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Getting Things Done Flashcards

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1
Q

What is the core purpose of Getting Things Done?

A

To create relaxed control and mental clarity by managing tasks through a trusted external system.

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2
Q

What is the “mind like water” state?

A

A state of calm readiness where you can respond appropriately to any input without stress.

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3
Q

Why is the human mind bad at managing tasks?

A

The mind is good at having ideas but bad at holding and organizing them — it creates stress when overloaded.

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4
Q

What happens when we store tasks in our mind?

A

It creates cognitive load, distraction, and anxiety (“open loops”).

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5
Q

What is an “open loop”?

A

Any commitment or unfinished task that you’ve mentally agreed to do but haven’t yet clarified or tracked externally.

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6
Q

Why is it important to close open loops?

A

Closing loops reduces stress and allows you to focus fully on the present.

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7
Q

How does GTD help reduce stress?

A

It provides a structured way to capture, clarify, organize, review, and execute all commitments and ideas.

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8
Q

What is the relationship between control and perspective?

A

High control (organized system) + high perspective (clear priorities) = maximum effectiveness.

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9
Q

Why do people procrastinate or avoid tasks?

A

They often lack clarity about the next action or the desired outcome.

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10
Q

What is the benefit of externalizing your tasks?

A

It frees up mental bandwidth for creativity and focus, instead of constant low-level reminder loops.

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11
Q

What are the Five Steps of GTD workflow mastery?

A
  1. Capture 2. Clarify 3. Organize 4. Reflect 5. Engage
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12
Q

What is the goal of the Capture step?

A

To collect 100% of potential tasks, ideas, and commitments into trusted external buckets.

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13
Q

What tools can you use for Capture?

A

Physical inbox, notebook, voice recorder, app, email inbox, etc.

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14
Q

What is the goal of the Clarify step?

A

To decide what each captured item means and what action, if any, is required.

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15
Q

What are the possible outcomes of Clarify?

A

Trash, Incubate (Someday/Maybe), Reference, Project, or Next Action.

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16
Q

What is a “Next Action”?

A

The very next visible, physical action that can be taken to move a task forward.

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17
Q

What is a “Project” in GTD?

A

Any outcome requiring more than one action step to complete.

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18
Q

What is the goal of the Organize step?

A

To park clarified items in appropriate lists or systems for later review and action.

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19
Q

What are the core lists used in Organize?

A

Calendar, Next Actions lists, Projects list, Waiting For list, Someday/Maybe list, Reference.

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20
Q

What goes on your Calendar?

A

Only time-specific actions (appointments), day-specific actions, and day-specific information.

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21
Q

What is the goal of the Reflect step?

A

To review and update your system regularly so it stays current and trusted.

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22
Q

What is the Weekly Review?

A

A structured process of reviewing all lists and systems weekly to maintain clarity and control.

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23
Q

What is the goal of the Engage step?

A

To choose and do actions based on context, time, energy, and priority.

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24
Q

What is the Four-Criteria Model for choosing actions?

A

Context, Time Available, Energy Available, Priority.

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25
Why is the Engage step often where systems break down?
Without trusted lists and regular review, people revert to reacting rather than engaging intentionally.
26
What is a "Project" in GTD terms?
Any desired outcome that requires more than one action to complete.
27
Why is it important to track Projects separately from Next Actions?
Projects track outcomes; Next Actions track physical steps. Keeping both visible prevents loss of momentum.
28
What is the "Natural Planning Model"?
A 5-step process for planning projects: 1) Purpose & Principles 2) Outcome Visioning 3) Brainstorming 4) Organizing 5) Next Actions.
29
Why start planning with Purpose & Principles?
Clarifying why you’re doing the project guides decisions and actions.
30
What is Outcome Visioning?
Creating a clear mental image of what "success" looks like when the project is completed.
31
What is Brainstorming in the Natural Planning Model?
Generating all possible ideas and actions related to the project without filtering.
32
What does the Organizing step in project planning involve?
Structuring brainstormed ideas into components, sequences, priorities, and key pieces.
33
What is the final step of the Natural Planning Model?
Determining the very next physical action required to move the project forward.
34
Why do projects often stall?
Lack of clearly defined Next Actions, loss of visibility in the system, or ambiguous outcomes.
35
What is the role of the Projects List?
To keep a visible inventory of all active projects so they are reviewed regularly.
36
Why review Projects frequently?
It keeps them alive in your awareness, preventing them from becoming open loops again.
37
How can the Natural Planning Model help reduce procrastination?
It breaks large or ambiguous projects into actionable, concrete steps, making them less overwhelming.
38
What is the main purpose of GTD beyond task management?
To achieve a state of relaxed control and maximum effectiveness, freeing the mind for creativity and focus.
39
What are the two key factors for mastering workflow?
1. Control — having an organized system; 2. Perspective — knowing your priorities and outcomes.
40
What is meant by "Levels of Perspective" in GTD?
Different horizons of focus, from Next Actions up to long-term life goals and vision.
41
What are the five Horizons of Focus?
1) Ground (Calendar & Actions), 2) Projects, 3) Areas of Focus & Accountability, 4) Goals (1–2 years), 5) Vision & Life Purpose.
42
Why is it important to balance Control and Perspective?
Too much Control leads to busyness without purpose; too much Perspective without Control leads to overwhelm and inaction.
43
What does the "Natural Planning Model" help avoid?
It prevents analysis paralysis and overcomplication by encouraging simple, intuitive project planning.
44
Why is trust in your system critical?
Without trust, your mind won’t let go of trying to remember tasks, defeating the purpose of GTD.
45
What is a key sign that your system is trusted?
You can focus fully on the present without nagging worries about forgotten commitments.
46
What does Allen mean by "Mind Sweep"?
Periodically writing down everything on your mind to capture potential tasks and close open loops.
47
Why is the Weekly Review considered the "linchpin" of GTD?
It ensures your system stays clean, current, and functional — maintaining trust and clarity.
48
How does GTD support creativity?
By clearing mental space from untracked commitments, the mind is free to think creatively and strategically.
49
What is one risk of falling out of regular GTD practice?
Open loops accumulate, leading to stress, overwhelm, and reduced system trust.
50
What is the key to successfully implementing GTD?
Build the habits gradually; don't expect perfection at first. Trust builds as you use the system consistently.
51
What are common initial obstacles to GTD?
Perfectionism, overcomplicating the system, trying to process too much at once, and inconsistent review.
52
What is the best way to start applying GTD?
Focus first on Capture and Clarify; build trust in getting things out of your head and into the system.
53
Why does it take time to fully implement GTD?
Behavior change takes time, and new habits (capture, clarify, review) must be built gradually.
54
Why is consistent review critical for system maintenance?
Without review, lists and projects become outdated, leading to loss of trust and system decay.
55
What is the role of the Weekly Review during implementation?
It serves as the engine that keeps the system running and trusted — it's a non-negotiable practice.
56
Why is flexibility important in GTD?
Life is dynamic; the system must adapt to new contexts, tools, and personal styles over time.
57
How should GTD adapt to different tools (paper, digital, hybrid)?
The principles remain constant; choose tools that suit your style and context, ensuring they support fast capture, flexible lists, and easy review.
58
Why is it better to start small with GTD?
Starting small helps you avoid overwhelm and lets you experience the benefits early, building momentum.
59
How can GTD help with both professional and personal life?
The same system can manage both — your mind doesn’t distinguish between work and life commitments. GTD provides unified clarity.
60
What is a healthy mindset toward GTD mastery?
View GTD as a lifelong practice, not a one-time setup. Expect to evolve and refine your system over time.
61
What is the ultimate benefit of GTD?
The ability to live with clarity, freedom, and creative focus — managing life proactively rather than reactively.

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