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Make Productivity a Habit with Zen to Done
Zen to Done (ZTD)
It's a productivity system that teaches how to take a simple approach to improving your productivity, by encouraging you to focus on forming one productivity-boosting habit at a time.
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The Minimalist Habits of Zen to Done
- Collect: Get ideas and to-dos out of your brain and onto a list.
- Process: Review your list daily and decide how to act on each item.
- Plan: Pick a few high priority items to accomplish each week and every day.
- Do: Schedule time to accomplish your selected to-dos without interruptions.
The Collect Habit
To clear your mind and improve focus, get your ideas and to-dos out of your mind and onto a list.
Documenting to-dos in the moment lessens the likelihood that you'll forget to do something and gives you a master list of to-dos to reference when you're trying to decide where to direct your time.
The Process Habit
For your to-do list:
- If the task takes less than 2 minutes to complete, do it immediately and get it off your list.
- If the task takes longer than 2 minutes to complete, set it aside for later.
- If someone else should do the task, send it to that person right away.
- If the task doesn't require any action, delete it immediately to get it off your list.
- If you just need to file the item for reference, put it where it needs to go right away.
The Do Habit
...says that when working on big rocks (the most important tasks), you need to minimize distractions as much as possible.
You're more likely to complete small tasks in a single working session, and more likely to make better progress on big tasks/projects that you need to work on over multiple sessions.
SIMILAR ARTICLES & IDEAS:
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Ruthless prioritization
It means deciding not to do things you'd really like to do. It also means deciding what's the most important task even when everything on your list feels crucial.
But if you can prioritize...
Consolidate All of Your Tasks Into a Single Source
To-dos arrive from a variety of sources. Your boss sends you an email, you get a Slack message from IT, a bill arrives in the mail, or a coworker asks for a favor in the hallway.
In order to prioritize your task list efficiently, you need a master to-do list that contains all of the tasks you need to prioritize and complete from all of those sources.
Analyze Your Task List
Go through your list, review each task, and decide what you want to do with it. You have 4 options:
- Do: complete the task now
- Defer: complete it later
- Delegate: assign it to someone else
- Delete: remove it from your list
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The Zen Master's Guide to Email Productivity | Process Street | Checklist, Workflow and SOP Software
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Determine What The Sender Needs From You Asap
Ask yourself:
- What’s the meaning and the value of the message?
- What action does this message require of me?
Suggested Email Structure
- Greeting
- Pleasantry
- How you got their details, call back and reason for email
- Body Topic: Situation, Benefit, Call to Action
- Closing line
- Signature
Habits For Efficient Email Processing
- Do – If it’s actionable, execute the task and archive.
- Delegate – Forward it on.
- Defer – Decide to do it later (snooze it until a concrete time).
- Delete – If possible, do it to reduce your inbox.
- File – If necessary, tag it and set a reminder for later to process items in that tag.
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GTD (Getting Things Done)
GTD is a productivity method for organizing your to-dos, priorities, and schedule in a way that makes them all manageable.
Its 5 principles are:
- Capture
- Clarify
- Org...
GTD: Capture
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