Help! Inbox Takes Forever to Process!

[Dano85]

It seems like whenever I sit down to process my inboxes, it takes me at least an hour. I usually end up processing notes that take me down long rabbit trails. For example, I have a note in my inbox that says "speak with advisor regarding summer classes." This note, however, forces me to consider if I even want to take those summer classes. I may want to change my major. I'm also not sure that even if I did keep my current major, that I want to load myself up with too many classes. These are issues that I need to think about, but not ones that I can decide on in the 30 seconds or so that you are supposed to deal with inbox items. I don't always have a lot of time to process my inbox so this stresses me out and creates resistance. My system frequently falls behind as a result. Any suggestions would be much appreciated. Thank you.

 

[pod-boss]

I'll give you one man's opinion, but I don't claim to be a GTD expert or coach or anything, so take it for what it's worth:

I am going to assume you have not yet spent time defining and working through some of the "higher altitudes" about 1-3 year goals, vision/values etc.? I would reference those if you have, if not or you don't know what I'm talking about, don't worry about it.

In terms of this specific item, you could ask yourself:

Is there something to be done here (i.e. is it actionable?)?
If yes, ask yourself what is the desired outcome? What would you like to be "true" about the current situation? (Do you want to learn more about summer classes, different majors, do you want to feel confident about your choice of major, if so, what would be "true" if you felt confident? Etc. etc.)

How you answer that question will likely give you a Project. Park it on your projects lists, and then ask yourself what's the next action to move closer toward that desired outcome? (Do you want to research some stuff online? Schedule an appointment with your advisor? Talk to a friend or family member? Surf the web about careers in the majors you are considering? Etc.)

Park that next action in the appropriate Context and move on it as soon as you have the time/energy. Hope this helps, good luck

 

[Oogiem]

It seems like whenever I sit down to process my inboxes, it takes me at least an hour.

First off the general rule of thumb is that it will take most people abotu an hour and a half a day to process your inboxes. Taht is process not doingin time. SO the time youa re using doesn't seem at all excessive.

I usually end up processing notes that take me down long rabbit trails. For example, I have a note in my inbox that says "speak with advisor regarding summer classes." This note, however, forces me to consider if I even want to take those summer classes. I may want to change my major. I'm also not sure that even if I did keep my current major, that I want to load myself up with too many classes. These are issues that I need to think about, but not ones that I can decide on in the 30 seconds or so that you are supposed to deal with inbox items.

Well I'm not a good example but I often can't decide what something is and whether it is actionable in 2 minutes or less and some things take a long time to just decide if I have to do anything with them. So I understand the issue a bit.

I would handle the item of speak with adviser re summer classes this way:

I'd probably have a project "Summer Session Classes". One of the items within that would be "speak with adviser about classes". But as I processed the note I'd recognize my issues with the whole thing so I'd create a new project, "I am in a major I like and want to study". Then I'd put a new action in the summer classes project of waiting for decision on major from project "I am in a major I like and want to study" and the next action in the major project would be "Brainstorm my issues and concerns with my current major in college and various options to change it"

I don't always have a lot of time to process my inbox so this stresses me out and creates resistance. My system frequently falls behind as a result. Any suggestions would be much appreciated. Thank you.

In additon to the above I'd agree that you need to look at higher levels. Have you thought about why you are in college? What majors appeal to you? Why did you pick the one you are in? Has your attitude or reasons changed about that major? What do you think you will gain by completing it or lose by not compelting it. What are the implications if you change at this time? What do you see yourself doing in 3-5-10-50 years? The answers to some of those questionsn will help you make a decision about the major and then down to the classes to take or not.

 

[Gardener]

To me, this is a "but first..." example. If there's a "but first" for an action, it's not actionable. My usual thing is to rapidly follow the "but first" trail and make a action or project tied to the closest layer in the trail OR the first layer that you can't figure out in a minute or two.

The trail seems to be:
Speak to advisor regarding summer classes.
But first...think about whether I want to take summer classes.
But first... think about my workload.
But first... think about whether I want to change my major.

The "can't figure out quickly" point seems to be the first "think about". So I would add to my lists:

Project: Figure out whether I want to take summer classes.
Next Action: Spend one hour thinking about this topic.

You could give the project a deadline that is tied to the deadine for signup for summer classes--maybe you want to figure out whether you want to take classes, within two months of the signup date.

When you sit down to spend that hour of thinking, you might end up bumping this up to a higher-level project of "Figure out my academic career." But if you're not sure whether to write down the larger or the smaller project, don't worry about that while processing. You're in processing, not doing, so just create this "think about" project, and do that thinking later.

 

[Folke]

I agree with all the above. Just write down a "think about" task on your list. I even have a special context for those types of things. (I used to call that context @Reflection, which is quite descriptive, but I have changed it to @Clearheaded because I like all my context names to describe a contextual prerequisite, not a "type of task".)

 

[TesTeq]

For example, I have a note in my inbox that says "speak with advisor regarding summer classes." This note, however, forces me to consider if I even want to take those summer classes. I may want to change my major. I'm also not sure that even if I did keep my current major, that I want to load myself up with too many classes.

If in doubt enjoy the sun. Enjoy the summer. What will you gain by taking these classes?

 

[mcogilvie]

As someone who advises undergraduates, I would say that a good approach to the particular issue you raise is to have a next action "Schedule meeting with advisor" and to have all the issues on your agendas list for a discussion with your advisor. You will likely get some useful advice; even if you don't, discussing the issues with someone else will inevitably increase your own insight.

Learning to identify next actions is a crucial skill, and one that improves with practice. So work that inbox down.

 

[Gardener]

*Personally, I don't like "Think about X" actions because there is usually some kind of material or person that would actually aid the thinking, so I tend toward "Talk to spouse about X" or "Find an article online with advice for doing X." Hey, you sort of did the latter when you posted in this forum.

It is more useful to have a specific concrete action, but if the processing is being stalled by trying to think of that action, then I would say that thinking of the action is an action. Instead of "think about X" how would you feel about, say, "Fill one notebook page with brainstormed ideas about X" or something like that? It has the same purpose, but maybe it has more of a "just sit down and do it" vibe?

 

[Folke]

The level of detail required in the wording of the action really is a very individual thing. It must be understandable without risk of confusion to the person who wrote it. That's what counts. One person may need to write Lace shoes, Grab envelope, Step out, Lock door, Turn right etc, where another person just needs to write the word Mailbox to get the same idea of what needs to be done (go post a letter).

 

[pod-boss]

I agree with all the above. Just write down a "think about" task on your list. I even have a special context for those types of things. (I used to call that context @Reflection, which is quite descriptive, but I have changed it to @Clearheaded because I like all my context names to describe a contextual prerequisite, not a "type of task".)

This is great, I am going to borrow this. Thanks.

 

[Oogiem]

Brief update, just so you know you are not alone, Due to planned work and work as it came up over the last 2 weeks I was unable to keep up with inbox processing. So today I really decided to work on 2 big ones, downloaded files and scanned files. It took me 3 hours just to process those 2 inboxes, I still have a bunch more to go (e-mail, paper etc.)

 

[Dano85]

Everyone, thank you so much for all your helpful posts. I am going to include @thinkabout (or something similar) in my system going forward. Additionally, I just re-read the section in GTD regarding the natural planning process. It reminded me that while most projects can have their next actions decided upon in short time period, there will be a small percentage of projects that take higher (and more time consuming) levels of thinking to decide how to move forward most effectively. It was these projects that were bogging down the system for me. I feel like I now have an effective method for dealing with these projects. Thank you all very much.