Write without categorising
Set a short timer and write every open loop in plain language. Include work, personal follow-ups, dates, worries, and incomplete ideas. Do not stop to assign projects or priorities.
Separate actions from context
An action begins with something you can do: send, decide, book, draft, check, or call. Supporting information belongs in notes. A concern with no clear action can remain context rather than becoming a vague task.
Make each task recognisable
Use enough detail that tomorrow’s version of you will understand the task. “Email Mina the revised proposal” is easier to act on than “proposal.” Preserve genuine deadlines, but do not invent urgency for every item.
Review before saving
Remove duplicates, correct misunderstood names, and split only the items that contain genuinely separate outcomes. Review the result whether you organised the list yourself or asked the Secretary to help.
Choose what belongs today
Keep the full backlog separate from today’s commitment. Select a limited set based on deadlines, importance, and available time, then leave the remaining tasks where you can find them later.