In a previous post I started going through my new process for handling tasks that allows me to be email inbox zero.

If you can remember, I funnel everything that I have to do (or need to follow up on) to my toodledo inbox, whether it’s from email, snail mail, meetings, etc.

In toodledo I have the following folders set up:

  1. Inbox
  2. Projects
  3. Discussions
  4. Someday / Maybe

My default tasks get sent to my inbox folder automatically, so any tasks I add whether it’s within toodledo, by forwarding an email, or by using my own personal python script (I’ll discuss this in another post) all sit first in that inbox folder.

Then, I can go through each item and specify whether the item is a task or project, what it’s due date is, the context (@work, @home, @calls, @wife, etc), what the status is ( next action, deferred, waiting on, etc) and determine if it’s a project, a discussion I need to have, or if I’m going to do it sometime in the future.

Then I move the task to the appropriate folder and I’m done!

Well, done processing anyway. Now it’s time to start doing real work.

Depending on where I am, I will filter my lists by context, so when I’m at work I only see my @work tasks.. Or if I am meeting with my whole animation team I’ll filter to my folder discussions and then check out my @anim items so I know what I want to talk about.

What’s great about this is that I can have a real clear picture of what tasks and projects are relevant to my current state, and I can easily determine what I should be working on at any given moment.

I’ve been focusing on doing this for a few weeks now and my focus has changed considerably. I really feel like I have a handle on most of the things that are taking my attention.

I don’t have everything in this system yet.. For example I know that I have to return my leased car within the next two months but I don’t have a project based on that idea yet.

It’s all a process though.. A journey.

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