Capture Inbox Workflow Decision Tree
Decide what happens to every new thought.
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Design a capture workflow for ideas, tasks, and information. Where things arrive (phone, email, messages, paper, voice, web clipping): [CAPTURE_SOURCES]. My tools: [TOOLS]. My typical problems (lost ideas, a messy inbox, never reviewing): [PROBLEMS]. Provide a decision tree for processing each captured item: 1. Is it actionable? IF no THEN: is it reference material (file it where I will look for it), possibly useful later (a "someday" list with a review date), or trash (delete)? 2. IF yes THEN: will it take under 2 minutes? Do it now. 3. Otherwise: is it a single action or a multi-step project? Single action -> task with a due date or context; multi-step -> project with a defined outcome and next action. 4. Is it mine to do? IF not THEN delegate and add to a waiting-for list with a follow-up date. 5. Does it have a date or place? Calendar for time-specific items. Add: the minimal set of capture places (aim for 3), how to move items from each into one inbox; the rule of processing the inbox daily for 10 minutes and a weekly full review; templates for quick capture (one line with a verb); a plan for voice notes and photos; labels or tags to keep (at most five); an example of processing 10 mixed items (list them and show their destinations); and ways to reduce capture sources over time. Keep the system small and sustainable.
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