Productivity & Study Skills Time Management & Planning Flashcards

24 sample cards from the Time Management & Planning deck

Sampled from the end of the deck, so these are different cards from the ones shown on the syllabus page.

1. In the OKR framework, what is an Objective and what is a Key Result?

   An Objective is a significant, qualitative, inspirational statement of what you want to achieve (the 'where to go'). Key Results are the 2–5 specific, quantitative, measurable outcomes that define whether the objective is reached (the 'how we know we got there'). Formula (John Doerr): 'I will [Objective] as measured by [Key Results].'

2. How are OKRs typically structured and scored?

   Typically 3–5 objectives per cycle (usually a quarter), each with about 3–5 key results. Key results are scored on a scale of $0$ to $1.0$; with ambitious 'stretch' OKRs, a score around $0.6$–$0.7$ is considered success — consistently scoring $1.0$ suggests the goals were set too low. OKRs are reviewed regularly and are not meant to be a direct performance-evaluation tool.

3. Trace the origin and popularization of OKRs.

   OKRs were developed by Andy Grove at Intel in the 1970s (evolving Peter Drucker's Management by Objectives, MBO). John Doerr, who learned them at Intel, introduced them to Google in 1999, and later spread them widely through his book 'Measure What Matters' (2018).

4. How do long-term and short-term goals differ, and what timeframes are typically used?

   Short-term goals are achievable soon — typically within days to about a year (e.g., finish this week's problem set, pass this semester). Long-term goals span roughly one to many years (e.g., earn a degree, master a profession). Long-term goals provide direction and motivation; short-term goals provide concrete, actionable steps and quick feedback.

5. What is the recommended relationship between long-term and short-term goals in planning?

   Short-term goals should function as milestones that ladder up to long-term goals: break each long-term goal into medium-term objectives, then into short-term actions (yearly → monthly → weekly → daily). This alignment makes the long-term goal actionable, allows progress measurement, and ensures daily effort actually serves the bigger aim.

6. What is backward planning (reverse planning)?

   Backward planning starts from the end goal and its deadline, then works backwards, identifying the last step needed before the goal, then the step before that, and so on until you reach the present. Each step receives its own deadline (milestone). It contrasts with forward planning, which starts from today and works toward the goal.

7. Show how a student would use backward planning to prepare for an exam 8 weeks away.

   Start at the exam date and work backwards: final week — full mock exams and light review; weeks 6–7 — practice questions and fix weak areas; weeks 3–5 — active revision of all chapters with flashcards; weeks 1–2 — finish learning remaining material and build notes. Each block gets a deadline, and today's task is whatever the earliest milestone requires.

8. What is time blocking?

   Time blocking is a scheduling method in which you divide your entire day into blocks on the calendar and assign each block a specific task or category of work in advance, so every hour has a planned job. Instead of working from an open-ended list, you follow the calendar; popularized by Cal Newport, who argues a blocked workday delivers far more output than reactive, unstructured time.

9. What is the difference between time blocking and timeboxing?

   Time blocking reserves a calendar slot for a task or category — the emphasis is on when the work happens ('9–11 am: write essay'). Timeboxing additionally imposes a strict maximum duration with a hard stop and a defined finish goal — the emphasis is on limiting how long ('draft the intro in exactly 45 minutes, then stop'). Timeboxing is thus time blocking plus a fixed limit and completion criterion.

10. Why should a well-designed calendar include buffer time, and what does that mean?

    Buffer time is unscheduled white space deliberately placed between blocks (e.g., 10–15 minutes between sessions, plus open blocks in the day). It absorbs overruns, transitions, and surprises, preventing one delay from cascading through the whole schedule; it counters the planning fallacy (our tendency to underestimate task durations) and gives room for breaks and re-planning.

11. What is 'day theming' (theme days)?

    Day theming assigns each day of the week a single overarching focus or category of work (e.g., Monday = writing, Tuesday = problem sets, Wednesday = revision) — batching at the scale of a whole day. It minimizes context switching across projects; famously used by Jack Dorsey to run Twitter and Square simultaneously by giving each weekday a fixed theme.

12. What is task batching and why does it save time?

    Task batching means grouping similar small tasks (emails, errands, flashcard review, formatting) and completing them in one dedicated session instead of scattering them through the day. It saves time because each type of task has a setup/mental-loading cost; doing similar tasks consecutively pays that cost once and eliminates repeated context switches and attention residue.

13. What is a weekly review, and what are its core components?

    A weekly review is a recurring ritual (e.g., Friday afternoon or Sunday) in which you: 1) clear and process all inboxes/loose notes; 2) review the past week — what got done, what slipped; 3) review calendar and upcoming deadlines; 4) update project and task lists; 5) choose the next week's priorities and pre-plan its schedule. In GTD it is considered the critical habit that keeps the whole system trusted and current.

14. What is the 'MIT' method in daily planning?

    MIT stands for Most Important Tasks: each morning (or the evening before) you choose 1–3 tasks that matter most for the day and commit to completing them before or above everything else. Everything else is a bonus. It guarantees daily progress on priorities even when the day gets chaotic, and pairs naturally with Eat the Frog (do the top MIT first).

15. What is a 'shutdown ritual' in daily planning?

    A shutdown ritual (advocated by Cal Newport) is a fixed end-of-day routine: review remaining tasks and capture them in a trusted system, check the calendar for tomorrow, sketch tomorrow's plan, then explicitly declare work finished (e.g., 'schedule shutdown complete'). It closes open loops (reducing the Zeigarnik effect of intrusive unfinished-task thoughts) and protects evening recovery.

16. Describe the standard procedure of the Pomodoro Technique.

    1) Choose a task; 2) set a timer for 25 minutes (one 'pomodoro') and work with full focus until it rings; 3) mark the pomodoro done and take a short break of about 5 minutes; 4) after every 4 pomodoros, take a longer break of about 15–30 minutes; 5) repeat. Pomodoros completed can also be tracked to estimate and audit effort.

17. Who invented the Pomodoro Technique and why is it called that?

    Francesco Cirillo invented it in the late 1980s as a university student. 'Pomodoro' is Italian for tomato — named after the tomato-shaped kitchen timer he used to time his 25-minute study sessions.

18. What are the key rules of the Pomodoro Technique regarding interruptions and indivisibility?

    A pomodoro is indivisible: if it is significantly interrupted, it is void and must be restarted — 'a pomodoro cannot be split.' Internal distractions are quickly noted on paper and postponed to later; external interruptions are handled by the 'inform–negotiate–call back' strategy. If a task finishes early, use the remaining time for review/overlearning rather than stopping the timer.

19. What are the five steps of David Allen's Getting Things Done (GTD) workflow?

    1) Capture — collect everything that has your attention into trusted inboxes; 2) Clarify — process each item: what is it, is it actionable, what is the next action?; 3) Organize — put reminders where they belong (lists, calendar, projects); 4) Reflect — review the system regularly (especially the weekly review); 5) Engage — choose and do actions with confidence.

20. State the two-minute rule from GTD.

    When clarifying an item, if the next action can be completed in less than two minutes, do it immediately rather than organizing, deferring, or delegating it — because tracking and retrieving it would take longer than just doing it.

21. In GTD, what are the main lists/categories an actionable or non-actionable item can be organized into?

    Actionable items go to: Next Actions lists (often sorted by context, e.g., @computer, @phone), the Calendar (only date/time-specific commitments), Projects list (any outcome needing more than one action), or Waiting For (delegated items). Non-actionable items go to: Trash, Someday/Maybe, or Reference. The goal is a trusted external system — a 'mind like water' free of remembering.

22. Describe the Ivy Lee Method for to-do lists.

    At the end of each workday, write down the six most important tasks for tomorrow — no more than six — and rank them in order of true importance. Next day, work on task 1 until finished before moving to task 2, and so on; move unfinished tasks to tomorrow's list of six. Devised by consultant Ivy Lee for Charles M. Schwab of Bethlehem Steel around 1918.

23. What is the 1-3-5 rule for daily to-do lists?

    Structure each day's list as exactly nine items: 1 big task, 3 medium tasks, and 5 small tasks. It caps the list at a realistic daily workload, forces prioritization by size/importance, and prevents the demoralizing endless to-do list while still guaranteeing progress on one major item.

24. What is a 'not-to-do list' and why is it recommended alongside a to-do list?

    A not-to-do list is an explicit list of activities you commit to avoiding or eliminating — habitual time wasters, low-value commitments, and tasks to delegate or decline (e.g., 'no social media before noon,' 'no meetings without an agenda'). It is recommended because time management is as much about subtraction as addition: protecting time from the trivial many is what frees capacity for the vital few.

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Time Management & Planning flashcards FAQ