For over two decades, I’ve lived by a simple yet powerful organizational mantra: Things start as action and move to reference. This approach has revolutionized how I manage my digital (and physical) information, transforming chaos into clarity.

From Emails to Tasks: A Personal Journey

The Outlook Method

When I used Outlook, email management became an art form. My golden rule? Touch each email just once. This didn’t mean completing every task immediately, but making a decisive action. If an email required me to visit a website, make a call, or do research, I’d quickly determine the next steps.

The magic happened when I dragged emails to the Task button, renaming the subject line to clearly describe the action. The entire email body would transfer to the task’s notes, allowing me to refine the details. Later, when working through my task list, I’d see meaningful, actionable items. This digital workflow helped my day to flow smoothly.

Evolution of Task Management

As tools changed, so did my approach. In current Outlook versions, look for the “My Day” icon when viewing emails. You can now drag emails to tasks or calendar sections, though with a small caveat – you’ll need to modify task details after creation.

Modern Tools, Same Principle

I’ve since switched to Remember The Milk, but the core principle remains unchanged. Here are two implementation strategies:

Method 1: Email Forwarding

• Forward emails to your task app using a special email address
• Modify the subject line to reflect the actual task
• Use symbols to add due dates and priorities
  • A caret (^) plus a date sets the due date
  • An exclamation mark (!) followed by 1-4 sets priority
  • Hashtags create helpful tags

Method 2: Integrated Add-Ons

Some apps, like Remember The Milk’s Gmail add-on, allow direct email integration. You can add emails to your task list and maintain original message links, even if you delete the original email.

Note-Taking: Bridging Action and Reference

Modern note-taking apps like Evernote, Notion, and OneNote have blurred traditional boundaries. My recommendation? Create an “Inbox” notebook and treat it like any other inbox – aim to make decisions and empty it daily. The digital workflow treats the “inbox” of the notes app as an extension of the task list or email inbox. It contains items to be treated as “action.”

Automation Magic

I’ve been using TaskClone since 2013 to automatically harvest tasks and calendar events from my notes. By simply adding a checkbox, TaskClone transforms the item into an action item, complete with source links.

For more information on TaskClone, I invite you to view this video on how I use it and this interview with TaskClone founder Troy Christmas.

Beyond Digital: A Universal Principle

This approach isn’t just for digital files. When physical mail arrives, throw everything into a physical inbox. Treat each item as an action first, then move it to reference (filing cabinet) or trash once completed.

Today’s Takeaway

The key is simple: When new information arrives – digital or physical – focus on its meaning and required actions. Treat it as an action item first, then transition to reference once complete.

By adopting this principle, you’ll never lose track of to-dos hidden in emails or filed away too quickly. Your organizational system becomes a dynamic, actionable paper and digital workflow that keeps you productive and focused.

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