The way to create a GTD inbox system in Notion

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Ever since studying David Allen’s Getting Issues Performed, I’ve been repeating this motto:

“Your head just isn’t for storing data.”

As somebody who spends an excessive amount of time in my head, this quote felt like a permission slip to let my mind breathe momentarily.

Do you imply to say that I can hit pause on these concepts, duties, and (let’s be trustworthy) worries which are biking via my head with nowhere to go?

Effectively, after all, that’s simpler stated than performed.

The place will I hold my random ideas and concepts if my head isn’t for storing data?

Enter the inbox system.

I not too long ago shared in regards to the energy of closing open loops, and the inbox system is without doubt one of the finest methods I’ve discovered to consolidate these open loops and get them out of your head.

Utilizing Notion, I’ve created my very own inbox system modeled after the Getting Issues Performed (GTD) technique, and it’s turn into a device I take advantage of each day to maintain my life and work organized.

If you happen to’ve by no means used Notion, it’s a extremely customizable organizational device for activity administration, venture monitoring, to-do lists, bookmarking, and extra.

Marie Poulin calls Notion her “outsourced reminiscence,” which is strictly how I like to think about it.

Now, as a substitute of scribbling notes and concepts in a number of notebooks, I’ve dedicated to the inbox system to maintain all the pieces in a single place.

You probably have a forgetful mind and love to gather concepts and data, right here’s why you want an inbox system and methods to create your personal.

An Overview of the Inbox System

The inbox is a device you should utilize to seize and observe any data that comes your approach.

Whether or not it’s duties, concepts, sources, or reminders, you want a singular place to maintain observe of these issues to keep away from feeling overwhelmed.

Think about a submitting system on a desk the place you retain any papers that get handed to you. I used to have considered one of these at my workplace job, and it’s the place all papers went to die.

However we don’t need these concepts or duties to die. We wish to ensure that we’re doing one thing about them.

That’s why I created a digital system that’s available from each my pc and cellphone, and why the inbox technique follows a selected course of.

The inbox course of

1. Seize: Add new gadgets to your inbox. This could possibly be a activity, concept, article to learn, exercise to attempt, and many others.
2. Make clear: Take what you’ve captured and resolve what motion to take subsequent. If it’ll take lower than 2 minutes, do it straight away.
3. Manage: If an merchandise will take greater than 2 minutes to finish, transfer it to your calendar or to-do record for later motion.

I’ll share extra about this course of later, however for now, let’s stroll via the inbox setup.

Setting Up an Inbox in Notion

Get the inbox template

If you wish to seize a pre-built template, I’ve made one which you could duplicate right here.

The way to construct your Notion inbox

If you happen to’d wish to recreate the template your self (as a result of constructing from scratch helps you perceive how issues work), right here’s methods to create your inbox in Notion.

[If you’re not already a Notion user, sign up for free here.]

1. Create a brand new web page in Notion and identify it ‘Inbox’

2. Add a brand new desk

3. Choose + New Database for the info supply

4. Add new columns and label them as wanted

Listed below are the columns I take advantage of:

1. Identify
2. Context – this helps you keep in mind why you saved the be aware. I take advantage of motion verbs comparable to To Evaluate, To File, To Learn, To Write, and To Create.
3. URL (if it’s from an internet site)
4. Date captured – this makes positive issues aren’t sitting round for years
5. A checkbox known as ‘Organized?’

5. Add a filter on the desk that exhibits solely gadgets which have ‘Organized?’ unchecked

This filter ensures you solely see the gadgets you haven’t already handled.

6. Rename your desk to ‘To Course of’

Naming your desk will enable you to distinguish between organized and unorganized notes (extra on that subsequent).

Non-obligatory steps

Kind the desk

Kind the desk by date so that you at all times begin together with your earliest notes.

Make your inbox fairly

Among the finest elements of Notion is which you could make your pages fairly with icons and canopy artwork.

Merely hover close to the title of your web page, and also you’ll see the choice so as to add an icon or cowl.

A lot better!

Retaining observe of organized notes

Quite than deleting all the pieces from the inbox after I’ve organized it, I take advantage of a unique view of the identical desk. That approach, I’ve a document of issues I’ve organized with out cluttering the principle view. 

Right here’s how to do this:

1. Duplicate the ‘To Course of’ view of the inbox

2. Rename the brand new desk to  ‘Organized’

3. Change the filter to incorporate solely these with ‘Organized?’ checked

At this level, you need to be all set!

The way to Use Your Inbox

Step 1: Seize

First, we have to speak about methods to add concepts to your inbox. Listed below are some choices:

1. Mind dump

The primary technique is to easily add concepts and ideas utilizing the ‘New’ button. 

If you happen to’re creating your Notion inbox whilst you learn this, attempt doing a mind dump of all the pieces that’s at present in your thoughts and add these issues to your inbox. 

Sooner or later, at any time when one thing pops into your head, add it to your inbox. 

2. Chrome Extension

If I’m shopping the web and discover one thing value saving for later, I’ll use the Notion Chrome extension so as to add it on to my inbox.

When you’ve put in the extension, you’ll be able to click on the Notion icon out of your browser and discover the ‘Inbox’ desk. Voila, it’s added to the record!

3. From Your Telephone

I even have the Notion app on my cellphone, which suggests I can add issues to the inbox at any time. I merely click on the ‘Share’ icon, discover the Notion app button, and put it aside to the inbox database.

Step 2: Make clear

When you’ve added one thing to your inbox, you’ll wish to add some context that can assist you keep in mind why you saved this factor. Context helps decide what motion to take subsequent.

If you happen to’ve adopted the set-up directions above, it’s best to have a column in your inbox known as ‘Context’. That is the place you’ll be able to outline what sort of inbox merchandise that is.

Sorts of context

Listed below are some examples of context:

• To Do
• To Purchase
• To Ask
• To Write
• To Analysis
• To Learn
• To Make
• To Declutter

Regardless of the context is, assign it to your inbox merchandise.

Step 3: Manage

When to arrange your inbox

You wish to be sure to’re organizing and clearing your inbox out commonly. David Allen recommends doing this each day.

If you happen to’re holding observe of vital to-dos right here, chances are you’ll wish to stick with as soon as a day.

I am going via it one to 2 instances per week as I don’t hold any urgent to-do gadgets in my inbox.

I additionally like leaving the inbox alone for a number of days as a result of it provides me an opportunity to sleep on issues and never make choices from a spot of impulsivity (like shopping for these footwear I don’t want).

How to arrange your inbox

Have a look at the concepts you’ve captured and resolve what motion must be taken subsequent to get them out of the inbox.

If the duty will take lower than 2 minutes, save your self some organizing time and do it straight away.

If an merchandise will take greater than 2 minutes to finish, transfer it someplace you’ll be able to take motion on it. Possibly that’s your calendar, to-do record, or a common references folder if no motion is required.

For instance: 

• If it’s a weblog put up concept, I’ll transfer it to my content material hub for later
• If it’s one thing I wish to purchase, I’ll purchase it now or add it to a wishlist I’ve elsewhere
• If it’s an article I wish to learn, I’ll take a couple of minutes to learn it from my inbox, or I’ll add it to a different database I’ve that’s only for ‘to learn’ gadgets

After you’ve completed these steps, chances are you’ll or could not have a transparent inbox. Typically there might be gadgets you merely don’t know the place to file or aren’t able to course of. 

I feel it’s okay to depart a number of gadgets within the inbox, but when they’ve been there for greater than per week, it’s most likely time to delete them.

Have any questions in regards to the inbox system or Notion?

I hope this put up has satisfied you that an inbox system is without doubt one of the finest instruments to arrange your ideas and concepts.

I’d love to listen to should you use one other technique or plan to do this one. 

You probably have any questions on this technique or how Notion works, depart a remark under!