How to implement getting things done with Trello

Alon Sabi
Alon Sabi
Apr 2, 2016 · 4 min read

There are many blogs and videos about the GTD (getting things done) process. This blog is not meant to explain the mechanics of GTD. A really good video about GTD can be found here. You can also read some of my other blogs on the subject (starting with this one. Also if you have knowledge of scrum, you can read my blog about my thoughts of the two), or simply google “GTD” or “Getting Things Done”. You will find a lot of information about it.

The official website for GTD is

This blog explains the way I setup MY GTD system with Trello. It is certainly not the only way or the “right” way to do that :-)

To make things clear (here comes the legal part of this blog), I am not licensed, certified, approved, or endorsed by or otherwise affiliated with David Allen or the David Allen Company which is the creator of the Getting Things Done® system for personal productivity. GTD® and Getting Things Done® are registered trademarks of the David Allen Company. For more information on the David Allen Company’s products, please visit their website:

Getting things done
Getting things done


In my previous blog I explained the reason for moving from Omnifocus to Trello. I’ve been using Omnifocus for over 6 years, and Trello and Omnifocus are very different. Omnifocus was built specifically for GTD, while Trello was built as a generic lists system. I had to add some missing functionality to Trello, as well as implement some mechanisms to provide me with statistical information relating to my Trello usage by connecting Trello with a mysql database using their API.

The system I describe in this blog does not rely on the previous blogs, although having the extra “bells and whistles” can certainly help.

You can read more about my GTD setup with omnifocus. Personally I found that my GTD system with Trello is much simplified, and for the first time ever I was actually able to mash my personal life and my work related activities into one system.

My current Trello setup:

  • A single Trello board with 10 lists (from left to right):

Use of labels:

Trello allows for unlimited labels with 10 colours (11 is you count the “no colour” colour). I use labels to tag three main types:

  • Contexts (People, places, Hardware)

Colour does make a difference. The colour of labels dictate the order they show (Green shows first, followed by Yellow, brown , red, purple etc), so for example the completed projects labels are in black, so they show at the end of the label list.

Starting some label types with a letter allow for quick filtering when typing searches.

I hope that this blog help you with figuring out what will work best for you. That’s what works for me (for now).

alon sabi

Alon Sabi’s Publication

Welcome to a place where words matter. On Medium, smart voices and original ideas take center stage - with no ads in sight. Watch

Follow all the topics you care about, and we’ll deliver the best stories for you to your homepage and inbox. Explore

Get unlimited access to the best stories on Medium — and support writers while you’re at it. Just $5/month. Upgrade

Get the Medium app

A button that says 'Download on the App Store', and if clicked it will lead you to the iOS App store
A button that says 'Get it on, Google Play', and if clicked it will lead you to the Google Play store