GTD Contexts for Multiple Jobs: How to Organize Tasks by Resource, Tool, or Client

GTD contexts are the filter that lets you see only what you can do right now—whether you’re at your desk, in a client meeting, or waiting for a tool to load. For multiple jobs, contexts prevent overwhelm by hiding tasks that don’t match your current resources. Instead of a single to-do list mixing client work, personal projects, and admin, you create separate lists like "@client-startup," "@figma," or "@low-energy" to focus on what’s actionable in the moment.

Why Contexts Matter for Multiple Jobs

When managing multiple clients or projects, your ability to act depends on where you are, what tools you have, and who’s available. A task like "Review pull request" is useless if you’re offline; "Call the accountant" is impossible if it’s after hours. Contexts solve this by grouping tasks by dependencies, not just deadlines. For example:

• @client-name: Tasks requiring interaction with a specific client (e.g., "@client-marketing-agency" for feedback on a banner).
• @tool: Tasks dependent on a tool (e.g., "@figma" for design edits, "@github" for code reviews).
• @meeting: Tasks that need a meeting (e.g., "Approve timeline with the dev team").
• @low-energy: Tasks that don’t require focus (e.g., "Organize files in Drive").
• @delegated: Tasks assigned to others (e.g., "Follow up with the developer on bug #123").

This structure lets you switch between jobs without losing focus. If you’re in a café with your laptop but no design tools, filter by "@email" or "@computer" to work on what’s possible. If you’re in a client meeting, switch to "@client-name" to tackle only relevant tasks.

How to Define Contexts for Your Work (With Real Examples)

Step 1: Audit Your Tasks for Hidden Dependencies

Review your last 10 completed tasks. Ask: What did I need to do this? The answers reveal your contexts. For example:

• Task: "Update the landing page for Client X." → Dependency: Figma access, client feedback, and 30+ minutes of focus. → Context: "@figma @client-x @high-energy".
• Task: "Schedule a call with the accountant." → Dependency: Phone, business hours, and 15 minutes. → Context: "@phone @admin".
• Task: "Review the quarterly budget." → Dependency: Spreadsheet access, quiet time. → Context: "@computer @admin @high-energy".

Step 2: Create Contexts That Match Your Reality

Avoid generic contexts like "@work" or "@home." Instead, use specific labels that reflect your actual constraints. Here’s how a freelance developer with three clients might structure theirs:

• Clients: "@client-saas" (tasks for the tech startup), "@client-ecommerce" (tasks for the online store), "@client-nonprofit" (tasks for the charity).
• Tools: "@github" (code reviews, pull requests), "@figma" (design feedback), "@terminal" (server updates).
• People: "@meeting-dev-team" (tasks requiring the dev team), "@meeting-client-saas" (tasks requiring the startup’s PM).
• Energy: "@low-energy" (e.g., "Organize Trello boards"), "@high-energy" (e.g., "Debug the payment gateway").
• Admin: "@phone" (calls), "@email" (responses), "@in-person" (errands).

This system ensures you never see tasks you can’t act on. If you’re at a café with no internet, filter by "@offline" or "@low-energy" to avoid frustration.

How to Use Contexts in Your Daily Workflow

Step 1: Start Your Day with a Context Filter

Instead of scanning a long to-do list, filter by your current context. For example:

• Morning (home, no tools): Filter by "@email" or "@phone" to reply to messages or make calls.
• Midday (office, high energy): Filter by "@client-saas @high-energy" to work on the startup’s project.
• Afternoon (meeting): Filter by "@meeting-client-ecommerce" to prepare for the call.
• Evening (low energy): Filter by "@low-energy" to organize files or update spreadsheets.

Step 2: Combine Contexts with Time Blocking

• 9:00–10:30 AM: Block for "@client-saas @high-energy" (e.g., "Debug the login flow").
• 11:00 AM–12:00 PM: Block for "@meeting-client-ecommerce" (e.g., "Review the new checkout design").
• 2:00–3:00 PM: Block for "@email @low-energy" (e.g., "Reply to client feedback").

This prevents switching between unrelated tasks. If a "@client-nonprofit" task pops up during your "@client-saas" block, note it in your capture system and address it later.

Step 3: Use Contexts to Delegate and Follow Up

Contexts aren’t just for you—they help track delegated work. For example:

• Task: "Ask the designer to update the logo." → Context: "@delegated @client-saas".
• Task: "Follow up with the developer on bug #123." → Context: "@delegated @client-ecommerce".

During your weekly review, filter by "@delegated" to check on progress. If a task is stalled, add a new action like "Send a reminder to the designer."

How to Review Contexts Weekly (Without Overwhelm)

Contexts only work if they’re up to date. During your weekly review, ask:

• Are my contexts still relevant? If you no longer use Figma, delete "@figma." If you hired a VA, add "@delegated-va."
• Are tasks in the right context? Move "Review the budget" from "@email" to "@computer @high-energy" if it requires a spreadsheet.
• Are there duplicate or outdated tasks? Delete "Call the accountant" if you already did it.

Use a Critical Power List to identify the 3–5 most important tasks for the next week, then assign them to the right contexts. For example, if "Launch the new feature for Client X" is critical, add it to "@client-x @high-energy" and block time for it.

Common Mistakes (And How to Fix Them)

Mistake 1: Too Many Contexts

If you have 20+ contexts, you’ll spend more time filtering than doing. Limit to 7–10 that cover 80% of your work. For example, merge "@slack" and "@email" into "@communication."

Mistake 2: Mixing Projects and Contexts

A context is where/with what you do a task, not what the task is. For example:

• Wrong: "@website-redesign" (this is a project, not a context).
• Right: "@figma @client-x" (contexts for the project’s tasks).

Mistake 3: Ignoring Energy Levels

If you only have contexts like "@computer" and "@phone," you’ll end up doing high-focus tasks when exhausted. Add "@low-energy" for tasks like "Organize files" or "Reply to non-urgent emails."

How to Apply GTD Contexts with Foco

While GTD contexts work with pen and paper, an app like Foco makes them easier to manage for multiple jobs. Here’s how:

• Workspaces as areas of responsibility: Each "work" in Foco (e.g., "Client X," "Admin") can group tasks by context. For example, tag tasks with "@client-x" and "@figma" to filter them later.
• Panorama vs. Focus mode: Use Panorama to see all tasks from all works (each with its color). Switch to Focus mode for a single work to see only its tasks—like filtering by "@client-x."
• Tags for contexts: Add tags like "@meeting" or "@low-energy" to tasks. In the List view, group by tag to see all "@figma" tasks across clients.
• Calendar view for time-sensitive contexts: Sync external events (like client meetings) with Foco’s calendar to block time for "@meeting-client-x" tasks.

Foco’s voice capture also lets you add tasks to the right context on the go. For example, say "Review the wireframe for Client X in Figma"—Foco will transcribe it and let you tag it as "@client-x @figma."

Contexts aren’t about doing more—they’re about doing what’s possible, with what you have, right now. The less you waste time deciding, the more you spend creating.

FAQ

FAQ

What are GTD contexts?

GTD contexts are labels that group tasks by where, with what, or with whom you can do them. For multiple jobs, common contexts include "@client-name," "@tool," "@meeting," or "@low-energy." They help you filter tasks to see only what’s actionable in your current situation.

What are examples of GTD areas of focus?

GTD areas of focus are broad categories for your responsibilities, like "Clients," "Personal Projects," or "Admin." Within each area, you group projects (e.g., "Website redesign for Client X") and tasks (e.g., "Review the briefing"). Unlike contexts, areas don’t change based on your resources—they’re permanent. For more, see Bullet Journal for Multiple Jobs.

How do GTD tags differ from contexts?

Tags are flexible labels for any attribute (e.g., "#urgent," "#design"), while contexts are specific to your ability to act (e.g., "@figma," "@meeting"). For example, a task might have the tag "#urgent" and the context "@client-x." Tags help with filtering, but contexts help with doing.

How do I use GTD for multiple jobs without mixing tasks?

Use separate contexts for each job (e.g., "@client-saas," "@client-ecommerce") and group projects by area (e.g., "Clients," "Personal"). During your weekly review, filter by context to focus on one job at a time. For a step-by-step guide, see How to Unify Tasks from Multiple Apps in One Place.

What’s the difference between "context GTD" and traditional to-do lists?

Traditional to-do lists show all tasks at once, regardless of whether you can do them. GTD contexts filter tasks by your current resources, so you only see what’s actionable. For example, if you’re offline, a to-do list might show "Review the pull request," but a context list would hide it until you’re back online.