“Immediately collect all information that comes to us in one place and not rely on memory.”
One of the biggest obstacles to productivity is the lack of a system for collecting all the information that comes to us from different sources, such as documents, emails, conversations, assignments, commissions, and organizing them systematically.
Identify the sources of information (inputs)
- Regular mail
- Chat apps
- Social media and notifications
- Assignments and tasks
- Project documents
- Spontaneous ideas
Converge inputs towards as few collection points as possible
1. Email
Minimize the number of addresses or use software that converges emails
2. Physical documents
Find a folder at home and at work where you can include all incoming documentation that requires action, don’t hide it in drawers
3. Digital notifications
Turn off notifications on your phone, choose moments to check or use “focus” mode
4. Ideas and tasks
Use a notebook or a task management app to note down every single idea or task that comes to mind. Write down everything, don’t decide what’s good or not.
The notebook: a fundamental tool
The notebook is the tool you use to collect ideas, notes, information you receive when you’re on the go, activities you need to remember to do, tasks that are assigned to you during meetings.
Always carry a small notebook with you (or any other collection tool that works well for you) and write down every:
- Task
- Idea
- Project
- Information that comes to mind
Out of your head and onto paper, so you don’t forget.
Usage examples
- When you’re in a meeting and something comes up that you’ll need to do later, note it down
- When your boss calls and asks you to work on a project, make a note
- When someone gives you a phone number or an email address at a social gathering, write it down
IMPORTANT: When you arrive at the office or at home, transfer the contents of the notebook to your to-do list
To-do list apps
Some prefer paper, some prefer digital. Digital apps offer the advantage of always having all your tools with you and developing quick systems for collecting information.
Recommended options:
- Things (for Apple systems)
- Microsoft To Do (for Windows/Android or cross-platform)
The advice is to put a widget on your main page of your smartphone, smartwatch, PC, tablet, which links to the same synchronized list called “inbox” or “input”.
With voice assistants, you can often record activities as voice notes or dictate, to capture ideas even while driving.
Empty the inboxes into lists
- Everything that comes to mind or you receive should be immediately noted or put in the inboxes
- After a set period, or when you return home or go to bed, pick up the inboxes and record each idea in the notebook in a to-do list
Remember: The essence of this habit is to write things down immediately, before you forget them, and to empty the notebook as soon as you arrive home or return to work.
