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Zen to Done by Leo Babauta

by Parker · 237 things on NewTwos

The Ultimate Simple Productivity System
“Much of the stress that people feel doesn’t come from having too much to do. It comes from not finishing what they’ve started.” - David Allen
This book and system Zen To Done (ZTD) will help you develop the habits that keep all of your tasks and projects organized, that keep your workday simple and structured, that keep your desk and email inbox clean and clear, and that keep you doing what you need to do, without distractions
You have to really want to change your habits
Write things down in one place so you don’t forget them
Chapter 1: Why ZTD?
“Simplicity is the ultimate sophistication.” - Leonardo Da Vinci
The essential spirit of the system is that of simplicity, of a focus on doing, in the here and now, instead of on planning and on the system
Five problems people have with GTD:
GTD is a system of habit changes all at once
Instead, focus on one habit at a time
Use proven habit-changing methods (30-day challenge, commitment, rewards, motivation hacks, etc.) to successfully adopt each habit
GTD doesn’t focus enough on doing
The focus is more on capturing and processing than doing
ZTD focused on completing tasks, in a simple, stress-free manner
GTD is too unstructured
It’s focus is on in the moment decision making about what to do next
ZTD has a plan habit where you plan your three most important tasks for the day and your big rocks for the week
ZTD also has a routine habit where you set daily and weekly routines for yourself
GTD tries to do too much
It doesn’t discriminate among all the incoming stuff in your life
If we put everything on our lists, they end up overloaded
ZTD focuses on taking as much stuff off your plate as possible, so you can focus on doing what’s important
GTD doesn’t focus enough on your goals
There is too much focus on doing whatever comes at you rather than doing what you should be doing
Chapter 2: Overview - What is it?
“The things that matter most should never beat the mercy of the things that matter least.” - Goethe
ZTD is a set of 10 habits that will help you get organized, simplify your life, get things under control, and actually get things done
Focus on one habit at a time for 30 days and then move on to the next
Adopt them in whatever order you’d like
Becoming organized and productive over one year is a great accomplishment
Collect
Write down any tasks, ideas, projects, or other information that pop into your head
Get it out of your head and onto paper or a digital tool so you don’t forget it
Process
Make quick decisions of things in your inbox
Process your inboxes (email, voicemail, notebook, digital tool) once a day
Do it (if it takes 2 minutes or less), trash it, delegate it, file it, or put it on your to-do list or calendar for later
Plan
Set 3 big rocks (most important tasks) each week
Set 3 MITs (big rocks) each day and focus on them early to get them out of the way and done
Do
Do one task at a time, without distractions
Eliminate all distractions (email, cell phone, desk clutter, internet tabs)
If you get interrupted, write it down and get back to your task
Don’t multi-task
Simple Trusted System
Keep simple lists, check daily
Use context (@work, @phone, @home, @errands, @waiting) if that works for you
Don’t create a complicated system
Don’t keep trying out new tools
One list for each context and a projects list you review daily or weekly
Organize
All incoming stuff goes in your inbox
From there, it goes on your context lists
Put things where they belong right away
Review
Review your system & goals weekly
Go over your yearly goals, see your progress you made this week, and decide action items for the next week
Do a monthly review and yearly review
Simplify
Reduce your goals & tasks to the essentials
It’s easy to become overloaded and lose focus
Be sure your projects and tasks line up with your yearly and life goals
Routine
Set and keep routines (morning, nightly, weekly, monthly)
Make them work for you
Find your passion
Seek work you are passionate about
If you’re passionate about it, you won’t procrastinate
Chapter 3: Minimal ZTD - the simpler alternative
“Everything should be as simple as possible, but not simpler.” - Albert Einstein
Four habits:
Collect
Carry a small notebook or digital tool and write down any tasks, ideas, projects, or other information that pop into your head
Get it out of your head and onto paper, so you don’t forget it
Process
Make quick decisions on things in your inbox once a day
Plan
Set 3 MITs each week, and each day
Do them early in the day to get them out of the way and done
Do
Focus on one task at a time, without distractions
Chapter 4: Forming the 10 Habits
“The beginning is half of every action.” - Greek Proverb
If you don’t adopt successful habit change methods, you will keep failing and eventually get discouraged and quit
Try gradual life changes, one’s that will last for a long time, not just for a few weeks
Habit change methodologies:
Commitment
Make your commitment public
Practice
Do it every day for 30-days
Motivation
Top 20 motivation hacks
Tracking
Log your progress every day
You’ll feel great looking back on your progress
Support
Join a group or do it with a partner
Rewards
Reward yourself early and often
At the end of each of the first 3 days, at the end of every week, and a big one at the end of 30 days
Focus
Maintain focus on the habit for 30 days
Positive thinking
If you tell yourself that you can do this, that you will do it, then you will
Chapter 5: Habit 1 - Collect
Too often ideas pop into our heads, paperwork comes to our desks, phone numbers and appointments are given to us while we’re on the go… and they disappear or are forgotten or are relegated to a dusty drawer, never to be seen again
The problem is we have no system for collecting all of the information coming into our lives, and keeping them organized in a systematic way
Get into the habit of writing things down immediately, instead of relying on our brains to keep track of it all
If we rely on our brains, it’s overwhelming, and our brains have a habit of forgetting what we need when we need it
Have a very few amount of places to collect information and papers, and stick to that system
You need a special kind of inbox for ideas, notes, information given to you while on the road, tasks you remember you need to do, action items that come out of meetings, everything that comes into your life that’s not in a written or recorded form
The simple habit of collecting all the information that comes into your life into a tiny notebook (and in a few other inboxes) will greatly improve your organization and eventually your productivity
The simpler and easier the tool, the more likely you are to use it. Do what works for you
You will stop forgetting things, stop losing information, and always know where things are, all the time
Chapter 6: Habit 2 - Process
“There is more to life than increasing its speed.” - Gandhi
List all the ways you receive information, evaluate each to see if it gives you value, and find ways to combine or eliminate
Process top down
Don’t skip over items or put them back in or delay the decision
Delete
If you don’t need it, trash it
Make this your first choice
Delegate
Are you the person who should be doing this?
Do it immediately
If the task will take two minutes or less, just do it
Defer it for later
Add it to your to-do list
File it
Don’t leave the item in your inbox
Repeat
Chapter 7: Habit 3 - Plan
“Spend some time alone everyday.” - Dalai Lama
Big rocks
Pick 4-6 big rocks per week
Include a couple tasks and I future along your yearly goals
Schedule
Place your big rocks on your weekly schedule
1-2 per day and block out time
MITs
Each morning decide what your Most Important Tasks are for that day
Complete them
Get them done
Get the first one done first thing in the morning, even before you check email
Clear away all distractions and focus until the task is done
When you’re done, reward yourself
Move on to your next MIT shortly
Look back and say ahh
You’ll feel great if you complete your MITs
Be sure to look back on what you’ve accomplished and pat yourself in the back
Chapter 8: Habit 4 - Do
“Talk doesn’t cook rice.” - Chinese Proverb
Do your tasks one at a time
Don’t multitask, and don’t let yourself get interrupted
Choose a Big Rock
Decided you will work on it until it’s done or for a set amount of time
Get zoned
Eliminate all distractions before you get started
Shut everything off
Times burst
Set a timer or just focus on your task for as long as possible
Interruptions
If you get interrupted, write down the request or incoming task/info and get back to your task
Don’t try to multitask
If you feel the urge to check your email or switch to another task, stop yourself
Breathe deeply, re-focus yourself, get back to the task at hand
The inevitable
For emergencies, make a note of where you are with the current task so you can come right back to it when you’re ready
Relax
Take deep breaths, stretch, and take breaks now and then
Go outside, appreciate nature
Ahhhh
When you’re done, congratulate yourself
Limit it to 10 minutes, then move on to your next task
Once you get going, it’s much easier to keep going. So tell yourself that all you have to do is start
Tell myself I just need to lace up my shoes and get out the door
Get excited about doing it
Stop focusing on negative aspects
An opportunity to learn, to get better, to make money, to build a relationship, to gain some long-term recognition
Chapter 9: Habit 5 - Simple, Trusted System
“Simplify, simplify, simplify.” - Henry David Thoreau
Keep a simple system you will actually use, a system you will trust to keep your information
Setup
A simple system consists of inboxes, a calendar, lists, and a reference system
Keep as few lists as possible
Traditional set up: work, personal, errands, calls, waiting for, someday/maybe
Tools
Use very simple tools so the system doesn’t need to be maintained much
Use the simplest tools possible, and then forget about them
All you need are lists
Many people get too caught up in fiddling with the tools, with creating complicated systems, changing tools and systems every week or two, instead of actually getting things done
Lists: Simple GTD, moleskin, hipster PDA, Tadalist, Todoist
Calendar: google calendar, 30 boxes, outlook, or a paper calendar
Reference system: for paper filing, Manila folders
Usage
It’s important you actually use the system
Make a habit of checking it daily
Chapter 10: Habit 6 - Organize

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