Your capture tools are now filled with ideas, tasks, and information. But these raw inputs need processing before they can become useful. The Clarify phase is where you transform vague ideas into clear outcomes and next actions that move you forward.
What is Clarifying?
Clarifying (also called Processing) is about deciding what each captured item means and what action, if any, needs to be taken. This process transforms your raw inputs into:
- Actionable next steps
- Items to delegate to others
- Information to file for reference
- Items to review later
- Projects that require planning
The GTD Workflow Question
The clarifying phase is built around a fundamental question: What is this, and what does it mean to me?By answering this question for each item, you create clarity about what each item represents and what action, if any, it requires from you.
The Clarifying Process
For each item in your inbox or collection tool, follow this decision-making workflow:
What is it?
First, determine what the item actually is. Is it a task, information, an idea, a project, or something else?
Is it actionable?
Determine whether the item requires action from you. This is the critical decision point.
If it's NOT actionable:
- Trash it - Delete it if it's no longer needed
- Reference - File it away as potentially useful information
- Someday/Maybe - Add to list of things to potentially do later
If it IS actionable:
- Do it now - If it takes less than 2 minutes, do it immediately
- Delegate it - If someone else should do it, assign it to them
- Defer it - Schedule it or add it to your Next Actions list
If it's a project (requires multiple steps)
If the item requires more than one action to complete, it's a project:
- Define the desired outcome clearly
- Identify the very next physical action needed to move it forward
- Add it to your Projects list
- Place the next action in the appropriate list
The 2-Minute Rule
If an action takes less than two minutes to complete, it should be done immediately.
This rule prevents small tasks from accumulating and clogging your system. It's often more efficient to handle quick tasks on the spot than to track them in your system.
Examples of 2-minute tasks:
- Sending a quick email reply
- Making a brief phone call
- Filing a document
- Adding an event to your calendar
Using the App for Clarifying
In this application, you can clarify items efficiently by following these steps:
Access your Inbox
Go to your "Inbox" where all captured items are collected. This is your processing station.
Process each item
For each item, ask: "What is this?" and "Is it actionable?" Then make your decision.
Use the appropriate actions
Take advantage of the app's features to quickly process items:
- Mark tasks as complete (for 2-minute tasks you've done)
- Convert items to tasks or projects
- Move information to References
- Add ideas to Someday
- Delete irrelevant items
Common Clarifying Challenges
Unclear items
If you don't understand what an item means anymore, either clarify it or delete it
Decision paralysis
Don't overthink; make quick decisions based on the GTD workflow
Procrastination
Resist the urge to put items back into "in" without processing them
Tips for Effective Clarifying
Process top to bottom
Process one item at a time, from top to bottom. Don't cherry-pick easy items.
Empty your inbox completely
Aim to fully process your inbox to zero regularly (ideally daily).
Be specific about next actions
Define the very next physical action to move a task forward.
What Comes Next
After clarifying all your items, you'll need to organize them in a way that makes them accessible when and where you need them:
In the next phase, Organize, you'll:
- Create lists for different contexts and priorities
- Maintain a system for tracking projects
- Develop a reference filing system
- Set up calendar reminders for time-specific actions