In a nutshell

1. Capture - Collect what is requiring your attention.

2. Sorting - Process what those things means/ how they impact you and sort them into buckets.
3. Organize – Set up focus times and reminders in your calendar.
4. Reflect - Step out of the box for a second.
5. Engage- Don’t get anxious and have discipline.

Capture
All items (inbox emails, ideas you had and wrote, notes you made
during the day, etc.)

1. Delete
Sorting Trash self-generates but doesn’t self-destruct.
Put Items into their respective buckets (urgency, project, topic)

2. Wait
Is this an action item? NO Things that you need to think about to make decision.
Most of today’s Things that need time to develop before deciding.
world items are
NO’s just
YES overall
awareness of 3. Keeper’s
things Things that you’ll probably need to reference in the future.

What is the very next specific/straight to the

point .. action?
Not all actions that need to get done, just the
very next one.
1. Define the project’s core essence, value, and importance
A project is anything that requires 2 or more actions to get done.
Can I complete this task by just
doing 1 action?
2. Define the Project Plan
NO A. Measurable Absolute Goal.
B. Measurable Milestones.
YES B1. Specific actions items, owners, and achievable dates.
C. Specific review dates.
D. (optional) Specific aftermath review to obtain wisdom for future
Can I complete it in less than 5 similar projects.
minutes?

1. Delegate
YES Ask yourself
DO IT A. Am I the proper person to do it?
3D’s Principle
NO B. Can someone else do it better than me or at least 80%?
Do
C. Ask for help
Delegate
IF NOT
Deflect
2. Deflect
Set up a specific time to think about the problem and work on it.
Organize
Take the list of actions that need to get done in each specific project.

1. For DELEGATE items, set up reminders in your Outlook for when you will touch base again.
2. For DEFLECT items, set up specific times in your calendar to work on those (focus time).

Reflect
At the end of the day (when things usually slowdown), it’s recommended to take 10 minutes to review:

1. What things have been done today?

2. What new pending items arrived during the day?
3. What are the TOP 3 priorities for tomorrow?

Engage
As almost any efficiency tool (5s, Six Sigma, WCM, etc.) the final step is to have DISCIPLINE.

1. Don’t get anxious of doing the steps and being bombarded with emails and chats at
the same time.. it is normal.
2. Utilize Outlook tools for automating as much as you can. All tricks can be googled or
are in YouTube.
3. It just takes a couple of days to get used to.