Inbox Zero: Planner Edition

Have you ever heard of the term Inbox Zero? It is a process using the four D’s (Delete, Delegate, Defer or Do). The goal is not to have zero e-mails, as one might suspect (and I’m sure people use it this way), but actually, to spend zero time thinking about emails. Your e-mail inbox is not supposed to be a permanent storage unit, but rather, a temporary processing centre.

I was thinking the other day that really, this is the same way we should be using our planners. I realize that this is already a challenge for people just in regards to e-mail. (I think literally everyone I know keep their e-mails in their inboxes and it drives me crazy!

Personally, I like to deal with my e-mails exactly as described above. As soon as they come into my inbox, they immediately get put somewhere else unless of course, it’s an important deferral task that I need to keep track of.

I started comparing this entire process to my planner. In retrospect, as I complete my planning routine daily, weekly and monthly, I realize that I treat my planner the same way that I treat my inbox.

Let’s compare some examples:

DELETE:

Email: These are the emails that (usually) go straight to junk. If they somehow make it past my filters, it might be spam for the planner companies I joined. If I’m on a no-buy, I immediately delete without even looking at it. This goes for Bath and Body Works emails too!

Planner: This is information that does not even enter my planner. It’s something that I may be currently dealing with, or something that doesn’t pertain to me at all. (Although there are times that I like to back plan to show what I did during the day, so this is a blurred line for me).

DELEGATE:

Email: These are the emails that I will forward to someone else, or I’ll make a call to see if someone else can take care of it for me.

Planner: This task or project may be written in my planner, but I don’t actually complete the tasks (i.e. getting the groceries is something my husband currently does because I am having some mobility issues).

DEFER:

Email: These will hang out in my inbox for awhile. They could be things that I have to follow up with at a different time, and I don’t want to lose the information, or I haven’t made my mind up about something. Also, this might be tracking information for products I have ordered. Either way, this type of e-mail will always eventually be deleted).

Planner: These items will go either on my monthly, weekly task lists or my inbox. If it goes on the weekly list, I am hoping to get the task completed that week. If it’s on the monthly, then hopefully sometime that month. However, if it goes in the inbox, it could be there for an indeterminate time and still potentially be delegated at a later date.

DO:

Email: If these types of emails come in, I’m usually on them ASAP. Think urgent tasks that are important, and they usually need an answer or reply right away.

Planner: These items are always on my daily list. Technically, I’m hoping that everything in my planner (no matter where the list is) will eventually be done, but the daily task list for me is what I want done NOW. I use the Franklin Planner prioritized task list system, where everything gets a designation: A, B, C…1, 2, 3… , depending on how important I deem it. Usually, I list my tasks in order of the importance or urgency, so I just do my tasks in order generally. If I do come across things that don’t get done that day, I will re-examine it to see if it’s really that important. If it is, I do it the next available day.

I think it’s important we remember our planners are tools, and not a huge reference book. That’s why I sometimes balk at having a large reference section in my main planner, because I want all the information in it to be transient, meaning it doesn't stick around long.

Our planners are tools to help us become more productive, not a habit or hobby for just the fun of using stickers or pretty pens. No matter how much you might want to put off that task you’ve been dreading, you shouldn't be hiding behind your planner. Just go do the thing and you’ll be that much happier. Plus, you’ll be more likely to keep your planner around because you won’t be using it as an excuse - you’ll actually be using it!

Cheers!

Sandra Dahl