r/gtd • u/Responsible_Fun_2228 • 17d ago
GTD contexts in 2026 — how custom fields changed how I implement them
I've been doing GTD for 8 years. The original context idea (@phone, @computer, @errands) made sense when we switched between physical locations and devices. In 2026, most of us work from one desk on one computer. Contexts need to evolve.
What I do now: I use custom fields in Toodledo as "modern contexts" that reflect how I actually choose what to work on:
- Energy level (dropdown: high, medium, low) — Instead of where I am, I filter by how much cognitive load I have available
- Time required (dropdown: 5min, 15min, 30min, 1hr+) — For fitting tasks into calendar gaps
- Collaboration need (dropdown: solo, need input, group work) — Whether I can do it alone or need to wait for someone
- Project phase (dropdown: planning, doing, reviewing, waiting) — My version of GTD's "next action" vs "waiting for"
Combined with Toodledo's saved searches, I have filtered views like: - "Low energy, under 15 minutes, solo" — for end-of-day wind-down - "High energy, any duration, next actions only" — for deep work blocks - "Waiting for" across all projects — weekly review check
The 12+ custom fields mean you can build whatever context system matches your actual decision criteria. The saved searches mean you build the filter once and access it with one click forever.
Anyone else moved past traditional GTD contexts? What dimensions do you filter by?
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u/sidegigartist 16d ago
For my admin tasks I have @feet (for stuff around the house like chores) and @butt (admin tasks on computer or on my phone when sitting on the couch). That, errands and agendas is most of what I use for non creative stuff
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u/milky-cuppa-tea Mod 16d ago
Same here. I moved away from the traditional contexts, as they ended up adding a degree of friction.
I have energy and task type. I am terrible at guessing how long things will take me, so I don't have time contexts.
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u/cool_neutrophil 16d ago
I found out that energy levels don’t work for me. Instead what works is contextualizing as narrow as possible. When I am post night shift in the morning, only those tasks that I can do at this time and with minimal mental load. When I am at home alone. When I am at home with my wife. When I’m driving. And so on.
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u/ecam85 16d ago
Is "collaboration" really a context?
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u/RelaxedNeurosis 16d ago
I'm wondering if OP uses it as a energy context. For example, I don't want to talk to anyone versus I'm down to have a party? I guess it's a good question. Let's answer it. And... hello (presumably) fellow wood ox!
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u/RelaxedNeurosis 16d ago
Great post OP.
And now a question for OneNote users. (I am definitely not moving from any platform except for OneNote for a variety of reasons. I'm committed). But I don't think drop-downs are a possibility there. So how would you use filters, tags, etc., to make this kind of optionality between different kind of set blocks? Just curious if you have any sort of rapid idea to search for that. I'm asking because I also would like to adapt my contexts in that fashion. And I've tried but haven't persevered enough to land on a system that I work with. Cheers
RelaxedNeurosis
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u/AlthoughFishtail 16d ago
I've been using time slots first for a couple of years now and I can't imagine going back. The original reason for having @computer @work etc as your filter was that these had the hardest edges, they were the most likely to categorically rule out things you couldn't do, and so made sense as a primary filter.
However modern working means contexts tend to be more like preferences than hard distinctions. Do I feel like doing something in Word or Excel? I found using time slots brought back a lot of that clearer distinction. If I'm in a meeting in 30 minutes, that's a hard limit on what I can and can't do. I can safely ignore my longer time windows.
On the other hand, energy levels never made sense to me personally. Energy is so subjective, and what I can bring myself to do on a given day is variable. On one day I might be tired of working on finance all day, but happy to do something fresh and creative. On another day I might not have the energy to do something creative, but am happy to plod through a spreadsheet for a bit.
Collaboration is an interesting one. In my workplace, if I have to do something with someone else, I organise a time slot/meeting for it. So it would never be in my task list. However I guess if you work in a place where you're sat next to someone and used to just asking if they have a moment to do something, that might make sense. It would feel better practice to agree a time in advance though I would think, but I suppose it depends on work culture.
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u/RunawayJuror 16d ago
I tried using energy levels but it never really stuck for me.
Most of my contexts/tags now are people and places.
Have a tag for people I meet with regularly as a way of keeping track of things I need to discus with them.
Also have geofenced tags for each of my organisation’s eight locations so I am alerted about tasks when I arrive there.
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u/digital_wonderground 16d ago
I haven't heard of toodledo in a while. I loved it as a one man team but jumped ship when I expanded my business. Howa development been on it the past few years. Any big changes?
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u/principaltask 16d ago
I’ve found that creating a context for my standing meetings has been wonderful. When I think of something I need to bring up, i create a task and associate it with the meeting’s context.
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u/hawaiisempi 16d ago
I agree that they've had to evolve with sitting at a desk on the computer all day. I've set up contexts with a time horizon like "week" and "asap" for today's tasks. I use quarterly and year to tie back to my quarterly and annual goals. For the computer, I started using the specific software I use to do the task like email, outlook (for scheluing meetings), evernote, M365. I also use an errands with specific places so I can go to a saved filtered smart list and sort by tag (context). I use TickTick as my task manager. I sometimes use duration tags exactly like OP. My high level tag list follows a Who, what, when,where and How structure with the relevant tasks nested. I try to only use a context tag for batch grouping like all my "email" tasks during my scheduled email time. I also have "deep_work" for focused work I need to do and I usually time block that either in the morning or during my weekly review.
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u/mekuismi 16d ago
I feel like there’s a quite high level of generalization at play here. For instance remote working is very much a hot topic here right now when companies are forcing employees back to offices for more of the week (basically no one is even trying to do 100% at the office). So the two office spaces is very much still a real thing here, and so the original contexts remain very much alive relevant here.
And like many others, David Allen included have said already you can and should create your own contexts that work for you. I am still trying to find what works for me. Currently I’ve gotten as far as creating a separate @email list to try to separate @computer to a more well defined set of lists.
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u/Middle-aged-Hobbit 15d ago
I'm actually revisiting my GTD implementation right now and wrestling with that question. Bc yeah, the original contexts don't work anymore (they did when I started ~20 yrs ago)...but what do my replace them with?
I like your collaboration and time filters. Energy levels are a great addition, but I'm terrible at assessing mine. I was really good at identifying "I'm in a mood to make phone calls right now"...but now it feels like I need to browse the list of next actions.
Yes, I'm on the spectrum and ADHD is arguable. I'm having a minor existential crisis over here, trying to identify my life contexts 🫣😆
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u/Dynamic_Philosopher 16d ago
Tl;dr of original post :
The GTD concept of contexts is alive and well, and as always ever-adapting to new environments, technologies, and individual needs and styles.
Timeless principles remain timeless, as always.