Processing Inbox

Processing Inbox - GTD Workflow

Overview

Process inbox items systematically using David Allen's Getting Things Done (GTD) methodology. Transform raw inputs into actionable outcomes through a structured clarification and organization process.

When to Use

• Daily inbox review (email, messages, notes)
• Weekly review preparation
• When inbox has 5+ unprocessed items
• After capture sessions
• Before planning sessions

Processing Workflow

Step 1: Capture

Collect all inbox items in one place before processing.

Prompt:

I have [NUMBER] inbox items to process. Let's work through them systematically using GTD principles.

Inbox sources:
- Email inbox: [count]
- WhatsApp messages: [count]
- Voice notes: [count]
- Quick captures: [count]
- Physical inbox: [count]

Ready to start processing item by item.

Step 2: Clarify (Per Item)

For each item, work through the decision tree:

Initial Questions:

1. What is it? - Describe the item clearly
2. Is it actionable? - Can you do something about it?

Decision Tree:

┌─────────────────────┐
│   Inbox Item        │
└──────────┬──────────┘
           │
           ▼
    ┌──────────────┐
    │ Actionable?  │
    └──┬────────┬──┘
       │        │
      NO       YES
       │        │
       ▼        ▼
  ┌────────┐  ┌──────────────┐
  │ TRASH? │  │ What's next? │
  └───┬────┘  └──────┬───────┘
      │              │
      NO            ▼
      │        ┌─────────────────┐
      ▼        │ Will it take    │
  ┌─────────┐ │ < 2 minutes?    │
  │REFERENCE│ └────┬──────┬─────┘
  │(file it)│     YES     NO
  └─────────┘      │      │
                   ▼      ▼
              ┌─────────┐ ┌──────────────┐
              │ DO NOW  │ │ Single step? │
              └─────────┘ └───┬────┬─────┘
                             YES   NO
                              │    │
                              ▼    ▼
                         ┌────────┐ ┌─────────┐
                         │SCHEDULE│ │ PROJECT │
                         │ or ADD │ │(multi-  │
                         │   TO   │ │ step)   │
                         │ NEXT   │ └─────────┘
                         │ACTIONS │
                         └────────┘

Step 3: Organize

Route items to appropriate lists/systems:

Non-Actionable Items

TRASH - Delete immediately

• Criteria: No value, outdated, irrelevant
• Action: Delete/archive permanently

REFERENCE - File for later

• Criteria: Useful information, no action needed
• Storage:
  • Google Drive folders
  • Notion reference database
  • Email labels/folders
  • Physical filing system

SOMEDAY/MAYBE - Defer indefinitely

• Criteria: Interesting but not now
• Storage:
  • Notion Someday/Maybe list
  • Tickler file (review monthly)
  • Future projects list

Actionable Items

DO NOW (< 2 minutes)

• Execute immediately
• Don't defer quick wins
• Complete before moving to next item

NEXT ACTIONS (single-step, > 2 minutes)

• Add to context-specific lists:
  • @home
  • @work
  • @computer
  • @phone
  • @errands
  • @waiting-for (delegated)
• Include: Verb + specific outcome
• Example: "Call dentist to schedule cleaning"

PROJECTS (multi-step)

• Criteria: Requires 2+ actions to complete
• Create project entry with:
  • Desired outcome
  • Next action (first step)
  • Context/location
  • Due date (if any)
• Store in: Notion Projects database

CALENDAR (time-specific)

• Schedule only if:
  • Specific date/time required
  • Appointment/meeting
  • Deadline-driven
• Don't schedule: Flexible next actions

WAITING FOR

• Delegated items
• Track: Who, What, When
• Review weekly
• Follow-up system

Processing Prompts

Starting Session

Let's process my inbox using GTD. I have [NUMBER] items.

Process one at a time:
1. Show me the item
2. Ask clarifying questions
3. Help me decide: trash, reference, action, project, or someday/maybe
4. Route to appropriate list/system
5. Move to next item

Ready for item #1.

Per-Item Processing

Inbox Item #[N]:
[ITEM CONTENT]

Questions:
- What is this about?
- Is it actionable?
- If yes: What's the next physical action?
- How long will it take?
- Is it single-step or multi-step?
- Does it need a specific date/time?
- Context required (@home, @work, @computer, etc.)?

Decision: [TRASH / REFERENCE / DO NOW / NEXT ACTION / PROJECT / SOMEDAY/MAYBE / WAITING FOR]

Quick Decision Framework

For this inbox item, apply 2-minute rule:

IF not actionable:
  → Trash or Reference?

IF actionable AND < 2 min:
  → DO NOW

IF actionable AND > 2 min AND single-step:
  → Add to Next Actions with context

IF actionable AND multi-step:
  → Create Project + define next action

IF actionable AND delegated:
  → Add to Waiting For with follow-up date

Batch Processing

Process these [NUMBER] similar items in batch:

For each:
1. Quick scan: actionable?
2. Group by outcome type
3. Batch similar actions together
4. Create appropriate entries

Examples:
- Multiple emails → Batch respond in 1 session
- Multiple bills → Batch pay
- Multiple calls → Schedule phone time

Integration Points

Email Inbox

Process email inbox to zero:

For each email:
- 2-min rule: Reply now or defer
- Reference: Archive with label
- Action: Convert to task with link
- Project: Add to project list
- Delete: Spam/irrelevant

Target: Inbox zero daily

WhatsApp Messages

Process important WhatsApp messages:

Use WhatsApp MCP integration:
1. Search messages: mcp__whatsapp__list_messages
2. For each important message:
   - Capture key info
   - Decide action needed
   - Send confirmation if delegated
   - Archive/delete

Voice Notes

Process voice notes/recordings:

1. Listen to each note
2. Transcribe key points (if needed)
3. Apply GTD decision tree
4. Delete audio after processing
5. Create next action or reference

Physical Inbox

Process paper/physical items:

1. Handle each piece once
2. Scan important documents → Google Drive
3. Shred/recycle processed items
4. File reference materials
5. Create digital next actions

Best Practices

The 2-Minute Rule

• If it takes < 2 minutes, do it now
• Don't defer quick wins
• Reduces decision fatigue
• Prevents small tasks from piling up

Touch It Once

• Process each item completely
• Don't skip or partially process
• Make clear decision every time
• Move to completion or next system

Context-Based Organization

Organize next actions by context:

• @home: Chores, family tasks
• @work: Office tasks, meetings
• @computer: Email, research, writing
• @phone: Calls to make
• @errands: Shopping, pickups
• @waiting-for: Delegated items

Time Blocking

Schedule processing sessions:

• Daily: 15-30 min morning review
• Weekly: 60-90 min full review
• Monthly: 2-3 hours deep review

Completion Criteria

Item is processed when:

• ✓ Clear decision made
• ✓ Routed to appropriate system
• ✓ Next action defined (if needed)
• ✓ Removed from inbox
• ✓ Nothing left to decide

Example Processing Session

USER: I have 12 inbox items to process

ASSISTANT: Great! Let's process them systematically using GTD.
I'll help you with each item. Ready for item #1?

USER: Item #1: Email from dentist about scheduling checkup

ASSISTANT:
What is it? → Dentist appointment scheduling
Actionable? → Yes
Next action? → Call dentist to schedule
< 2 minutes? → Yes, quick call
Decision: DO NOW

Action: Call dentist right now (< 2 min)
Once done, archive email.

Ready for item #2?

USER: Done. Item #2: Article about productivity I want to read

ASSISTANT:
What is it? → Productivity article
Actionable? → Not immediately, but want to read
Interest level? → High
Decision: SOMEDAY/MAYBE or REFERENCE

Options:
1. Save to "Read Later" (Pocket/Instapaper) → REFERENCE
2. Add to "Articles to read" list → SOMEDAY/MAYBE
3. Schedule reading time → CALENDAR

Which approach?

USER: Save to Pocket for later

ASSISTANT:
✓ Decision: REFERENCE (Pocket)
✓ Action: Save to Pocket
✓ Archive original

Ready for item #3?

Troubleshooting

Can't Decide

If stuck on categorization:

1. Ask: "What would done look like?"
2. Ask: "What's preventing me from deciding?"
3. Consider: Is this really actionable?
4. When in doubt: File as SOMEDAY/MAYBE for weekly review

Too Many Items

If overwhelmed:

1. Time-box processing (30-60 min)
2. Prioritize by source (email first, etc.)
3. Apply triage: Urgent/Important first
4. Batch similar items
5. Schedule continuation session

Recurring Items

For repeating inbox items:

1. Create template/checklist
2. Set up automation (if possible)
3. Build habit/routine
4. Reduce capture of duplicates

Success Metrics

• Inbox zero achieved daily/weekly
• All items have clear next action
• Nothing in inbox > 48 hours
• Weekly review catches all items
• Reduced decision fatigue
• Increased focus on actual work

Related Skills

• capture-quick-note - Fast inbox capture
• weekly-review - Systematic review process
• task-prioritization - Focus on important items
• calendar-blocking - Schedule next actions
• whatsapp-message-management - Process messages

References

• "Getting Things Done" by David Allen
• GTD workflow diagram
• Context-based lists
• Two-minute rule principle