Filtest

Notes on the Workflow Diagram

• In-basket

  • This is a collection point for all incoming tasks or items that need attention.
  • Thoughts: Having a centralized place for tasks can help reduce overwhelm and keep focus sharp.

• Reconsider after incubation

  • This suggests taking a break before making decisions on certain items.
  • Additional Information: Incubation allows thoughts to mature, which can lead to better decision-making.

• Does it require action?

  • A fundamental question to determine the next steps for each item in the in-basket.
  • Ideas: It can be useful to categorize tasks into actionable and non-actionable right away.

• Is it worth keeping?

  • This checks if the item has long-term value.
  • Thoughts: Regularly assessing the worth of items can prevent clutter in your task system.

• Eliminate/Trash

  • A clear pathway for disposing of irrelevant items.
  • Additional Information: This step is crucial for productivity; getting rid of unnecessary tasks keeps focus on what matters.

• Projects

  • Refers to items that require multiple actions to complete.
  • Ideas: Organizing tasks into projects can help visualize larger goals.

• Plan necessary actions

  • Developing a step-by-step approach for managing project tasks.
  • Thoughts: Planning helps in breaking down complex tasks into manageable steps.

• Is more than one action needed?

  • This decision point divides tasks that can be done in one step from those needing multiple actions.
  • Additional Information: This distinction aids in effective task management.

• Determine next action

  • A process to outline the immediate next step for a task.
  • Ideas: Clear next actions can significantly reduce procrastination.

• Will it take less than 2 minutes?

  • A quick check to identify tasks that can be completed immediately.
  • Thoughts: This principle is based on the idea that completing small tasks now can free up mental space later.

• Do it now vs. Delegate it

  • Deciding whether to handle a task personally or pass it on to someone else.
  • Additional Information: Delegating can help manage workload effectively.

• Am I the right person to do this?

  • A reflective question that assesses if the task aligns with one’s skills or responsibilities.
  • Thoughts: This can lead to better outcomes when tasks are handled by the most suited individuals.

• Defer it

  • Indicates that a task should be postponed rather than addressed immediately.
  • Ideas: Deferring can be useful if priorities shift or if additional information is needed.

• Should it be done at a specific time?

  • This helps to determine if a task is time-sensitive.
  • Additional Information: Time management is crucial in project success.

• Next actions

  • This refers to tasks that need to be done as soon as feasible.
  • Thoughts: This mindset fosters a proactive approach to responsibilities.

• Monitor results for possible additions/corrections

  • A system for tracking the outcome of actions taken on tasks.
  • Ideas: Continuous monitoring can lead to improvements and adjustments in ongoing projects.

Reference: