Getting Things Done

Question 1

What is the core purpose of Getting Things Done?

Answer 1

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

Question 2

What is the “mind like water” state?

Answer 2

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

Question 3

Why is the human mind bad at managing tasks?

Answer 3

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

Question 4

What happens when we store tasks in our mind?

Answer 4

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

Question 5

What is an “open loop”?

Answer 5

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

Question 6

Why is it important to close open loops?

Answer 6

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

Question 7

How does GTD help reduce stress?

Answer 7

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

Question 8

What is the relationship between control and perspective?

Answer 8

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

Question 9

Why do people procrastinate or avoid tasks?

Answer 9

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

Question 10

What is the benefit of externalizing your tasks?

Answer 10

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

Question 11

What are the Five Steps of GTD workflow mastery?

Answer 11

1. Capture 2. Clarify 3. Organize 4. Reflect 5. Engage

Question 12

What is the goal of the Capture step?

Answer 12

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

Question 13

What tools can you use for Capture?

Answer 13

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

Question 14

What is the goal of the Clarify step?

Answer 14

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

Question 15

What are the possible outcomes of Clarify?

Answer 15

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

Question 16

What is a “Next Action”?

Answer 16

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

Question 17

What is a “Project” in GTD?

Answer 17

Any outcome requiring more than one action step to complete.

Question 18

What is the goal of the Organize step?

Answer 18

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

Question 19

What are the core lists used in Organize?

Answer 19

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

Question 20

What goes on your Calendar?

Answer 20

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

Question 21

What is the goal of the Reflect step?

Answer 21

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

Question 22

What is the Weekly Review?

Answer 22

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

Question 23

What is the goal of the Engage step?

Answer 23

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

Question 24

What is the Four-Criteria Model for choosing actions?

Answer 24

Context, Time Available, Energy Available, Priority.

Question 25

Why is the Engage step often where systems break down?

Answer 25

Without trusted lists and regular review, people revert to reacting rather than engaging intentionally.

Question 26

What is a "Project" in GTD terms?

Answer 26

Any desired outcome that requires more than one action to complete.

Question 27

Why is it important to track Projects separately from Next Actions?

Answer 27

Projects track outcomes; Next Actions track physical steps. Keeping both visible prevents loss of momentum.

Question 28

What is the "Natural Planning Model"?

Answer 28

A 5-step process for planning projects: 1) Purpose & Principles 2) Outcome Visioning 3) Brainstorming 4) Organizing 5) Next Actions.

Question 29

Why start planning with Purpose & Principles?

Answer 29

Clarifying why you’re doing the project guides decisions and actions.

Question 30

What is Outcome Visioning?

Answer 30

Creating a clear mental image of what "success" looks like when the project is completed.

Question 31

What is Brainstorming in the Natural Planning Model?

Answer 31

Generating all possible ideas and actions related to the project without filtering.

Question 32

What does the Organizing step in project planning involve?

Answer 32

Structuring brainstormed ideas into components, sequences, priorities, and key pieces.

Question 33

What is the final step of the Natural Planning Model?

Answer 33

Determining the very next physical action required to move the project forward.

Question 34

Why do projects often stall?

Answer 34

Lack of clearly defined Next Actions, loss of visibility in the system, or ambiguous outcomes.

Question 35

What is the role of the Projects List?

Answer 35

To keep a visible inventory of all active projects so they are reviewed regularly.

Question 36

Why review Projects frequently?

Answer 36

It keeps them alive in your awareness, preventing them from becoming open loops again.

Question 37

How can the Natural Planning Model help reduce procrastination?

Answer 37

It breaks large or ambiguous projects into actionable, concrete steps, making them less overwhelming.

Question 38

What is the main purpose of GTD beyond task management?

Answer 38

To achieve a state of relaxed control and maximum effectiveness, freeing the mind for creativity and focus.

Question 39

What are the two key factors for mastering workflow?

Answer 39

1. Control — having an organized system; 2. Perspective — knowing your priorities and outcomes.

Question 40

What is meant by "Levels of Perspective" in GTD?

Answer 40

Different horizons of focus, from Next Actions up to long-term life goals and vision.

Question 41

What are the five Horizons of Focus?

Answer 41

1) Ground (Calendar & Actions), 2) Projects, 3) Areas of Focus & Accountability, 4) Goals (1–2 years), 5) Vision & Life Purpose.

Question 42

Why is it important to balance Control and Perspective?

Answer 42

Too much Control leads to busyness without purpose; too much Perspective without Control leads to overwhelm and inaction.

Question 43

What does the "Natural Planning Model" help avoid?

Answer 43

It prevents analysis paralysis and overcomplication by encouraging simple, intuitive project planning.

Question 44

Why is trust in your system critical?

Answer 44

Without trust, your mind won’t let go of trying to remember tasks, defeating the purpose of GTD.

Question 45

What is a key sign that your system is trusted?

Answer 45

You can focus fully on the present without nagging worries about forgotten commitments.

Question 46

What does Allen mean by "Mind Sweep"?

Answer 46

Periodically writing down everything on your mind to capture potential tasks and close open loops.

Question 47

Why is the Weekly Review considered the "linchpin" of GTD?

Answer 47

It ensures your system stays clean, current, and functional — maintaining trust and clarity.

Question 48

How does GTD support creativity?

Answer 48

By clearing mental space from untracked commitments, the mind is free to think creatively and strategically.

Question 49

What is one risk of falling out of regular GTD practice?

Answer 49

Open loops accumulate, leading to stress, overwhelm, and reduced system trust.

Question 50

What is the key to successfully implementing GTD?

Answer 50

Build the habits gradually; don't expect perfection at first. Trust builds as you use the system consistently.

Question 51

What are common initial obstacles to GTD?

Answer 51

Perfectionism, overcomplicating the system, trying to process too much at once, and inconsistent review.

Question 52

What is the best way to start applying GTD?

Answer 52

Focus first on Capture and Clarify; build trust in getting things out of your head and into the system.

Question 53

Why does it take time to fully implement GTD?

Answer 53

Behavior change takes time, and new habits (capture, clarify, review) must be built gradually.

Question 54

Why is consistent review critical for system maintenance?

Answer 54

Without review, lists and projects become outdated, leading to loss of trust and system decay.

Question 55

What is the role of the Weekly Review during implementation?

Answer 55

It serves as the engine that keeps the system running and trusted — it's a non-negotiable practice.

Question 56

Why is flexibility important in GTD?

Answer 56

Life is dynamic; the system must adapt to new contexts, tools, and personal styles over time.

Question 57

How should GTD adapt to different tools (paper, digital, hybrid)?

Answer 57

The principles remain constant; choose tools that suit your style and context, ensuring they support fast capture, flexible lists, and easy review.

Question 58

Why is it better to start small with GTD?

Answer 58

Starting small helps you avoid overwhelm and lets you experience the benefits early, building momentum.

Question 59

How can GTD help with both professional and personal life?

Answer 59

The same system can manage both — your mind doesn’t distinguish between work and life commitments. GTD provides unified clarity.

Question 60

What is a healthy mindset toward GTD mastery?

Answer 60

View GTD as a lifelong practice, not a one-time setup. Expect to evolve and refine your system over time.

Question 61

What is the ultimate benefit of GTD?

Answer 61

The ability to live with clarity, freedom, and creative focus — managing life proactively rather than reactively.