Phase 1: Multi-Channel Input Processing
Capture Input from Multiple Sources
Email, Slack, Meetings, Documents, Ideas, Interruptions
Email, Slack, Meetings, Documents, Ideas, Interruptions
↓
Clarify & Define
What exactly is this? What does success look like?
What exactly is this? What does success look like?
↓
Is this actionable?
Yes
↓
Single action or project?
Single Action
↓
< 2 minutes?
Yes
↓
Do Now
No
↓
Add to Task Queue
Proceed to Phase 2
Multi-Step Project
↓
Create Project
Define outcome & next actions
Define outcome & next actions
↓
Break into subtasks with dependencies
Each subtask → Phase 2
No
↓
Reference material?
Yes
↓
File to Knowledge Base
Tag, categorize, index
Tag, categorize, index
No
↓
Someday/Maybe?
Yes
↓
Incubate List
Review quarterly
Review quarterly
No
↓
Delete
Phase 2: Advanced Task Prioritization & Execution
Incoming Task from Phase 1
↓
Context Analysis
Evaluate context factors
Energy, time, location, resources
Energy, time, location, resources
↓
Eisenhower Matrix Assessment
Urgency × Importance
Urgency × Importance
Q1: Urgent + ImportantCritical
↓
Execute Immediately
↓
Can delegate?
Yes
↓
Delegate with oversight
Monitor progress closely
No
↓
Personal execution
Q2: Not Urgent + ImportantStrategic
↓
Schedule in calendar
Time-block for deep work
Time-block for deep work
↓
Complexity level?
High
↓
Break into smaller tasks
↓
Create milestones
Low-Medium
↓
Add to scheduled block
Q3: Urgent + Not ImportantDelegate
↓
Delegation possible?
Yes
↓
Assign with clear brief
Set expectations, deadline, format
Set expectations, deadline, format
↓
Track in delegation log
No
↓
Batch with similar tasks
↓
Execute in batch window
Q4: Not Urgent + Not ImportantEliminate
↓
Future value?
Yes
↓
Move to Someday/Maybe
No
↓
Delete permanently
↓
Task Execution Path
↓
Execute Task
↓
Log time & effort
↓
Blockers encountered?
Yes
↓
Document blocker
↓
Create unblocking task
No
↓
Continue execution
Quality Check
↓
Meets standards?
Yes
↓
Task Complete
Trigger Phase 4 review
No
↓
Iterate & improve
Phase 3: Meeting & Communication Protocol
Triggered by collaboration requirement
↓
Communication necessity analysis
Synchronous vs asynchronous?
Synchronous vs asynchronous?
Synchronous Required
↓
Meeting type?
Decision
↓
Pre-meeting prep
Background docs, decision framework, options
Background docs, decision framework, options
↓
Hold focused session (30-45min)
↓
Document decision & rationale
Brainstorm
↓
Define problem space
Constraints, goals, criteria
Constraints, goals, criteria
↓
Facilitated ideation (45-60min)
↓
Capture & prioritize ideas
Status Update
↓
Pre-share written updates
↓
Brief sync (15-20min)
↓
Address blockers only
↓
Meeting output processing
Decisions, action items, follow-ups
Decisions, action items, follow-ups
↓
Distribute meeting notes within 2 hours
↓
Convert action items to tasks
Feed back to Phase 1 for processing
Asynchronous Sufficient
↓
Communication method?
Quick Query
↓
Slack/Chat message
↓
Set response SLA (2-4 hours)
Detailed Info
↓
Email with structure
↓
Include context, ask, deadline
Collaboration
↓
Shared document
↓
Enable comments, track changes
↓
Communication sent
↓
Track in waiting-for list
Phase 4: Continuous Review Cycles
Daily ReviewEvery Morning
↓
Review calendar & commitments
↓
Check waiting-for list
↓
Prioritize top 3 tasks
↓
Time-block critical work
Weekly ReviewFriday PM
↓
Process all inboxes to zero
↓
Review project status & progress
↓
Update task lists & priorities
↓
Review calendar for next 2 weeks
↓
Check Someday/Maybe list
Monthly ReviewLast Friday
↓
Review goals & OKR progress
↓
Analyze time allocation data
↓
Evaluate delegation effectiveness
↓
Adjust systems & processes
↓
Archive completed projects
Quarterly ReviewQ1/Q2/Q3/Q4
↓
Strategic planning session
↓
Review annual goals alignment
↓
Assess skill development needs
↓
Optimize workflows & tools
↓
Clean Someday/Maybe & reference
↓
Continuous Improvement Loop
System effectiveness analysis
Bottlenecks? Inefficiencies? Wins?
Bottlenecks? Inefficiencies? Wins?
↓
Implement improvements
↓
Document lessons learned
↓
Update standard operating procedures
Feed insights back to all phases