Frequently Asked Questions

General questions about the method

What’s the difference between Zen To Done and Getting Things Done (GTD)?

ZTD is inspired by GTD but differs in several key aspects:

• ZTD focuses on acquiring one habit at a time, while GTD proposes a complete system to implement all at once
• ZTD places greater emphasis on doing rather than on the system itself
• ZTD incorporates Big Rocks and MITs (Most Important Tasks), ensuring that you focus on truly important things
• ZTD encourages simplification and reducing the number of tasks
• ZTD integrates elements from Stephen Covey’s 7 Habits

How long does it take to see results with ZTD?

You should notice improvements from the first days with the implementation of the first habit. However, for significant and lasting change, consider a long-term approach:

• 1-2 weeks to feel the benefits of a single habit
• 30 days to consolidate a habit
• 6-12 months to implement all habits and completely transform your productivity

Do I need to implement all 10 habits?

No. ZTD was designed to be flexible. You can:

• Start with the minimalist method (Collect, Process, Plan, Do)
• Choose only the habits that solve your specific problems
• Adapt the habits to your personal needs

What’s important is to be consistent with the habits you choose to implement.

Practical implementation

Which habit should I start with?

Most people benefit from starting with:

1. Collect - To stop forgetting things
2. Process - To reduce input accumulation
3. Plan - To ensure you focus on important things
4. Do - To improve your focus ability

If you have specific problems (like a messy desk), you might want to start with the most relevant habit (like Organize).

How can I find time to implement ZTD?

Start small:

• Dedicate 15-20 minutes a day to implement the first habit
• Block time in your calendar specifically for this
• Add new practices to your existing routines
• Remember that the initial time investment will lead to considerable time savings in the future

What tools should I use?

ZTD is tool-independent. You can use:

• Paper and pen
• Digital apps
• A combination of both

What’s important is that the system is simple and that you actually use it. Some popular tools include:

• Microsoft To Do or Things for task lists
• OneNote or Evernote for notes
• Google Calendar or Outlook for calendar
• Pocket for “read later”

How do I handle interruptions and unexpected events?

ZTD recognizes that interruptions are inevitable:

• Capture new requests in your collection system immediately
• Quickly decide the priority of the new request
• If possible, stay on the current task and handle the interruption later
• Maintain flexibility in planning (don’t schedule 100% of your time)
• Set clear expectations with others about when you are and aren’t available

Common challenges

I feel overwhelmed by the amount of things to do

This is a common problem that ZTD directly addresses:

• Implement Habit #8 (Simplify) to reduce what’s on your plate
• Focus on 3 MITs each day
• Learn to say no to new commitments
• Eliminate or delegate non-essential tasks
• Group similar small tasks to handle them more efficiently

I struggle to maintain new habits

Habit change is difficult:

• Focus on just one habit at a time for 30 days
• Create specific triggers for new habits
• Find an accountability partner
• Keep a record of your progress
• Reward yourself for small successes
• If you fail, try again without self-criticism

How do I manage emails without constantly checking them?

Inbox Zero is the solution:

• Disable email notifications
• Check emails only 2-3 times a day
• Use the decision workflow (archive, respond, add to calendar, create task)
• Establish clear expectations with colleagues and clients about your response time
• Use automatic responses for emergency situations when you’re engaged in deep work

I can’t complete my MITs

If you regularly struggle to complete your MITs:

• Your MITs might be too ambitious. Start with smaller, more specific tasks
• Are you scheduling too many MITs? Limit to 3 per day
• Position MITs at the beginning of the day, before checking email
• Eliminate distractions while working on MITs
• Use the Pomodoro technique (25 minutes of work, 5 of break) to maintain focus

How do I keep everything synchronized between work and home?

Managing multiple contexts can be challenging:

• Consider using cloud tools that you can access anywhere
• Maintain separate lists for different contexts (@work, @home, etc.)
• Do a complete weekly review that covers all aspects of your life
• Set up clear routines for transitioning from one context to another
• If possible, use a single system for everything, with separate categories

Integration with other methodologies

Can ZTD work with Pomodoro?

Absolutely! The Pomodoro technique (25 minutes of focused work, 5 minutes of break) integrates perfectly with Habit #4 (Do):

• Use pomodoros to work on your MITs
• The timer helps you maintain focus and manage energy
• Regular breaks prevent burnout

How does ZTD integrate with Agile/Lean principles?

There are many synergies:

• Both focus on delivering value and eliminating waste
• Both emphasize feedback cycles and continuous improvement
• You can use a Personal Kanban to visualize workflow
• ZTD’s weekly retrospectives are similar to Agile retrospectives
• ZTD encourages limiting WIP (Work In Progress) as does Kanban

Can I use ZTD with Time Blocking?

Time Blocking (blocking time in your calendar for specific activities) is highly compatible with ZTD:

• Block time for your daily MITs
• Reserve blocks of time for processing inboxes
• Create dedicated blocks for deep work
• Use blocks for daily routines