HOW TO HANDLE “READ & REVIEW”

MATERIALS
—DAVID ALLEN

“HOW DO I DEAL WITH ALL THE THINGS I TELL MYSELF I WANT TO READ?!”
This is one of the most common questions I get from high-level professionals, most of whom are
experiencing an increasingly overwhelming barrage of printed and electronic materials to be read
and reviewed. It represents the largest volume of pending personal materials. If it is out of control,
it can seriously impair one’s personal organization system. It is a major category we address and
assist people in handling in our one-on-one Workflow Coaching Program, and an area which, when
handled effectively, can greatly increase your sense of personal control. Here are some basic tips:

FOLLOW THE TWO-MINUTE RULE OF IN-TRAY PROCESSING

If the action on any item takes less than two minutes to process, do it now. This applies even to
low-priority reading. So if the catalog, the memo, or the flyer takes less than two minutes to scan,
handle it once. Skim it, decide if there’s anything of value for later processing, and if not, throw
it away. For example, if your Sporty’s Tool catalog takes less than two minutes to browse through
and you decide that you don’t need any new exotic tools this month, recycle it then. This will likely
reduce the amount of “stuff” lying around your work area.

DECIDE: DO I STILL WANT TO READ THIS, OR JUST KEEP IT FOR REFERENCE?

This is a distinction many people don’t make on the front end. They just stack it up without clarifying
whether something is purely for reference (“I’d like to be able to have this later to refer to if I need
it”) or action (“I still need/want to read this.”)

If it is merely for reference, utilize a good filing system for your magazines and journals, and remove
it visually (and psychologically) from the rest of your pending materials. If you still want to read and
review the article, magazine, or long memo, put it in a “Read & Review” box, tray, or folder, as part
of your mix of items to complete. (This is a critical decision for physicians, lawyers, accountants,
and other professionals who receive large quantities of potentially useful information in professional
journals and industry magazines.)

DO I NEED TO SORT DIFFERENT TYPES OF “READ & REVIEW”?

Some people have such a volume of this type of material it is useful to sort it into three sub categories:
Serious, FYI, and Junk/shopping.

1. SERIOUS
These are the memos, documents, or articles that require a concentrated focus on your Next
Actions lists.

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HOW TO HANDLE “READ & REVIEW” MATERIALS

2. FYI (FOR YOUR INFORMATION)

These are the memos you’ve been copied on, the articles and magazines people have routed to
you—because you might be interested, the corporate newsletter, this article—if you print it out, etc.
These usually require only a “skim and scan” kind of focus.

3. JUNK/SHOPPING/BROWSING
These are your catalogs, newsletters, and newspapers.

If all three categories are mixed together, it all feels potentially “serious.” And there is no easily
perceived completion. If they are separated, then:
“Serious” items can be targeted and finished when you have the ability to focus on them.
“FYI” stacks can be taken with you and processed while waiting for meetings to start, dental
appointments, etc. “Junk/shopping/browsing” can be organized to be available when you only
have the attention span of a gnat! (Externally imposed: on the tarmac waiting for the plane
to take off. Internally generated: at 4 p.m. after you’ve been in six meetings all day and your
brain feels like scrambled eggs.) And when that pile falls over, you can throw it away!

KEEP THE “READ & REVIEW” CATEGORIZED, ACCESSIBLE, AND VISIBLE

At your desk, dedicate one (or more) interlocking plastic trays to “Read & Review.” Make it the top
tray in a separate stack from your in-tray—which also needs to be a top tray. It needs lots of room
to throw things into it on the run.

If you move around with a briefcase, label a separate file folder you carry with you for “Read
& Review”; or dedicate a file-type section of a briefcase or portable, expandable file for these
materials. Traveling offers many opportunities to process this material (on the plane, in an airline
club, waiting in line, waiting for meetings, etc.)

CANCEL SUBSCRIPTIONS
Are you really ever going to read those magazines? Subscriptions usually don’t cancel themselves.
You have to do that.

EMAIL USERS: PRINT OUT THE LONG FYI, AND CC:’S

One of the growing potential sink-holes of your time is reading long emails you’ve been copied
on while you’re processing them on the front end. Instead, punch the print button to get a hard-copy
to put into your “Read & Review” tray or folder, to be handled at a more appropriate time.

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