty, creative output, family, friends, fashion and style ... sports and fitness, tools and systems, travel and tourism.” (20:14, summarized)
• GTD mastery likened to karate belts—color coding the app background to reflect advancement.
  • “Right now I'm at a yellow level, just about halfway between a white belt beginner and a black belt full mastery.” (21:59, Chuck)

5. Tool Choices and “The Perfect App” Myth (22:54–27:17)

• Participants discuss the personal fit of various tools: Nirvana, Todoist, Omnifocus, and the inherent impossibility of a “perfect” GTD app:
  • “I almost think there shouldn't be a perfect app … I wouldn’t know to grow with it … if it didn’t fit me exactly, I wouldn’t know to grow with it.” (24:34, Julianne)
• Considerations in app choice include visual appeal, device/platform compatibility, and even company IT requirements.

6. Cognitive Preferences and Visual Workflow Needs (27:17–31:43)

• Mariko’s Experience: Transitioned from paper to Todoist for scalability; values visual clarity on one screen.
  • “I'm a visual person so I need to see it all at one time.” (27:17, Mariko)
• Host underlines the importance of aligning tools and list design with one’s cognitive style and workflow preferences.
  • “How the app looks to you and whether it draws you in visually makes a big difference.” (29:28, John)

7. The Ongoing Path of GTD Mastery (31:43–end)

• Community Message: GTD mastery is cyclical—periods of consumption, plateau, rediscovery, and reengagement.
  • “I think you’ll find yourself going through cycles of this … Many have read ‘Getting Things Done’ more than three or four times, and every time they read it, they get something new out of it.” (32:43, John)

Notable Quotes & Memorable Moments

• Julianne on switching to context lists:
  “Wait, there's nothing in my … to do list. I have to decide what to do, you know, so that's been fascinating.” (02:25)
• John on mastery:
  “David Allen … used the term 'path of GTD mastery.' Not a destination, but … a path of learning and you’re not … something you get one time, and that’s it forever.” (04:11)
• Chuck on context awareness:
  “It’s a real paradigm shift when you start seeing the world through clear, constantly shifting, context-based open eyes. It keeps your senses sharp as you stay ultra aware of your surroundings in a contextual manner.” (12:49, read by John)
• John on contextual flexibility:
  “So your contexts may evolve … you divide at computer into more specific contexts there.” (11:21)
• On cognitive preferences and tools:
  “How the app looks to you and whether it draws you in visually makes a big difference … If it’s on one screen, I can read it, but if I scroll, my attention is distracted.” (29:28, John and 30:56, Mariko)

Important Timestamps & Segments

• 01:40 — Julianne introduces her GTD journey and context-based transition.
• 07:26 — Overview of inventive personal contexts.
• 12:49 — Chuck’s insight on context paradigm shift read aloud.
• 18:24 — Discussion on aligning areas of focus with real-life activities.
• 20:14 — Example areas of focus shared, visual/organizational inspiration.
• 22:54 — Mariko’s workflow and tool choice decision process.
• 24:34 — The “perfect GTD app” debate.
• 29:28 — Aligning tool selection with personal cognitive and visual needs.
• 31:43–end — Final reflection: embracing the lifelong, cyclical journey of GTD mastery.

Summary Takeaways

• Context-based lists, when genuinely used, radically change both the experience and results of productivity.
• Both tools and contexts must evolve to match the user's environment, technological landscape, and cognitive style.
• There is no one-size-fits-all tool or approach—personalization and ongoing refinement are keys to GTD “mastery.”
• The support and sharing among the GTD community fuel inspiration, provide practical roadmaps, and validate the continuous journey of improvement.

For GTD practitioners, this episode is a relatable affirmation: Contexts are not just another GTD bolt-on, but a pivotal, liberating shift—one that moves you from drowning in a monolithic to-do list to empowered engagement with your work and life, wherever you are.