Advice on tracking/incubating non-actionable items which don't need a future decision?

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mnemosyne

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I'm currently struggling to decide on the best approach to process non-actionable items in my inbox which I also don't want to forget about and would appreciate any ideas/feedback on how you approach these.

Some recent examples:

  1. An internal communication about a new role which might strategically impact the work my team does. Currently I want to remember that this role is being recruited to in the next few months and eventually who is in this new position.
  2. A funding application which my team have supported but don't have any direct involvement in the application process itself. There might not be any news from the funding body for six months with the project (if funded) not formally starting for another 12 months.
Do they simply require a tickler entry? I just want to be mindful of them as ongoing processes I am not currently directly responsible for but which might impact my areas of responsibility/focus in the future.

How would you approach these two examples? It is likely I could do nothing and will eventually be updated of outcomes in the future but this is putting responsibility on others who might not communicate back to me until much later in the process than I would prefer.

My own thoughts:

  • I could create a 'tickler' item in my task manager with a future date reminding me to check on updates such as 'Has x role/project fund been appointed'? This could be aligned with a person context such as my line manager or the project manager of the funding application.
  • I could maintain an 'Area of Focus' checklist document such as a table of ongoing funding applications with a generic tickler reminder or monthly review trigger to review the status of these applications.
  • It doesn't seem appropriate to contextualise these as 'Waiting For' as they don't impact any current projects and they are not blocking any current work.
  • I could add them to 'Someday/Maybe' but this seems like too much detail for things which might not come to anything. I guess for the funding application it could work as there is some project support material from the initial application work but I don't want to solely rely on reviewing the someday/maybe list as a trigger.
How do you handle these kind of non-actionable items?
 
I would say those are definitely actionable, just in the future. "Find out who took the x position" and "Find out if bid X was successful". So its just a project on hold.

Short term, like if I was waiting a few weeks, I'd make a new Project and leave it with a WF.

Anything much longer than that, I'd stick them in my task manager Inbox with a defer date, then they'll just reappear in my Inbox at whatever point in the future. By then I might already know the answer, but if not, I can turn it into a project and do whatever action is needed to find out.
 
mnemosyne said:
  • I could create a 'tickler' item in my task manager with a future date reminding me to check on updates such as 'Has x role/project fund been appointed'? This could be aligned with a person context such as my line manager or the project manager of the funding application.
  • I could maintain an 'Area of Focus' checklist document such as a table of ongoing funding applications with a generic tickler reminder or monthly review trigger to review the status of these applications.
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These two seem best to me. Whether to go with single ticklers for each one, or a tickler referring to a list, is IMO purely a matter of personal taste/preference.
 
Thanks both for your replies. It seems I need to be more confident with expanding the role of the 'tickler' function and the idea of converting something which appears un-actionable in to something actionable using this function.

I do still struggle utilising areas of focus so this might be an opportunity to experiment and expand my GTD practice beyond inbox/project levels.
 
mnemosyne said:
I'm currently struggling to decide on the best approach to process non-actionable items in my inbox which I also don't want to forget about and would appreciate any ideas/feedback on how you approach these.

Some recent examples:

  1. An internal communication about a new role which might strategically impact the work my team does. Currently I want to remember that this role is being recruited to in the next few months and eventually who is in this new position.
  2. A funding application which my team have supported but don't have any direct involvement in the application process itself. There might not be any news from the funding body for six months with the project (if funded) not formally starting for another 12 months.
Do they simply require a tickler entry? I just want to be mindful of them as ongoing processes I am not currently directly responsible for but which might impact my areas of responsibility/focus in the future.

How would you approach these two examples? It is likely I could do nothing and will eventually be updated of outcomes in the future but this is putting responsibility on others who might not communicate back to me until much later in the process than I would prefer.

My own thoughts:

  • I could create a 'tickler' item in my task manager with a future date reminding me to check on updates such as 'Has x role/project fund been appointed'? This could be aligned with a person context such as my line manager or the project manager of the funding application.
  • I could maintain an 'Area of Focus' checklist document such as a table of ongoing funding applications with a generic tickler reminder or monthly review trigger to review the status of these applications.
  • It doesn't seem appropriate to contextualise these as 'Waiting For' as they don't impact any current projects and they are not blocking any current work.
  • I could add them to 'Someday/Maybe' but this seems like too much detail for things which might not come to anything. I guess for the funding application it could work as there is some project support material from the initial application work but I don't want to solely rely on reviewing the someday/maybe list as a trigger.
How do you handle these kind of non-actionable items?
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@mnemosyne

In regards to "I could maintain an 'Area of Focus' checklist document such as a table of ongoing funding applications with a generic tickler reminder or monthly review trigger to review the status of these applications."

On this end, general Areas-of-Focus (was subjectively five, currently subjectively four through slow-&-small and detached-&-objective reflection from gratefully coupling 'Adversities, Obstacles,-&-Toxicities' with the Divine as welcomed opportunities instead of unwanted challenges-&-frustrations; unlikely to 'ever' be less than four) is the all encompassing GTD unchanging structure for Purpose through Organize which includes many necessary subjective nuances to maintain on going objective reflection for improvement opportunities often through [Leonardo da Vinci] purging very subtle identifiable excesses to see as much reality as possible

As such, if there are considerations that are unchanging within a particular Area-of-Focus are deemed as sub Areas-of-Focus are referred to as Pillars for their necessary ongoing reflection required for necessary distraction-free development for their very particular TLC nuances

Hopefully the above offers you at least a little GTD take-away

As you see GTD fit. . . .
 
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For items like this, I would probably save it to a reference folder in my OneNote but also add a task saying something like "Review the XYZ memo" and defer the date for it to appear in my Task List in a few months.
 
mnemosyne said:
I'm currently struggling to decide on the best approach to process non-actionable items in my inbox which I also don't want to forget about and would appreciate any ideas/feedback on how you approach these.

Some recent examples:

  1. An internal communication about a new role which might strategically impact the work my team does. Currently I want to remember that this role is being recruited to in the next few months and eventually who is in this new position.
  2. A funding application which my team have supported but don't have any direct involvement in the application process itself. There might not be any news from the funding body for six months with the project (if funded) not formally starting for another 12 months.
Do they simply require a tickler entry? I just want to be mindful of them as ongoing processes I am not currently directly responsible for but which might impact my areas of responsibility/focus in the future.

How would you approach these two examples? It is likely I could do nothing and will eventually be updated of outcomes in the future but this is putting responsibility on others who might not communicate back to me until much later in the process than I would prefer.

My own thoughts:

  • I could create a 'tickler' item in my task manager with a future date reminding me to check on updates such as 'Has x role/project fund been appointed'? This could be aligned with a person context such as my line manager or the project manager of the funding application.
  • I could maintain an 'Area of Focus' checklist document such as a table of ongoing funding applications with a generic tickler reminder or monthly review trigger to review the status of these applications.
  • It doesn't seem appropriate to contextualise these as 'Waiting For' as they don't impact any current projects and they are not blocking any current work.
  • I could add them to 'Someday/Maybe' but this seems like too much detail for things which might not come to anything. I guess for the funding application it could work as there is some project support material from the initial application work but I don't want to solely rely on reviewing the someday/maybe list as a trigger.
How do you handle these kind of non-actionable items?
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In GTD terms, you’re exactly in that subtle territory between reference, incubation, and proactive thinking. Here’s how I would approach your two examples:

1. Strategic Roles Recruitment (example 1):
  • I would create a Tickler entry (dated reminder) approximately 30-45 days after the communication, then another follow-up as needed. Example: “Check if [Role] recruitment progressed.”
  • I would also link it to a Person context if there’s a clear individual you’ll likely need to interact with (e.g., line manager, HR contact).
  • Once the person is appointed, it might eventually become a true Project (“Onboard collaboration with new [Role]”) — but at this stage, it’s just incubation with light proactive monitoring.
2. Funding Application (example 2):
  • Again, Tickler is a great fit: I’d schedule a reminder just before the 6-month expected window (not after) — something like: “Check if funding result announced for [Project Name].”
  • Depending on how strategic funding applications are to your ongoing work, you could maintain a very lightweight tracking table as part of your Areas of Focus support materials (not Projects or Waiting For). A simple “Strategic Watchlist” document for similar cases — reviewed during Weekly Review.
On your self-assessment:
  • I agree it’s not a Waiting For (because you didn’t delegate and you have no current dependency).
  • Someday/Maybe could feel heavy here. I reserve Someday/Maybe for things I might want to take action on in the future, not passive updates I just want to stay mindful of.
Why this matters:
  • What you’re really solving here is “How can I stay appropriately engaged with something not requiring action yet, but that might influence my world later?”
  • The Tickler File is designed exactly for this: it re-engages your attention at the right time without cluttering your current action landscape.
  • Supplementing it with a high-level support doc for your Focus Areas is optional and depends on volume. If you have 2-3 such items, Tickler alone is fine. If you track 10–15+ strategic developments, a simple table can add value during Weekly Review.
Final thought:

You’re applying a very mature GTD filter here: distinguishing between what’s truly actionable vs. what just needs to be “parked” for mindful review later. That’s exactly what keeps your system trusted and your head clear.
 
As others have made clear, you have a lot of tools at your disposal: someday/maybe list, ticklers, higher-level lists (areas of focus and higher). Try different approaches and see what works. I find that a strategic question mark is often all I need to drive an inquiry into the current status of something at any level.
 
TesTeq said:
@mcogilvie @mnemosyne All these tools will work but there's one condition: Weekly Review done at least monthly… ;)
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I’m not sure a weekly review is always as helpful as it could be. If you want to know when a position is filled, then you can proceed to make your system help you. If you don’t, the weekly review may not help you because you aren’t actually clear on the desired outcome.
 
mcogilvie said:
I’m not sure a weekly review is always as helpful as it could be. If you want to know when a position is filled, then you can proceed to make your system help you. If you don’t, the weekly review may not help you because you aren’t actually clear on the desired outcome.
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@mcogilvie

Great GTD observation(s)

On this end, as time marches on, find understanding the incredible value of nuances is the real fruit of specific experiences ?

Thank you very much sir
 
mnemosyne said:
I'm currently struggling to decide on the best approach to process non-actionable items in my inbox which I also don't want to forget about and would appreciate any ideas/feedback on how you approach these.

Some recent examples:

  1. An internal communication about a new role which might strategically impact the work my team does. Currently I want to remember that this role is being recruited to in the next few months and eventually who is in this new position.
  2. A funding application which my team have supported but don't have any direct involvement in the application process itself. There might not be any news from the funding body for six months with the project (if funded) not formally starting for another 12 months.
Do they simply require a tickler entry? I just want to be mindful of them as ongoing processes I am not currently directly responsible for but which might impact my areas of responsibility/focus in the future.

How would you approach these two examples? It is likely I could do nothing and will eventually be updated of outcomes in the future but this is putting responsibility on others who might not communicate back to me until much later in the process than I would prefer.

My own thoughts:

  • I could create a 'tickler' item in my task manager with a future date reminding me to check on updates such as 'Has x role/project fund been appointed'? This could be aligned with a person context such as my line manager or the project manager of the funding application.
  • I could maintain an 'Area of Focus' checklist document such as a table of ongoing funding applications with a generic tickler reminder or monthly review trigger to review the status of these applications.
  • It doesn't seem appropriate to contextualise these as 'Waiting For' as they don't impact any current projects and they are not blocking any current work.
  • I could add them to 'Someday/Maybe' but this seems like too much detail for things which might not come to anything. I guess for the funding application it could work as there is some project support material from the initial application work but I don't want to solely rely on reviewing the someday/maybe list as a trigger.
How do you handle these kind of non-actionable items?
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Tickler if I want to be nudged automatically.

Someday if I was to ponder it but it’s not in any way time sensitive.

Provided you are doing a regular weekly review, both choices are correct.

Keep it simple and build trust through regular reflection.
 
Thanks everyone for your considered answers, especially @Y_Lherieau and @Mark Aitken. These were really useful in clarifying my thoughts and approach to these types of inbox items. I'm definitely going to look at developing my tickler/reminder usage and 'Area of Focus' support materials.
 
mnemosyne said:
Thanks everyone for your considered answers, especially @Y_Lherieau and @Mark Aitken. These were really useful in clarifying my thoughts and approach to these types of inbox items. I'm definitely going to look at developing my tickler/reminder usage and 'Area of Focus' support materials.
Click to expand...
Remember it's your brain it needs to work for, so don't be put off experiments, learn what work for your way of working.

Sometimes even when things work for years I do find I need to change it a bit for novelty, keeps my brain interested!

Good luck with your experiments.
 
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