🟢 WHO

The person involved.

Required for: Waiting For Agenda Calendar

🟡 WHEN

Date or deadline.

Required for: Calendar Waiting For

🟠 WHERE

Physical or digital location.

Required for: Errand Calendar

🔴 DURATION

Time required.

Required for: Calendar Next Action Agenda

⚡ ENERGY

Mental load needed.

Required for: Next Action

Low / Med / High

Actionable?

Requires a next step?

⚡ DO IT NOW Act immediately, done

📥 CAPTURE

Any item into the inbox

🔧 TOOL

App, system, or instrument.

Required for: Errand Next Action

📅 WEEKLY

→ All active projects → Every project has a next action → Waiting-for items → Someday/maybe review → Orphaned docs

📅 MONTHLY

→ Category structure → Routing audit → Archive inactive → System friction → Update templates

< 2 minutes?

If yes, do it now

📅 Calendar

Required: When · Duration Where

Optional: Who · Purpose Prep task Follow-up task

📦 Archive Inactive material

📚 Reference Keep, no action

💭 Someday/Maybe Deferred idea

🗑 Trash No future value

📅 QUARTERLY

→ JD index audit → System health metrics → Check backups → Routing doctrine → Add/merge/archive categories

🏃 Errand

Required: Where · What

Optional: Tool/material Duration · Deadline Physical or virtual

📄 Document

Required: JD ID · Type Status

Optional: Project link Source · Owner Review date

📋 List

Required: Title · Type

Optional: Review date Owner JD location

❓ Decision

Required: Question Owner

Optional: Deadline Impact level Options

🗂 Project

Required: Outcome Next Action

Optional: Timeline · Owner Project ID JD location

⏳ Waiting For

Required: Who · What Follow-up Date

Optional: Related project Expected output

🗣 Agenda

Required: Who · Topic

Optional: Next meeting date Decision needed Duration Related project

⚡ Next Action

Required: What · Tool Energy · Duration

Optional: Where · Who · Mood Project link

🔵 WHAT

The action or content of the item.

Required for: All queues