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[PODCAST 292]: “What Do I Do With This?” – Using the 8 STEP Questions to Process It All

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We all have lots of “stuff” that comes into our lives. It sometimes seems like there’s a never-ending stream of papers, emails, digital files, thoughts, ideas, concerns, messages, etc. that we have to handle on a regular basis.

But how are we supposed to stay afloat and handle all these little things amidst our busy schedules and everything else we have going on?

Personally, I’ve found the 8 STEP Processing Questions to be the answer!

They have been absolutely life changing, and I feel totally confident in my ability to process every physical and digital thing that comes into my life. I recorded this podcast about real examples from my life, and I’ll take you through the eight questions now:

8 Processing Questions
  1. Is an action required? (If not, archive it.)
  2. Can I do it in two minutes or less? (If so, then do it.)
  3. Does it belong on my Routines List? (If yes, add it appropriately.)
  4. Do I need to add any projects to my tiered list? (Make sure ONLY 2-3 are in “Current.”)
  5. Is there a deadline? (If yes, note it on your calendar.)
  6. What is the Next Action? (Appropriately note it/delegate it.)
  7. Are there any associated Support Materials? (File them appropriately.)
  8. Am I TOTALLY clear on when I will see this and complete it?

    9. Note: We don’t use all 8 of these questions every time. Sometimes we can stop at question 3, for example, and then jump all the way to question 8 because we are done processing and we know where we are going to put the appropriate support materials.

    Item: 3 Allen Wrenches
    1. Is an action required? (If not, archive it.) Yes
    2. Can I do it in two minutes or less? (If so, then do it.) Technically, yes! When I personally do my processing, I try to do it at the end of the day when my kids are asleep so I can do each of the small, 2-minute tasks. However, if you are processing things during a day when you have a lot going on, it is best to add these tasks to your Next Actions List to be done at a more appropriate time. The goal is to not get sidetracked by lots of 2-minute tasks if you truly don’t have the time. In practice, I would go do the 2-minute task and then move on to the next item to process. For the sake of this podcast, I am going to act as though I cannot do these 2-minute tasks.
    3. Does it belong on my Routines List? (If yes, add it appropriately.) No
    4. Do I need to add any projects to my tiered list? (Make sure ONLY 2-3 are in “Current.”) No
    5. Is there a deadline? (If yes, note it on your calendar.) No
    6. What is the Next Action? (Appropriately note it/delegate it.) Under the “Home” section of my Next Actions List, I will write “Get step stool and take wrenches to laundry room. (Where we have the toolbox stored.)”
    7. Are there any associated Support Materials? (File them appropriately.) Yep! I have a box where I put all Support Materials related to my “Home” Next Actions. These would go in that box.
    8. Am I TOTALLY clear on when I will see this and complete it? Yep!
      9. Item: Pans from Friends Bringing Over Dinner
      1. Is an action required? (If not, archive it.) Yes
      2. Can I do it in two minutes or less? (If so, then do it.) No
      3. Does it belong on my Routines List? (If yes, add it appropriately.) No
      4. Do I need to add any projects to my tiered list? (Make sure ONLY 2-3 are in “Current.”) No
      5. Is there a deadline? (If yes, note it on your calendar.) Technically no, but I would like to return them in a timely manner. I am going to put a reminder on my calendar for Sunday to drop them off on our way home from church (if we haven’t dropped them off yet) since we drive by their house every Sunday.
      6. What is the Next Action? (Appropriately note it/delegate it.) Under my “Errands” section of the Next Actions List, I am going to write down a note to drop these pans off at our friends’ house.
      7. Are there any associated Support Materials? (File them appropriately.) Yes, the pans will be set by the front door in the landing spot for items that go to the car. I’ll take them out the next time I go to the car.
      8. Am I TOTALLY clear on when I will see this and complete it? Yep!
        9. Item: Shirt That Needs Mending
        1. Is an action required? (If not, archive it.) Yes
        2. Can I do it in two minutes or less? (If so, then do it.) Technically yes (see the first item about the wrenches–it’s a similar situation), but I’m going to keep going through the questions.
        3. Does it belong on my Routines List? (If yes, add it appropriately.) No
        4. Do I need to add any projects to my tiered list? (Make sure ONLY 2-3 are in “Current.”) No
        5. Is there a deadline? (If yes, note it on your calendar.) No
        6. What is the Next Action? (Appropriately note it/delegate it.) Write “mend shirt” under the “Home” section of my Next Actions List.
        7. Are there any associated Support Materials? (File them appropriately.) Yes, I would put the shirt in the box of Support Materials related to my Next Actions.
        8. Am I TOTALLY clear on when I will see this and complete it? Yes!
          9. Item: Baby Shirt That Needs Decorative Buttons Removed
          1. Is an action required? (If not, archive it.) Yes
          2. Can I do it in two minutes or less? (If so, then do it.) Yes! Alternatively, it could follow the exact same process as the shirt that needs to be mended (above) if I didn’t have the time to cut the buttons off right now.
            3. Item: New Dental Insurance Information Packet
            1. Is an action required? (If not, archive it.) Yes
            2. Can I do it in two minutes or less? (If so, then do it.) No
            3. Does it belong on my Routines List? (If yes, add it appropriately.) No
            4. Do I need to add any projects to my tiered list? (Make sure ONLY 2-3 are in “Current.”) No
            5. Is there a deadline? (If yes, note it on your calendar.) No
            6. What is the Next Action? (Appropriately note it/delegate it.) Write “read through dental packet” under the “Home” section of my Next Actions List.
            7. Are there any associated Support Materials? (File them appropriately.) Yes, I would put the packet in the box of Support Materials related to my Next Actions.
            8. Am I TOTALLY clear on when I will see this and complete it? Yep! And once I’m done with this Next Action, I know that I have a file in my file box for all dental-related information. I would put this packet right into that file once I am finished reading through it.
              9. Okay! Those were the 5 physical items I wanted to highlight, and now I’m going to do a few digital ones.
              From Capture Tool: Make Freezer Meals for Friends
              1. Is an action required? (If not, archive it.) Yes
              2. Can I do it in two minutes or less? (If so, then do it.) No
              3. Does it belong on my Routines List? (If yes, add it appropriately.) No
              4. Do I need to add any projects to my tiered list? (Make sure ONLY 2-3 are in “Current.”) Yes! This becomes one of my Current Projects. I can start listing out the Next Actions for this project, and I know that my Next Actions need to be dated (they’re calendar specific) because I want to finish this project before my friend has her baby in a few weeks.
                5. A Text Message from a Friend: Adding Dates to Calendar
                1. Is an action required? (If not, archive it.) Yes
                2. Can I do it in two minutes or less? (If so, then do it.) No
                3. Does it belong on my Routines List? (If yes, add it appropriately.) No
                4. Do I need to add any projects to my tiered list? (Make sure ONLY 2-3 are in “Current.”) No
                5. Is there a deadline? (If yes, note it on your calendar.) Yes and no. There’s a deadline (I need these dates on my calendar soon), but I don’t have time to add them all right now. It’s more appropriate as a Next Action.
                6. What is the Next Action? (Appropriately note it/delegate it.) Under the “Phone” section of my Next Actions List, I will make a note that I need to put the dates from my friend into the calendar so I can be prepared for some upcoming commitments.
                  7. Weekly Email to a Friend
                  1. Is an action required? (If not, archive it.) Yes
                  2. Can I do it in two minutes or less? (If so, then do it.) No
                  3. Does it belong on my Routines List? (If yes, add it appropriately.) Yes! I email this friend every Friday or Saturday, so this is one of my routines. I can add a calendar reminder to do this routine if I am forgetting to complete this routine on a regular basis.

                    4. And there you have it! Lots of things processed, and every single thing was able to be handled using the 8 STEP Processing Questions!

                    I feel so confident in my ability to handle every incoming physical and digital item. Sure, some items will have more emotions or complexities attached, but at the end of the day, I have the skills and the process to walk each item through the 8 questions.

                    This has been life changing for me because I no longer have items sitting on my desk or kitchen counter for days or weeks on end. Everything has a home in my STEP Command Central, and I am so grateful for that!

                    Can’t wait to see how you use the 8 STEP Processing Questions in your own life!

                    Related Links:

                    Podcast: Get Trained on the Basics of Processing with a STEP Command Central

                    Podcast: Turning Tiny Tasks Into Big Wins – The 2-Minute Rule in Action!

                    Routines Made Easy Course with Alia and Josh

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                    Free Training, How to Finally Stop Drowning in Piles

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