How To Process An Overwhelming Inbox And Get Organised

Last week in my Todoist video, I showed how I process my inbox at the end of the day. This generated a lot of questions, so this week I am answering those questions.

 

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Script

Episode 163

Hello and welcome to episode 163 of the Working With Podcast. A podcast to answer all your questions about productivity, time management, self-development and goal planning. My name is Carl Pullein and I am your host for this show.

There are three parts to any good productivity system. There is the collection of the inputs being thrown at you. There’s the organising of those inputs—what do they mean to you? What do you need to do? And When? And of course the most important part, the doing. 

This week’s question is about the collecting part and how to get those collected inputs into your system. 

Now, before we get to the question, hopefully, you will now be in the final stages of your 2021 planning. Yo really do not want to be doing your 2021 planning in the final week of 2020. That’s a time for reflection, resting and where possible spending time with your family. 

So, if you would like help in formalising your ideas into achievable goals and to begin the year with a solid plan, then I have a personal one on one coaching programme. You can get yourself two fifty-minute calls with me, personally, to help you set up 2021 for just $149.00. 

I know this might not be for everyone, but if you are serious about turning 2021 into a great year, then just head over to my coaching page on my website, complete the questionnaire and lets get you set up for an incredible year. 

Okay, on with the show and that means it’s time for me to hand you over to the Mystery Podcast Voice for this week’s question. 

This week’s question comes from Zoe. Zoe asks, Hi Carl, I’ve taken your COD course and the one area I struggle with is deciding where I should put a task when I have put it into my inbox. Deciding what context to add and which folder to put it into can be so overwhelming, I usually just don’t bother. Are there any tips and tricks you could share that will make organising my tasks easier?

Hi Zoe, Thank you for your question. 

I often see this problem when I am coaching. When you are not organising your inbox on a regularly basis the number of tasks builds up and one of two things will happen. Either you will stop adding new tasks because you stop trusting your system or you start to do your work directly from your inbox because the rest of your system has collapsed. 

Neither of these situations is very good. 

So what can you do?

Well, if your task manager’s inbox is overloaded with tasks that have been there for days or weeks you need to stop. What I mean by stop is you need to schedule an hour or so to process your inbox. 

Unfortunately, when your inbox is overloaded, the chances are you will be telling yourself you are too busy to stop and process it. And of course, when you say that to yourself it becomes a vicious circle. Your inbox continues to grow (or not as the case, maybe) and you continue to feel overwhelmed and busy. 

So, stop. Just stop. If you cannot do it during your office hours then do it between 9 and 10 pm. Or wake up an hour earlier than usual. You need this hour and you need to be offline and off the grid when you do it. 

The first thing you have to do is process it. 

Now there could be an underlying problem that you eluded to, Zoe. Your folder structure and contexts are too complicated. 

Processing your inbox should be easy and fast. It should not need too much thought. 

This is why the Time Sector System came about. I found myself processing my inbox and getting stuck where to put something. Was it a project (because I knew I was going to have to do two or more things to close it out) or a single action item? Or was it part of another project? 

Then once I had decided where to put the task, I had to think about what context to add to it. Did I need a specific tool—my phone, computer? Or did I need to be at a particular place? 

Agh! Way too many decisions and far too slow.

So how do you streamline this? 

First up, you have to simplify your system. Do you really need contexts today? The old @office, @computer, @home, @hardware store etc. 

Contexts worked twenty years ago when you needed a computer to reply to your email or write a report, but today you can do those things from your phone. In fact, the last statistic I read was around 70% of email is done on a smartphone today. And I often begin writing my blog posts using my phone. 

You may find contexts work for you, but if you are not using those lists, then don’t use them. If you do use those lists, then there’s no reason to add a context. 

Next your folder structure. As I am sure you already know, I no longer manage my tasks by project. I manage my projects from my notes app and that is my project support file. All my projects both active and inactive as well as completed projects are all contained in my Notes app. So I do not need to create a folder structure that duplicates my projects. 

For one thing, I am not working on all my projects at the same time. Projects are usually worked on in the order of priority—usually deadline priority. 

So my task manager is organised by when I will do a task. This means the only folder I need to look at on a weekly basis is my This Week folder. While I am doing my work, anything I want to or need to do next week is irrelevant. I’m doing that next week. 

When I am doing project work, I am working from my project notes, not my task manager. If I have a meeting about a project, I can open the project file in my notes app and add comments, tasks and relevant information directly into the project notes, If I receive an email or a Twist message related to a project, I can, if I wish, copy and paste any relevant information into my project notes. It’s a central place for anything related to that project. 

Now, when I do my weekly planning session, I can go to my projects and decide which projects I will be working on next week and add tasks to my task manager then. 

So, when it comes to processing and organising my inbox tasks is simple. I have two questions to ask: What is it? And when will I do it? 

It’s strange as I say that, it sounds complicated, but really it is quite simple. If you open your inbox now and try it, ask yourself what is it? What do I have to do? And then ask yourself “when can I do that?” 

So for example, let’s say you have a task such as: “find a website designer to create a website for my new company” the first question is what is it? This is a research task, so when will you do it? You may decide you don’t need to do it this week, and you will do it next month, then just drop it into your next month folder. There’s nothing else to do with the task now. You’re not going to do it until next month so put it into next month’s folder and forget about it for now. 

You could have a task that says “call Jenny about her resignation letter”, now this is something you likely have to do ASAP, so all you need do is decide when you will do it. Let’s say you decide to do that tomorrow, so add tomorrow’s date and drop it into This Week’s folder. 

And that’s it. That’s all you need to do to process your inbox. Over time you will get faster at this. I can clear fifteen to twenty tasks in my inbox in less than five minutes. Knowing that means there’s no resistance to processing. It’s just something I do just before I finish my day. 

Now a few words of caution here. The Time Sector System only works if you do a weekly planning session. If you are not bringing your next week tasks forward to this week and dating those tasks everything will fall apart. 

If you are not going into your project list to see what needs doing and pulling tasks into your This Week folder then you will soon find yourself falling behind with your projects. 

But, if you do the weekly planning session, you will be fine. The great thing about a weekly planning session is you are in a quiet place… hopefully, and you give yourself thirty minutes or so to get yourself set up for the week ahead. The feeling you have once you have done it is fantastic. You feel organised, on top of everything and ready for the week ahead. 

When I did my planning last Saturday, I saw I would be away from my desk on Tuesday for most of the day so I was able to reschedule my Tuesday tasks to other days. I’m not worrying about anything being missed because I have gone through everything and made sure I am on top of it all. 

So there you go, Zoe. Ask yourself do you really need those contexts? You probably do not. And do you really need all those folders in your task manager? Again, you might be happier managing your projects from your task manager. But if you do, you will need to review all those projects and make sure there are not errant tasks that crept into the wrong folder. 

I hope that has helped. The best approach is if something isn’t working, then find another way. There will always be a way that works for you. Keep experimenting and you will soon find it. More often than not though, the simplest approach is the best approach. 

If you would like to know more about the Time Sector System, I have a comprehensive blog post you can read about it, I also have a playlist on my YouTube channel and you can take the course. All the links are in the show notes.

It just remains for me now to wish you all a very very productive week.