ZTD distills productivity into 10 core habits that build on each other. Unlike complex systems, ZTD focuses on simple, repeatable actions that become second nature. Each habit is both a goal and a stepping-stone for the next.
1. Capture
Importance
Frees mental RAM
Prevents forgotten tasks
Foundation for every other habit
Implementation Steps
Pick one capture tool (notes app, pocket notebook).
Carry it everywhere.
Write everything down instantly.
Practical Tips & Example
Example: While commuting, think “Send report to Jill.” Immediately voice-note it or jot it in your pocket notebook. Review these items during your daily “process” time.
2. Process
Importance
Turns chaos into clarity
Ensures captured items don’t pile up
Links Capture → Next actions
Implementation Steps
Schedule 2 daily “process” blocks (5-10 min).
Use the 2-minute rule: if it takes ≤2 min, do it now.
Delegate, defer, or delete the rest.
Practical Tips & Example
Tip: Pair this with your morning coffee and end-of-work shutdown ritual.
Example: Voice-note “Book flight to Chicago.” During process time, open the airline app and reserve the ticket if ≤2 min, or add “Research flights” to your task manager.
3. Plan
Importance
Aligns daily tasks with big-picture goals
Reduces decision fatigue
Depends on processed tasks
Implementation Steps
Each evening, list your MITs (Most Important Tasks) for tomorrow.
Limit to 1–3 MITs.
Block calendar time for each MIT.
Practical Tips & Example
Tip: Ask “What would make today great?”
Example: MITs: (1) Finish client proposal, (2) 30-min workout. Schedule 9-11 am deep-work session and 6 pm gym.
4. Do (Single-Task)
Importance
Maximizes deep work
Increases task completion speed & quality
Executes your MIT plan
Implementation Steps
Turn off notifications.
Use the Pomodoro technique (25-5).
Work on ONE MIT until done.
Practical Tips & Example
Tip: Put phone in another room; use website blockers.
Example: Set timer for 25 min, write proposal intro. After 4 pomodoros take a 20-min break.
5. Simple Trusted System
Importance
Centralizes tasks & references
Reduces tool overwhelm
Supports Processing & Planning
Implementation Steps
Choose one task manager (Todoist, paper, Notion).
Create 3 lists: Projects, Next Actions, Waiting For.
Review weekly.
Practical Tips & Example
Tip: Keep it minimal; avoid feature creep.
Example: Use Todoist with labels @Work, @Home. Weekly review every Sunday 4 pm.
6. Organize
Importance
Keeps physical & digital spaces usable
Reduces friction to start tasks
Extends your trusted system
Implementation Steps
Everything has a home.
End-of-day tidy-up (5 min).
Use the “one in, one out” rule for items.
Practical Tips & Example
Tip: Label folders physically & digitally alike.
Example: Keep a tray labeled “Scan” for papers; empty it every Friday.
Tip: Use a checklist template.
Example: Sunday 5 pm: open Todoist → set next week’s MITs → celebrate wins.
8. Simplify
Importance
Reduces commitments to essentials
Makes other habits easier
Increases mental bandwidth
Implementation Steps
Quarterly “no-list”: list tasks/projects to drop.
Apply 80/20 rule to goals.
Practical Tips & Example
Tip: Ask “What happens if I stop this?”
Example: Stop attending non-mandatory meetings; reclaim 3 hrs/week.
9. Routine
Importance
Automates positive behavior
Reduces reliance on willpower
Slots all habits into daily flow
Implementation Steps
Design AM & PM routines.
Stack new habits onto existing ones.
Use habit-tracking grid.
Practical Tips & Example
Example AM routine: Wake → Capture idea from dream → Review MITs → 5-min tidy desk → Start first Pomodoro.
10. Find Your Passion
Importance
Creates intrinsic motivation
Guides long-term goals
Supercharges all other habits
Implementation Steps
Journal weekly: “What energized me?”
Align at least one MIT to passion.
Practical Tips & Example
Example: Passionate about design? Make “Sketch one UI idea” a recurring MIT.
Putting It All Together
These 10 habits form a reinforcing loop. Capture → Process → Plan → Do → Review keeps your workflow alive, while Organize & Simplify reduce friction. Routine embeds each habit, and Passion gives it meaning. Start with one habit per week and layer them gradually. In two months, you’ll run a self-sustaining productivity engine that supports both your goals and well-being.
