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Notes on the Workflow Diagram

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  • 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.

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