Allen stresses the importance of establishing a coherent and reliable organizational system. Only then can one be free of the psychological pressure open loops create. He says the ideal method will evolve as you become more adept at processing your “stuff.”

The author identifies seven basic categories all organization systems should include: a Projects list, Project support material, Calendar actions and information, Next Actions lists, a Waiting For list, Reference material, and a Someday/Maybe list. He emphasizes the importance of maintaining distinct boundaries between these categories to focus clearly on work.

Next, the author takes readers through the process of organizing action reminders. Actions that must be completed on a certain day or at a specific time go on the calendar. The author warns against using the calendar as a “to-do” list, emphasizing it should only contain actions that must be done on a particular day.

Reminders of actions that need to be completed as soon as possible should be divided into sub-lists describing the type of action, e.g., “At Computer,” “At Home,” “Errands,” “Read/Review,” and “Calls.” This way, productivity is increased when you are in a particular location.