The rule is simple: when you touch an item, you must complete one of these actions before putting it down:
Do it - If the task takes less than 2 minutes
Delegate it - If someone else is better suited to handle it
Defer it - If it's a larger task that requires dedicated time, schedule it
Delete it - If it's irrelevant or trash, discard or archive it
Why?
The OHIO method (‘Only Handle It Once’ from Robert Pozen's 'Extreme Productivity') eliminates mental friction and wasted time by forcing immediate, decisive action. No more picking up the same email three times or endlessly shuffling papers. Decisions happen once, momentum builds, and your cognitive load drops.
You know it’s working when:
Decisions feel instant – you know immediately which action to take
Your to-do list stops feeling overwhelming
You have more uninterrupted time for deep, complex work
