Book Notes:

• Your mind is for having ideas, not holding them—capture everything externally to free mental space.
• The "two-minute rule": If a task takes <2 minutes, do it immediately.
• Stress comes from unprocessed "open loops"—incomplete commitments lingering in your mind.
• Weekly reviews are critical to maintain system integrity and prevent overwhelm.
• "Mind Like Water" concept: Optimal productivity occurs when your system matches your commitments.
• Organize tasks by context (@calls, @computer, @home) rather than priority alone.
• Projects require a defined next physical action to maintain momentum.
• The 5-stage workflow: Capture, Clarify, Organize, Reflect, Engage.
• "Someday/Maybe" lists preserve non-urgent ideas without cluttering active tasks.
• Use a "tickler file" (43 folders) for time-sensitive reminders.
• Clarify all inputs by asking: "Is it actionable?" If not, trash, file, or incubate.
• Priority is contextual—your best action depends on time/energy/available tools.
• The 6 Horizons of Focus model links daily tasks to life purpose.
• Procrastination often stems from undefined next actions, not laziness.
• Trusting your system is essential—if you doubt it, you'll revert to chaos.
• "Outcome thinking": Define the desired result before planning steps.
• Multitasking reduces efficiency—GTD encourages single-task focus within contexts.
• Email inboxes should be processed to zero, not used as storage.
• Calendar only for time-specific commitments—everything else goes on lists.
• "Waiting For" lists track delegated tasks and external dependencies.
• "Reference systems" store non-actionable information for quick retrieval.
• A "brain dump" (mind sweep) clears mental clutter by externalizing all tasks.
• Projects are anything requiring >1 action step—even small ones.
• The Natural Planning Model reverses engineering: Purpose > Vision > Brainstorming > Organizing > Action.
• Overcommitment often arises from unclear boundaries and unprocessed inputs.
• Productivity hinges on separating clarification from execution.
• "Control" (managing actions) and "Perspective" (aligning with goals) form GTD’s core.
• Checklists reduce cognitive load for recurring tasks or complex workflows.
• "Vertical focus" addresses project details; "horizontal focus" maintains system coherence.
• The 80/20 rule applies: 20% of actions drive 80% of results.
• Unwritten goals create anxiety—externalizing them enables progress.
• "Creative procrastination": Deliberately deferring lower-priority tasks without guilt.
• Meeting preparation requires defining desired outcomes in advance.
• "Delegation" isn’t just for managers—anyone can redirect tasks.
• Perfectionism stalls execution—focus on "good enough" next actions.
• Energy management trumps time management—schedule tasks by mental/physical capacity.
• "Horizon 5" (50,000ft): Align work with core values/purpose.
• GTD adapts to personalities—rigid systems fail, flexible ones thrive.
• Inbox processing order: Top to bottom, one item at a time.
• "Project lists" provide overviews without cluttering action lists.
• Limiting active projects prevents overwhelm and context-switching.
• "Trigger lists" help identify forgotten commitments during reviews.
• Digital tools work if they’re fast, accessible, and trustworthy.
• Unactionable items (e.g., "read later") belong in separate lists.
• "Hard landscape" calendar entries anchor your day’s structure.
• GTD isn’t time management—it’s attention and commitment management.
• Stress tests reveal system gaps: What’s causing resistance or anxiety?
• "Next actions" must be physically doable (e.g., "Call Jim" vs. "Solve problem").
• Annual reviews update higher-altitude goals and prune obsolete projects.
• Capturing ideas immediately prevents mental rehearsal cycles.
• "Someday/Maybe" includes creative risks you’re not ready to pursue.
• Post-meeting actions should be captured before discussing new topics.
• "Waiting For" lists enable proactive follow-ups vs. passive hoping.
• Checklists for travel/packing reduce decision fatigue.
• "Outcome visioning" reduces ambiguity in complex projects.
• GTD works because it addresses both psychology and logistics.
• Incomplete projects drain energy—even small ones.
• Email subject lines can become actionable tasks with minor edits.
• "Parking lot" notes prevent meeting tangents from derailing agendas.
• The system’s value grows exponentially with consistent use.
• "Reference" vs. "Action": Mixing them breeds confusion.
• Physical organization (desk, tools) impacts mental clarity.
• GTD’s universal appeal: Applies to CEOs, artists, and students alike.
• "Mind Like Water" requires regular maintenance, not one-time setup.
• Unprocessed inputs create psychic weight—even trivial ones.
• Batch similar tasks (calls, emails) to leverage focus states.
• "Horizon 1" (Runway): Current actions must align with larger goals.
• "Maybe" items often become actionable when revisited later.
• GTD mitigates impostor syndrome by externalizing commitments.
• The system accommodates surprises—they’re just unprocessed inputs.
• "Clarify" phase transforms vague ideas into concrete steps.
• Time-blocking works best after GTD clarifies true priorities.
• Digital detoxes fail without systems to handle incoming data.
• "Engage" phase uses intuition—trust your curated options.
• GTD reduces the "Zeigarnik effect" (unfinished task anxiety).
• "Project" vs. "Area of Responsibility"—the latter has no endpoint.
• Weekly reviews reset mental RAM and sharpen focus.
• GTD’s longevity stems from principles, not tools or trends.