In this Productivity Like a Pro Paco Cantero dive into the critical topic of organizing tasks with inboxes and buckets, and how these concepts can boost productivity. They also answer some intriguing member questions about managing workflows and priorities using the ICOR® methodology. Let’s break down the key insights from this episode.
The Power of Inboxes vs. Buckets
Tom and Paco clarify that inboxes and buckets are not the same, though they often get confused. Inboxes serve as a temporary holding place for tasks or ideas that need to be processed—this is key to achieving inbox zero. On the other hand, buckets are used to organize information and ideas without the pressure of immediate action. Inboxes must be processed daily, while buckets help give structure to information for future reference.
This distinction is particularly useful for busy professionals juggling multiple sources of information and tasks. For example, using tags instead of folders allows you to assign items to multiple categories without duplicating efforts, ensuring you stay organized in a more flexible way.
Structuring Tasks with Tags
One of the major takeaways is how tags can streamline your workflow. Tom points out that tags can essentially allow a single piece of content or task to live in multiple contexts at once, saving time and mental energy. Whether you’re dealing with multiple buckets or overlapping categories like Time Management and Task Management, tags ensure you don’t need to overcomplicate your structure with duplicate folders.
Tom and Paco also address member concerns about inboxes and task capture tools like Tana and Heptabase, emphasizing the importance of clear distinctions between inboxes, journals, and actionable items to avoid confusion.
Managing Deep Work vs. Shallow Work
The conversation shifts toward balancing deep work and shallow work—one of the cornerstones of effective productivity. The “highlight of the day” is an essential part of the ICOR® methodology. By focusing on a single, high-impact task, often derived from weekly goals, you ensure steady progress toward larger objectives. This keeps you aligned with long-term goals, even in the face of unexpected tasks or urgent requests.
For professionals overwhelmed by a never-ending task list, Tom and Paco recommend setting clear priorities. Deep work sessions, ideally lasting two to three hours, are essential for significant progress. They also discuss the importance of being flexible—if a new, high-priority task arises, it’s okay to adjust your highlight of the day accordingly.
Handling Speedy Tasks Efficiently
Speedy tasks, or “speedies,” are tasks that take less than 15 minutes and should be handled with a specific strategy. Rather than allowing these smaller tasks to interrupt your deep work sessions, Tom and Paco suggest batching them together. By setting aside dedicated time to process these quick tasks, busy professionals can free up mental space and maintain focus on more substantial work.
Planning for Success
The episode wraps up with a reminder about the value of planning, particularly through the use of digital planners. Modern tools, like Sansama, allow for seamless integration of calendars, task lists, and project management systems, offering a clear view of your daily priorities. Tom emphasizes that, by keeping your focus on deep work and managing shallow tasks efficiently, you can avoid the trap of looking “busy” while making little progress.
To level up your productivity system, consider joining the Paperless Movement® Membership, where you’ll find comprehensive courses on Note-Taking, Personal Knowledge Management, Task Management, and more. With access to the full ICOR® methodology, you’ll gain actionable strategies to unlock your full potential!
