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Capture inbox

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Summary

  • Keep a few capture points that are always within reach, and clear each one regularly.
  • Capture a thought first; later decide whether it needs action, what comes next, and where it belongs.
  • Emptying an inbox means deciding where each entry goes, rather than finishing every task immediately.

Ways to apply

  1. On your own

    Free, no special equipment to buy

    1. Choose a few readily available capture points, such as a phone inbox and a notepad by your desk.
    2. When something comes to mind, use the nearest capture point to note enough detail to recall it.
    3. Set aside time to review each capture point regularly and decide whether each entry needs action.
    4. Move specific next actions to an action list; put items tied to a date or time on your calendar.
    5. Delete, file, or save other entries for later; remove each from the inbox once its place is clear.

Capture points must be within reach and few enough to clear

From a book

In Getting Things Done, Allen advises keeping capture tools within reach and using only as many as needed. A few accessible capture points can be more useful than a single one that is often unavailable. Too many, however, can make it hard to clear each one regularly(Allen, 2015).

Capture the reminder first; decide the next step later

From a book

Allen separates capturing from clarifying: first record what has caught attention; later decide whether it needs action and what the next step is(Allen, 2015).

Emptying the inbox means deciding destinations, not finishing tasks

From a book

For Allen, “emptying” means deciding where each entry goes. Items needing no action can be deleted, filed for reference, or saved for later consideration. Unfinished items needing action move to an action list, rather than returning to the unprocessed inbox(Allen, 2015).

The inbox then holds only new entries that still need clarification. Choosing which actions to work on today belongs to daily planning.

Evidence

References (1)
  1. BookGetting Things Done: The Art of Stress-Free ProductivityAllen D (2015). Penguin Books