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Better Life > Getting Things Done > Flashcards

Getting Things Done Flashcards

1
Q

What are the five stages of the GTD workflow?

A

Capture, clarify, organize, reflect, and engage.

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2
Q

What is the purpose of the capture stage?

A

To collect and record all tasks, ideas, and commitments in a trusted system to free mental space and reduce stress.

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3
Q

What is a ubiquitous capture tool?

A

A tool that can be accessed and used anytime, anywhere, to record tasks and ideas (e.g., smartphone app, notebook, or voice recorder).

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4
Q

During the clarify stage, what question should you ask yourself?

A

“Is this item actionable?”

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5
Q

What should you do with non-actionable items during the clarify stage?

A

Trash it, incubate it (maybe/someday list), or store it as reference material.

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6
Q

What are the four possibilities for actionable items in the clarify stage?

A
  1. Do it (if it takes less than 2 minutes).
  2. Delegate it (if someone else can do it).
  3. Defer it (if it requires more time and scheduling).
  4. Break it into smaller, actionable steps for a project.
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7
Q

Name three categories for organizing tasks in the GTD method.

A
  1. Projects.
  2. Next actions.
  3. Calendar.
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8
Q

What is a “waiting for” list?

A

A list of tasks that you have delegated or those that depend on external factors before they can be completed.

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9
Q

What is the purpose of a weekly review in the GTD method?

A

To reflect on the current state of your system, review your projects and tasks, and ensure that everything is up-to-date and aligned with your priorities.

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10
Q

What is the purpose of the engage stage in GTD?

A

To choose and complete tasks based on the context, available time and energy, and priority.

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11
Q

What are context-based lists?

A

Lists of tasks or next actions that are organized based on specific contexts (e.g., at home, at work, at the computer, or while running errands) so you can easily do tasks when the situation is appropriate.

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12
Q

What is the Two-Minute Rule?

A

If a task pops up and can be done in two minutes or less, it should be completed immediately, instead of being processed and organized within the GTD system.

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13
Q

Why is it important to capture all tasks and ideas in the GTD method?

A

To create a reliable external system, reduce cognitive load, and prevent tasks and ideas from being forgotten or overlooked.

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14
Q

What is a “tickler file” in the GTD system?

A

A tickler file is a physical or digital folder containing time-sensitive reminders or items that are meant to be acted upon on specific future dates.

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15
Q

What are two main tools used for storing reference material in the GTD method?

A

Digital filing systems (e.g., Google Drive, Evernote, etc.) and physical filing systems (e.g., labeled folders in a filing cabinet).

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16
Q

What is the difference between a “next action” and a “project” in the GTD method?

A

A “next action” is a single, immediate, and physical task that can be accomplished in one step, while a “project” is a set of tasks or actions that require multiple steps and have a specific desired outcome.

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17
Q

How often should you perform a weekly review in the GTD method?

A

The weekly review should be done consistently once a week.

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18
Q

Why is it important to turn your tasks into actionable steps in the GTD method?

A

Transforming tasks into actionable steps clarifies what needs to be done, makes it easier to start working on the task, and avoids procrastination due to vague or unclear objectives.

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19
Q

How does the GTD method suggest handling tasks that require scheduled execution?

A

Add scheduled tasks to your calendar, including date and time, to prevent them from being overlooked and to allocate appropriate time for completion.

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20
Q

What is the “someday/maybe” list in the GTD method?

A

A list that contains tasks or ideas that you may want to pursue in the future but are not committed to or currently prioritized.

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21
Q

What are the benefits of using context-based lists in the GTD method?

A

Context-based lists help you focus on tasks that can be completed given your current circumstances, location, and resources, ultimately leading to greater productivity and efficiency.

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22
Q

Why is delegation an important aspect of the GTD method?

A

Delegating tasks allows you to focus on your priorities and make effective use of your time and skills, while assigning tasks to others who are more capable or have the necessary resources.

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23
Q

What is the purpose of the “inbox” in the GTD method?

A

The inbox is a central collection point where you capture all new tasks, ideas, notes, and other incoming items, before processing and organizing them into the appropriate categories within the GTD system.

24
Q

What are the three key elements to consider when engaging with tasks in the GTD method?

A

Context, time available, and energy levels.

25
Q

Why is it important to have a “trusted system” in the GTD method?

A

A trusted system allows you to confidently store and manage tasks, projects, and reference materials, freeing mental space for focusing on the task at hand, ensuring nothing is forgotten or overlooked, and minimizing stress.

26
Q

How should you handle interruptions in the GTD method?

A

Quickly capture the new information or task, then decide whether to resume your current task or switch to the new one based on priority, context, time, and energy.

27
Q

What’s a practical action for capturing ideas and tasks effectively?

A

Keep your capture tools (app, notebook, voice recorder) always accessible and within reach, so you can immediately record new items, regardless of where you are or what you’re doing.

28
Q

How can you ensure you process your inbox items consistently?

A

Set a specific time each day to process your inbox and make it a non-negotiable part of your daily routine.

29
Q

What’s a practical way to make your next actions more specific and actionable?

A

Write your next actions in the form of concrete verbs, e.g., “Call John,” instead of just “John.”

30
Q

How can you make the most of context-based lists?

A

Regularly review your context-based lists and keep them up-to-date to ensure timely execution of tasks and help you focus on what can be done given your current environment and resources.

31
Q

What practical advice can help improve the effectiveness of your weekly review?

A

Choose a quiet, distraction-free environment for your weekly review and treat it as an essential appointment that cannot be missed or postponed.

32
Q

How can you integrate the Two-Minute Rule into your daily routine?

A

Regularly ask yourself if a task takes less than two minutes as you process your inbox or clarify items; if it does, complete the task immediately instead of adding it to your GTD system.

33
Q

How can you maintain clarity and consistency with your reference materials in GTD?

A

Create a standardized naming convention for your files and folders, making it easier to search and retrieve information when needed.

34
Q

What’s a practical way to maximize the benefits of your calendar in the GTD method?

A

Limit calendar entries to time-sensitive appointments, events, and time-specific tasks to get a clear view of your real-time commitments without cluttering it with less important or flexible items.

35
Q

How can you effectively delegate tasks in the GTD method?

A

Clearly communicate expectations and deadlines to the person responsible for the task and establish checkpoints or follow-up reminders to keep track of delegated tasks until they are completed.

36
Q

What technique can help you stay proactive and maintain momentum with your projects?

A

Always identify the next action for each project, reducing the friction caused by uncertainty and enabling consistent progress.

37
Q

How can you optimize your use of the “someday/maybe” list?

A

Review your “someday/maybe” list during your weekly review to gauge your interest and assess whether any items should be escalated to a project or next action, ensuring an ongoing evaluation of your priorities and aspirations.

38
Q

How can you apply mind mapping effectively within the GTD method?

A

Use mind mapping to brainstorm and capture ideas when planning projects, allowing you to see the relationships between tasks, and identify potential bottlenecks or opportunities for efficiency.

39
Q

What’s a helpful approach for managing energy levels within the GTD method?

A

Group tasks by energy requirements (e.g., low-energy, high-energy) in your context-based lists to enable informed decision-making based on your current energy levels, maximizing productivity and well-being.

40
Q

How can you cultivate a mindset of “stress-free productivity” in your daily life?

A

Practice mindfulness techniques and develop a habit of capturing and processing incoming items in real-time, allowing you to stay present, focused and enjoy a sense of clarity and control over your tasks and goals.

41
Q

How can you break down large, complex projects into manageable steps within the GTD method?

A

Use the Natural Planning Model to define the purpose, vision, brainstorm ideas, organize tasks, and identify next actions, simplifying the project into actionable components and reducing potential overwhelm.

42
Q

What practical approach can help you better balance your personal and professional life in the GTD system?

A

Create separate context-based lists for your personal life and work, giving you an organized framework to manage tasks and easily switch focus between both areas, promoting work-life harmony.

43
Q

How can you customize your GTD system?

A

Experiment with different capture, processing, and organization tools (digital, analog, or a combination) to identify the methods and techniques that best suit your personal style and habits.

44
Q

What strategy can help you avoid procrastination within the GTD method?

A

Use the Pomodoro Technique to set dedicated time blocks for focused work on tasks, followed by short breaks, to maintain momentum and alleviate the urge to procrastinate.

45
Q

In the GTD method, how can you handle unexpected changes in priorities or new tasks?

A

Regularly reassess your next actions and projects during your daily and weekly reviews,
re-prioritizing as needed to adapt to shifting circumstances
and ensuring alignment with current objectives.

46
Q

How to integrate GTD in a team setting?

A

Use collaboration tools for task delegation, progress tracking, and project updates to increase transparency and coordination.

47
Q

How to handle tasks with deadlines in GTD?

A

Add deadlines to projects or lists and review them daily and weekly to ensure timely completion.

48
Q

How to leverage GTD for continuous growth and improvement?

A

Periodically review the GTD Horizons of Focus to assess growth, realign priorities, and update your system to support evolving objectives.

49
Q

How to keep your GTD system relevant and up-to-date?

A

Regularly conduct “system sweeps” to check for outdated tasks or projects and update them as necessary.

50
Q

How to use GTD to minimize decision fatigue?

A

Capture, process, and organize tasks immediately to make decisions with a clear mind later, instead of reacting in the moment.

51
Q

How to avoid multitasking and maintain focus in GTD?

A

Create context-based lists and use time management techniques like the Pomodoro Technique or time blocking to work on one task at a time.

52
Q

What strategy can you employ to prioritize your tasks more effectively in the GTD system?

A

Use the Eisenhower Matrix to categorize tasks into four quadrants based on urgency and importance. Focus on completing the most critical tasks first, followed by less urgent and important tasks as time permits.

53
Q

How can you ensure a maintaining a healthy work-life balance while utilizing the GTD method?

A

Allocate time for self-care activities, personal growth, and relaxation, ensuring that your system incorporates proper attention to these aspects, enabling a more balanced and sustainable approach to life and productivity.

54
Q

In the GTD context, how can you avoid becoming overwhelmed by the sheer volume of tasks and projects?

A

Regularly practice the “two-minute rule” to complete smaller tasks quickly,
conduct thorough weekly reviews to assess your projects and next actions,
delegate or eliminate tasks whenever possible, ensuring ongoing clarity and control.

55
Q

How to ensure your GTD system remains efficient and user-friendly?

A

Routinely assess and streamline your system, reducing complexity and redundancies.

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