If you’re anything like me, there are elements of the GTD system that just don’t stick.

Process everything...even additional trays

These are the pesky-but-vital procedural details that the DA throws into his books, seminars and site material that you understand but don’t necessarily implement.

[Note: if you read that intro and said “Huh? What things are you talking about?”, then your name is probably David Allen, and I thank you for visiting this site.]

One such thing for me is the inbox. In theory, the inbox (or inboxes) is supposed to serve as the central gathering spot for everything that’s coming into your life. Process-wise, the inbox is spot number two: things come in, you stick them in the inbox, and start processing.

Except I find myself cheating the inbox more often than not…and I’m betting you GTD ninjas know exactly what I’m talking about.

Here’s an example scenario:

You’re in your usual 2:30 meeting, and the boss says “Jim, I would like you to throw together some slides on that Frammus Valve pitch we’ve been talking about. We’re going to show it to Mr. Holinks on Friday when he’s onsite, so I’d like to review them with you tomorrow morning.”

If you’ve been doing GTD for a while, chances are good that your training kicks in, and you flip to your Projects list. [Entry: Built Frammus Valve pitch for boss] Now that you’ve properly identified the multi-action project, placed it in your Projects list, your brain starts planning.

You flip to your @Office list. [Entry: Located company Power Point template on server.]

The project has been captured, and you’ve identified your first action…all without actually touching your inbox. Well done.

So what’s wrong with that approach? Nothing, I say…except that it’s not the process.

Here’s another scenario, with a slightly different twist:

Jenny walks into your office while you’re in the middle of an email to the marketing crew. “Hey, Jose,can you have a look at that report I sent you? I think it’s ready for you to submit it, so if it’s good to go, just send it off.”

Your ninja styles kick in immediately, and you flip to your @Office list: [Entry: Reviewed Jenny's report.] In the speed and elegance of your system, you’ve just turned an input into a single action when it probably should have been a project. Consider that once you’ve reviewed Jenny’s report, you might have comments for her to incorporate; you’ll need to give her the comments, you’ll probably wait for her response, you’ll review again, and you’ll submit. None of that shows up in the landscape currently.

In order to prevent slip ups like the one above, and to try and really underscore the importance of capture in our lives, I’m proposing the 10 Day Inbox Challenge. For ten days, focus on overusing your inbox. Take a step backward in your ninja processing, and insist that all new inputs flow through your inbox (be it at home, work, whatever). Make yourself physically tear of sheets of paper and stick them in the box. I have a strong suspicion that your results will be like mine: enlightening.

By allowing yourself to capture without thinking, you free yourself up to capture things more easily, more fluidly, and more ubiquitously. Not only is streamlined capture a huge benefit when it comes to inputs, but it’s essential to allowing your process to really work. It’s the inbox processing process that ensures you capture Jenny’s report as a project – not as a standalone action.

Try the 10 Day Inbox Challenge. Force yourself to inbox everything for ten days. I’m going to do it again, starting today, and can’t wait to hear from those of you who have tried the same.