Zen to Done

1. Simplify Your Productivity: Zen To Done (ZTD) Basics

"Zen To Done (ZTD) is a system that is at once simple, and powerful, and 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."

ZTD combines simplicity and effectiveness. It takes the best elements from various productivity systems, including David Allen's Getting Things Done (GTD) and Stephen Covey's 7 Habits of Highly Effective People. The core of ZTD is a set of 10 habits that, when implemented, lead to increased productivity and reduced stress.

Key features of ZTD include:

• Focus on one habit at a time
• Emphasis on doing rather than planning
• Simplification of tasks and goals
• Structured approach to daily and weekly planning
• Regular review and adaptation of the system

2. Master the Art of Capturing and Processing Information

"Carry a small notebook (or whatever capture tool works for you) 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."

Effective capture leads to mental clarity. The first two habits of ZTD focus on collecting information and processing it efficiently. By carrying a small notebook or using a simple digital tool, you can quickly jot down ideas, tasks, and information as they come to you, freeing your mind from the burden of remembering everything.

Processing involves:

• Regularly reviewing your captured information
• Making quick decisions about each item
• Deleting, delegating, or deferring tasks as appropriate
• Filing reference materials for easy retrieval

3. Plan Strategically: Set MITs and Big Rocks

"Each week, list the Big Rocks that you want to accomplish, and schedule them first."

Prioritization is key to productivity. ZTD emphasizes the importance of identifying and focusing on your Most Important Tasks (MITs) each day and your Big Rocks each week. This habit ensures that you're always working on what truly matters, rather than getting lost in a sea of less important tasks.

Planning process:

• Set 1-3 MITs for each day
• Identify 4-6 Big Rocks for the week
• Schedule your Big Rocks early in the day or week
• Align your MITs and Big Rocks with your long-term goals

4. Focus on Doing: The Heart of ZTD

"ZTD focuses on doing your tasks one at a time, to the exclusion of all else. Don't multi-task, and don't let yourself get interrupted."

Single-tasking leads to greater productivity. The "Habit of Do" is central to ZTD. It involves focusing entirely on one task at a time, eliminating distractions, and working in concentrated bursts. This approach helps you enter a state of flow and complete tasks more efficiently.

Tips for focused doing:

• Clear your workspace of distractions
• Turn off notifications on your devices
• Use a timer for focused work sessions
• Take regular breaks to maintain energy and focus

5. Create a Simple, Trusted System

"ZTD says that you should use the lists you need, but keep your system as simple as possible."

Simplicity breeds consistency. ZTD recommends creating a minimal system that you can trust and easily maintain. This typically includes a few key lists, a calendar, and a simple filing system. The goal is to have a system that's easy to use and doesn't require constant tweaking.

Components of a simple system:

• A few context-based task lists (e.g., @work, @home, @errands)
• A calendar for time-specific commitments
• A simple filing system for reference materials
• Regular review and maintenance of your system

6. Organize and Simplify Your Life

"A place for everything, and everything in its place."

Organization reduces stress and increases efficiency. ZTD emphasizes the importance of having a designated place for everything in your life, from physical items to digital files. This habit helps you maintain a clutter-free environment and quickly find what you need when you need it.

Steps to organize and simplify:

• Declutter your physical and digital spaces
• Create a logical filing system for documents
• Establish routines for putting things away immediately
• Regularly review and simplify your possessions and commitments

7. Establish Routines for Consistency and Calm

"Create weekly and daily routines to give your day and your week a more ordered and calm feeling."

Routines provide structure and reduce decision fatigue. By establishing regular routines for your mornings, evenings, and weekly tasks, you create a sense of order and consistency in your life. This habit helps you maintain your productivity system and ensures that important tasks are never forgotten.

Sample routines:

• Morning: Review MITs, process inboxes, exercise
• Evening: Plan for tomorrow, reflect on the day, prepare for bed
• Weekly: Review goals, plan Big Rocks, batch process small tasks

8. Find Your Passion and Make It Your Career

"Imagine this instead: you get up early, jumping out of bed, excited to go to work."

Passion fuels productivity and happiness. While not essential to the ZTD system, finding work you're passionate about can dramatically increase your motivation and productivity. This habit involves actively exploring your interests, developing skills, and seeking opportunities to turn your passion into a career.

Steps to find your passion:

• Explore various interests through reading and experimentation
• Identify activities that put you in a state of flow
• Develop skills related to your passions
• Network with people in fields that interest you
• Start small by pursuing your passion as a side project

9. Implement ZTD Habits One at a Time

"Focus on one habit at a time, and apply proven habit-change methods to that habit, and then once that has become a habit, move on to the next habit."

Gradual change leads to lasting results. Unlike some productivity systems that ask you to change everything at once, ZTD recommends focusing on one habit at a time. This approach increases your chances of successfully adopting each habit and maintaining it long-term.

Habit implementation strategy:

• Choose one ZTD habit to focus on
• Commit to practicing it for 30 days
• Use proven habit-change techniques (e.g., tracking, accountability)
• Move on to the next habit only after the current one feels automatic

10. Review and Adapt Regularly

"Your Weekly Review asks you to do a quick check of your system, and also focuses on reviewing your goals each week."

Regular review ensures continued effectiveness. ZTD emphasizes the importance of regularly reviewing your system, goals, and progress. This habit helps you stay on track, make necessary adjustments, and maintain alignment between your daily actions and long-term objectives.

Components of an effective review:

• Weekly review of your system and goals
• Monthly check-in on larger projects and life direction
• Yearly reflection and goal-setting session
• Continuous tweaking of your ZTD implementation as needed

Last updated: January 24, 2025