Getting Things Done Podcast – Ep. 298: Reflecting Skills Lab

Date: February 19, 2025
Host(s): Ana Maria Gonzalez (“A”), John (“B”), with brief participation by “C”
Main Theme: Deepening Your GTD® Reflecting Skills

Episode Overview

This episode of the Getting Things Done podcast is the first “Skills Lab” of 2025, focusing explicitly on the “Reflect” stage of the GTD methodology. Hosted by Senior Master Trainer Ana Maria Gonzalez and digital GTD product manager John, the lab-style session guides listeners through the practice of reflection—what it really means in GTD, why it matters, the challenges people face, and practical steps for improvement.

The session is highly interactive, emphasizing learning by doing, with participants chiming in through chat and exercises.

Key Discussion Points & Insights

1. The Nature and Value of Reflecting in GTD

• Reflecting is Essential for Choice & Trust:
  • Ana Maria introduces the idea that GTD is not a path to mastery but of mastery; “there’s always something more that we could probably improve, enhance, or do better.”
  • Reflecting is presented as the linchpin allowing practitioners to confidently choose what to do—and not do—by knowing the landscape of their commitments.
  • Quote (Ana Maria, 05:23):

    “You can only feel good about what you’re not doing when you know what you’re not doing... and that’s not something that comes for free. It’s the result of reflecting.”

2. Reflecting vs. Action Bias

• Pausing is Productive:
  • John observes most people have “such a strong bias toward action... that’s okay, we just need to also develop that other side, which is taking time to stop doing and just reflect” (06:50).
  • Ana Maria shares wisdom from Buddhist tradition:

    “There’s a lot of power in doing nothing... In being lazy, you’re actually being generous not only to yourself but to others. As you stop and pause, you can more carefully listen and then know what to give or how to be there...” (07:15)

3. Clarifying What is (and isn’t) Reflecting

• Emergency Scanning ≠ Reflecting:
  • Through a group exercise, the hosts clarify that “emergency scanning” of emails isn’t reflecting, because it lacks the element of pausing and intention.
  • John distinguishes between “emergency reflecting” (e.g., temporarily increasing the frequency of reviews during stressful events) and routine emergency scanning, which is actually clarifying, not reflecting (10:46–11:19).

4. Types and Frequencies of Reflection

• Horizons of Focus & Review Timing:
  • The discussion explains that review frequency (daily, weekly, monthly, quarterly, yearly) aligns with different GTD Horizons of Focus (15:54–18:45):
    • Daily: Calendar & actionable lists (ground level)
    • Weekly: Projects (Horizon 1)
    • Monthly: Areas of accountability (Horizon 2)
    • Quarterly: Goals (Horizon 3)
    • Bi-Yearly/Yearly: Vision & purpose (Horizons 4 & 5)
  • Individuals share what types of reflecting are strongest/weakest in their practice (14:02–14:55).
  • The hosts suggest matching review frequency to the area of focus, but emphasize flexibility.

5. Reflecting in Action: Practical Tips and Exercises

• Daily Reflection:

  • Always involves checking the calendar and, if applicable, the appropriate next actions list. If your day is packed or you’re traveling, you might skip lists you can’t act on (19:44–21:46).
  • Quote (Ana Maria, 21:46):

    “Whenever you’re reviewing on a daily basis, you’re doing it because you have a strong possibility that whatever’s on that list, you have a chance to get done. Otherwise, don’t bother.”

• How Long Should a Daily Review Take?

  • “As much as you need to feel comfortable with what you’re doing.”
  • The only wrong answer is creating an arbitrary, strict daily time requirement. (22:12–22:40).

• Exercise: Mini-Review

  • Listeners are guided to open their calendars and review the next three days to see if changes are needed—illustrating how brief reflection can be powerful (22:40–25:53).
  • Quote (John, 25:00):

    “Even just a couple of minutes of reflecting turned out to have a lot of value for people... they saw things that needed to happen.”

• Trusting Your System: The Three C’s

  • For your GTD system to truly work, it must be current, complete, and consistent.
  • Quote (Ana Maria, 25:14):

    “A system is not a system unless it’s current, complete, and consistent.”

6. Coaching: Overwhelm and Poor Reviewing

• Case Study—Daniel:
  • The group tackles a (composite) scenario where Daniel avoids daily reviews because his lists feel overwhelming. Suggestions include:
    • Evaluating whether the items are truly next actions or are “fuzzy” projects;
    • Avoiding the misuse of the calendar (only use for date/time-specific actions);
    • Scheduling time for a mind sweep and full weekly review;
    • Recognizing that over-cluttered lists are likely insufficiently clarified, making everything feel like a mountain to climb (26:11–29:24).
  • Quote (Ana Maria, 27:22):

    “The number of items on your list doesn’t have to equal an overwhelming feeling... It wasn’t until they put it on the list that they were able to relax.”

Memorable Moments & Notable Quotes

• On The Power of Pausing:

  • “There’s so much value in pausing. And reflecting has a huge component of pausing. Otherwise you can’t reflect.” (Ana Maria, 08:02)

• On Emergency Scanning vs Reflecting:

  • “Typically when you’re reflecting, you’re not doing it with the intent of taking an action, but more with the intent of bringing your system back to current, to having it complete, to being consistent. So it’s two very different approaches.” (Ana Maria, 11:19)

• On Keeping Your System Trustworthy:

  • “The more current your system is, the more you’re going to trust your system. Or the opposite to be true.” (Ana Maria, 25:14)

• For GTD Veterans and Newcomers:

  • “All of us with this GTD methodology and this set of practices go through cycles... Sometimes you get more sophisticated, inspired by others, and go back to the ‘manual.’” (C, 29:35)

Important Timestamps

• 05:23: Why reflecting really matters in GTD; making good choices.
• 06:50–08:02: Action bias and the value of ‘doing nothing.’
• 10:46–11:45: “Emergency” reviewing—what it is and isn’t.
• 14:55–19:14: Aligning review frequency with Horizons of Focus.
• 21:46–22:40: Proper scope and purpose of daily reviews.
• 25:00–25:48: The Three Cs for a trusted system.
• 26:11–29:24: Coaching the “Daniel” scenario: overwhelm, calendar misuse, and the importance of clarification.
• 29:35–End: The evolving nature of GTD practice and learning cycles.

Takeaways for Practitioners

• Reflection is not optional: It’s the only way to build the trust GTD promises.
• Pausing is as productive as action: Developing the “other muscle” of reflecting leads to creative and trusted choices.
• Customize your reviews: Match reflection frequency to your needs and horizon, but be intentional.
• Don’t overcomplicate: Even a few minutes of reflection can radically de-stress your system.
• Current, Complete, Consistent: These are your “system trust metrics.”
• Review your lists—not just for action, but to know what you’re NOT doing, on purpose.

This episode embodies the reflective, practical spirit of GTD, blending practical advice, interactive exercises, and philosophical insight—ideal for users seeking to refresh or deepen their practice.