Easy win:
Set up a Quick Capture Inbox

The gears in my mind seem always to be turning. Thoughts and ideas pop into my head, and I want to capture them in the moment before they fade and get replaced by other thoughts. For this, I use a Quick Capture Inbox. I also use my quick capture inbox to copy in small bits of online content (such as quotes or social media posts) that I might consider further as permanent notes in my notes system.

Task 1: Identify a quick capture tool that meets your needs.

I like to use Drafts on iOS and macOS, but you can also use voice memos or a physical notebook if you always carry one. The key factor is that it should be very fast and easy to capture thoughts in the moment.

Additionally, these note-taking apps have quick capture functionality:

Pro-tip for iPhone 15/16 users: You can configure the Action button to open a new note for the quick capture tool of your choice.

Task 2: Get in the habit of using quick capture.

Spend a week using quick capture. What sorts of things come to mind that you capture? This might include things you need to do, ideas for things you might want to create, and interesting social media posts that you’d like to remember or refer back to.

Task 3: Each day, examine and process what you’ve captured

What’s the mix of things that you’ve captured?

  • Are they primarily things you need to do? Those should go into your task management system.

  • Is it primarily ideas you have or interesting ideas from others? Consider which you should save long-term and get that into your notes system. If you don’t yet have a note system, see setting up a digital notes system.

Task 4: Carry on and refine your quick capture process

Continue to use your quick capture inbox daily. Evaluate the effectiveness of this capture pipeline:

  • Are you consistently processing what’s in your quick capture inbox? If not, why not?

  • Is what you are capturing of value? Are you capturing too much—or even too little?-

  • What changes could improve the quality of what you capture or make it easier for you to process the items you capture regularly?