How to Create an Inbox System for Busy Professionals
I talk a lot about how to create a solid plan for your workday so you have a clear focus and intention for how you’ll be spending your time, but the real challenge for most busy professionals is handling the additional new action items and tasks that accumulate throughout your workday.
It’s great to start the day with your top three tasks identified, your schedule for calls and meetings, and of course time blocks outlined to do deep work, but what should you do if you get even more new tasks and items that need to be integrated into your existing daily plan?
How do you capture, prioritize and integrate new tasks that come from the multiple different inputs in your workday like meetings, emails, messages, and calls from team members, superiors, clients, and other co-workers?
The solution is to have a well organized inbox system.
Your inbox system may actually be made up of multiple different task and information capture solutions, especially if you are someone who not only receives new tasks throughout the day, but also receives information that may pertain to specific projects, or perhaps needs to capture your own ideas or reminders for future meetings or work that isn’t currently your focus at the moment.
A Place for Everything and Everything in it’s Place
My first suggestion for creating your organized inbox system is to decide the specific places you are going to put specific types of information and the general process you intend to follow for each.
New tasks must be captured and processed in a different way than information you may need for future reference, so having a unique process for each different information type will be important.
It would be optimal to capture new tasks in one centralized location, like an inbox page of your planner, a brain dump spread, or a specific file in a notes application, so you can then determine the priority of the tasks.
I determine the priority of my new tasks using an Eisenhower Matrix that evaluates tasks for urgency and importance. Any new tasks that are urgent and important will be integrated into my plan for the day, while other tasks of less urgency or less importance may be scheduled for another day or kept on a pending list for future reference.
I recently designed a simple Inbox Sorter Insert for my Charmed Life Master Mind sisters to use as a simple capture and prioritization system for their tasks. It integrates the concept of a single task inbox with the action plan that results from organizing your tasks with the Eisenhower Matrix.
For example:
Urgent and Important Tasks | Do Now
Not Urgent and Important Tasks | Schedule
Urgent and Not Important Tasks | Delegate
Not Urgent and Not Important Tasks | Delete
For any information you receive during the course of your workday, I think it’s important to have a separate system for organizing notes and reminders so you can quickly locate and use the information when you need it.
I recommend using a digital notes tool to organize this type of information especially if you are receiving it in digital form most of the time through messages and emails. It’s quite easy to simply copy and paste information, where as rewriting it onto a paper notes system may take a bit more time. Of course, if you prefer to be fully analog and use a paper notes system for this part of your overall system, do what works for you.
I use Apple Notes to organize raw information and ideas, because the app syncs across my laptop, iPhone and even my iPad so that I always have access to it, and because it is digital I can use the search function to quickly find information as well.
I keep my notes app organized by folders for different categories of information, like Personal Notes, Business, Marketing, Content, etc, and then I keep individual note files inside the folders to organize specific topics for quick reference.
If using a notes app doesn’t work for you, you could also use a Google Sheets file or spreadsheet application on your computer to organize information by category and topic as well.
If you’d prefer to use a paper based system, you could divide a notebook into sections for your categories, or include pages in your planner dedicated to specific categories or projects you need to retain information on to act on later.
Turning the System into a Routine
With your Inbox System set up, the next part of the process would be to define and establish a regular routine for transferring and reviewing information.
It’s not enough to have the system set up with the defined place for each type of task or information to go, but you also need to decide how often you are going to review your various other inboxes to transfer information into their appropriate place in your system, and how often you need to review those individual places to make sure you are utilizing the information you captured.
I generally check my inboxes (email, message systems etc) about twice a day, once in the morning at the start of my work and once in the afternoon before I stop working for the day, and that is the point where I will funnel tasks and information to their appropriate spots in my organization system.
Tasks get listed and organized with the Eisenhower Matrix, and information, reminders or ideas get organized to their appropriate folder or note in my Apple Notes.
I keep active notes for each of the classes, products and pieces of content I create so I can quickly transfer or capture information that pertain to each of these individual projects quickly, as soon as it comes to my attention.
When you initially start this routine, it will be a good idea to set alerts to ensure you use the system regularly, and then after a while, it will become a natural process you do as part of your day.
I hope this information helps you create your own organized inbox system to stay on top of your tasks and do your best work, no matter what you do! Let me know how it works out and if you have any questions and I’d be glad to help!
xoxo,
