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Review: Leo Babauta’s Ebook "Zen to Done"

Review: Leo Babauta’s Ebook "Zen to Done"
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    David Allen’s book Getting Things Done has become a classic of personal productivity, but not everyone finds his simple “what’s the next action” philosophy fully compatible with their lives. Allen himself admits that the book is directed specifically at business executives and may not fit everyone’s needs perfectly, and sites like lifehack.org, 43 Folders, and others in the personal productivity blogosphere, have dedicated a lot of time and pixels to working out some of the tweaks and workarounds needed to make Allen’s GTD system apply to their readers’ lives.

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    ZTD cover

      Leo Babauta has spent the last year publicly fine-tuning his take on GTD, as a contributor here at lifehack.org and at the excellent Zen Habits. Now, he’s taken all he’s learned and rolled it up into his own system, “Zen to Done”, available as an ebook for $9.50 through his site. Zen to Done combines the task management aspects GTD with the goal-setting and prioritization methods advocated by Stephen Covey, along with Leo’s own “special sauce”.

      It sounds complicated, but it’s really not at all; in fact, if anything, Babauta has managed to simplify GTD even more, reducing it to 10 very doable habits — and even offering a 4-point “Simple ZTD” system that’s even easier! The idea is to develop not only the ideas we need to be more productive but to invest ourselves in transforming these ideas into habits, things that are just a natural part of our everyday routines. If you learn one habit a month, says Babauta, by the end of a year you’ll be amazingly more productive — not a bad deal for a year’s commitment.

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      ZTD consists, as I said, of 10 habits:

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      • Collect: Set up a limited number of inboxes — a tray on your desk, your email — and collect everything in those few places. Use a Moleskine, stack of index cards, or other easy-to-use (for you) device to capture and record thoughts, todo-list items, phone numbers, and other things you want to remember throughout the day.
      • Process: Go through your inboxes and decide what to do with each item — throw it out, get someone else to do it, do it yourself, do it later, or keep it as reference. Do this until your inbox is empty. Tomorrow, do it again. GTD’ers will recognize this as the essential core of the GTD system.
      • Plan: Spend some time at the beginning of each week deciding what your “Big Rocks” are for the coming week, the major projects you want to work on. Each morning (or the night before) list the three most important tasks (MITs) you want to accomplish that day. Put them at the top of your todo list, and do them.
      • Do: This is the core of ZTD — filling in what Babauta sees as a weak spot in Allen’s GTD system. Choose an MIT, give yourself large blocks of time without distractions (email, phone, any program you don’t need for the task at hand), and plug away until a) time’s up, or b) you’re done.
      • Simple, trusted system: Babauta’s advice for setting up a system you can live with — without fiddling and adding layers of complexity. Babauta uses a few web apps, a Moleskine, a calendar, and a set of files, but says whatever works without getting in your way is fine.
      • Organize: Keep everything in a place that’s logical and reduces the energy you need to a) find and use it, and b) put it back.
      • Review: The downfall of many a GTD’er, ZTD’s review simplifies the weekly review while extending it to include goal-setting: one long-term and one short-term at a time. This is an interesting thread through the whole system — instead of 10 5-year goals, Babauta advocates sticking to one big goal for the year, and working it until it’s done before moving onto another goal. This helps keep your head straight and your motivation high, with a string of successes to look back on instead of a bunch of successes in the future to look forward to.
      • Simplify: The notion of limiting the number of big goals you have at any given time fits in well with Babauta’s constant refrain of “simplify” — eliminate unnecessary tasks from your lists, minimize your commitments, reduce the number of things (goals, RSS feeds, emails, whatever) that demand your attention at any given moment.
      • Routine: This habit and the next are “optional”, according to Babauta — they’re more like principles than habits. And yet, they seem like the real core of the system. Set up daily and weekly routines, so that collecting, processing, planning, and doing become second-nature and everything just flows. Minimize unnecessary surprises so you can focus on getting everything done with a clear mind and an easy heart. That’s Zen!
      • Find Your Passion: Find something you’re passionate about doing — your calling, if you will — and forget the rest. Who needs to push themselves to do the things they love most in the world to do? Although Babauta comes across as slightly naive in pushing his readers to pursue a career doing what they love (“if you really put in the work, you’ll achieve your dreams someday” sounds suspiciously light next to the hard-headed practical advice we find throughout the rest of the book), this passion is the gist of all this personal productivity stuff — get the stuff you have to do out of the way so you can focus on what you want to do.

      There’s much more to ZTD than what I’ve listed above — it really is a phenomenal thing that Babauta has produced. The book is well-designed (though there are a few annoying typos and grammatical errors here and there) and very well-written; Babauta’s advice comes across more as a friend or trusted mentor telling you his secrets than as a “productivity expert” spelling out The Rules.

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      My only real complaint is that there’s no way to order the book in hard copy — it’s the kind of work you’re going to want to return to again and again, and a nice copy that could sit on your shelf next to David Allen and Steven Covey would be nice, even at slightly more cost. With easy print-on-demand services readily available, I hope Babauta will take the next step and offer this as a physical book soon. Oh, and Leo, did I mention a physical book is far more “giftable”?

      Highly recommended.

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        Disclaimer: Leo Babauta wrote for lifehack.org until June of 2007. However, I do not know Leo, nor have I had any contact with him. I started writing for lifehack.org in July of 2007.

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        Last Updated on June 18, 2019

        The Importance of Reminders (And How to Make a Reminder That Works)

        The Importance of Reminders (And How to Make a Reminder That Works)

        No matter how well you set up your todo list and calendar, you aren’t going to get things done unless you have a reliable way of reminding yourself to actually do them.

        Anyone who’s spent an hour writing up the perfect grocery list only to realize at the store that they forgot to bring the list understands the importance of reminders.

        Reminders of some sort or another are what turn a collection of paper goods or web services into what David Allen calls a “trusted system.”[1]

        A lot of people resist getting better organized. No matter what kind of chaotic mess, their lives are on a day-to-day basis because they know themselves well enough to know that there’s after all that work they’ll probably forget to take their lists with them when it matters most.

        Fortunately, there are ways to make sure we remember to check our lists — and to remember to do the things we need to do, whether they’re on a list or not.

        In most cases, we need a lot of pushing at first, for example by making a reminder, but eventually we build up enough momentum that doing what needs doing becomes a habit — not an exception.

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        From Making Reminders to Building Habits

        A habit is any act we engage in automatically without thinking about it.

        For example, when you brush your teeth, you don’t have to think about every single step from start to finish; once you stagger up to the sink, habit takes over (and, really, habit got you to the sink in the first place) and you find yourself putting toothpaste on your toothbrush, putting the toothbrush in your mouth (and never your ear!), spitting, rinsing, and so on without any conscious effort at all.

        This is a good thing because if you’re anything like me, you’re not even capable of conscious thought when you’re brushing your teeth.

        The good news is you already have a whole set of productivity habits you’ve built up over the course of your life. The bad news is, a lot of them aren’t very good habits.

        That quick game Frogger to “loosen you up” before you get working, that always ends up being 6 hours of Frogger –– that’s a habit. And as you know, habits like that can be hard to break — which is one of the reasons why habits are so important in the first place.

        Once you’ve replaced an unproductive habit with a more productive one, the new habit will be just as hard to break as the old one was. Getting there, though, can be a chore!

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        The old saw about anything you do for 21 days becoming a habit has been pretty much discredited, but there is a kernel of truth there — anything you do long enough becomes an ingrained behavior, a habit. Some people pick up habits quickly, others over a longer time span, but eventually, the behaviors become automatic.

        Building productive habits, then, is a matter of repeating a desired behavior over a long enough period of time that you start doing it without thinking.

        But how do you remember to do that? And what about the things that don’t need to be habits — the one-off events, like taking your paycheck stubs to your mortgage banker or making a particular phone call?

        The trick to reminding yourself often enough for something to become a habit, or just that one time that you need to do something, is to interrupt yourself in some way in a way that triggers the desired behavior.

        The Wonderful Thing About Triggers — Reminders

        A trigger is anything that you put “in your way” to remind you to do something. The best triggers are related in some way to the behavior you want to produce.

        For instance, if you want to remember to take something to work that you wouldn’t normally take, you might place it in front of the door so you have to pick it up to get out of your house.

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        But anything that catches your attention and reminds you to do something can be a trigger. An alarm clock or kitchen timer is a perfect example — when the bell rings, you know to wake up or take the quiche out of the oven. (Hopefully you remember which trigger goes with which behavior!)

        If you want to instill a habit, the thing to do is to place a trigger in your path to remind you to do whatever it is you’re trying to make into a habit — and keep it there until you realize that you’ve already done the thing it’s supposed to remind you of.

        For instance, a post-it saying “count your calories” placed on the refrigerator door (or maybe on your favorite sugary snack itself)  can help you remember that you’re supposed to be cutting back — until one day you realize that you don’t need to be reminded anymore.

        These triggers all require a lot of forethought, though — you have to remember that you need to remember something in the first place.

        For a lot of tasks, the best reminder is one that’s completely automated — you set it up and then forget about it, trusting the trigger to pop up when you need it.

        How to Make a Reminder Works for You

        Computers and ubiquity of mobile Internet-connected devices make it possible to set up automatic triggers for just about anything.

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        Desktop software like Outlook will pop up reminders on your desktop screen, and most online services go an extra step and send reminders via email or SMS text message — just the thing to keep you on track. Sandy, for example, just does automatic reminders.

        Automated reminders can help you build habits — but it can also help you remember things that are too important to be trusted even to habit. Diabetics who need to take their insulin, HIV patients whose medication must be taken at an exact time in a precise order, phone calls that have to be made exactly on time, and other crucial events require triggers even when the habit is already in place.

        My advice is to set reminders for just about everything — have them sent to your mobile phone in some way (either through a built-in calendar or an online service that sends updates) so you never have to think about it — and never have to worry about forgetting.

        Your weekly review is a good time to enter new reminders for the coming weeks or months. I simply don’t want to think about what I’m supposed to be doing; I want to be reminded so I can think just about actually doing it.

        I tend to use my calendar for reminders, mostly, though I do like Sandy quite a bit.

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        Featured photo credit: Unsplash via unsplash.com

        Reference

        [1] Getting Things Done: Trusted System

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