Overview
Touch It Once (TIO) is a productivity principle that advocates dealing with tasks, emails, and decisions immediately upon first encounter rather than reviewing them multiple times. The goal is to reduce decision fatigue and prevent work from accumulating.
Core Principle
When you encounter a task, email, or item requiring attention, you have three options:
- Do it - Complete it immediately
- Delegate it - Assign it to someone else
- Delete/Defer it - Eliminate it or schedule it for later
Never put it back in the queue to "decide later."
Applications
Email Management
- Read each email once
- Immediately: reply, archive, delete, or schedule action
- Never mark as unread or leave in inbox for later decision
Physical Mail and Papers
- Process each piece of mail immediately
- File, shred, or take action
- Don't create "deal with later" piles
Task Management
- When reviewing tasks, make immediate decisions
- Do, delegate, delete, or schedule
- Avoid repeatedly reviewing the same tasks
Meetings
- Make decisions during meetings, not after
- Send follow-up actions immediately
- Don't let action items linger
The Two-Minute Rule
Often combined with David Allen's Two-Minute Rule from GTD:
- If a task takes less than 2 minutes, do it immediately
- If it takes longer, schedule it or delegate it
- Never put short tasks back in the queue
Benefits
- Reduces Decision Fatigue: Each item handled only once
- Prevents Accumulation: Tasks don't pile up
- Saves Time: No repeated reviewing of same items
- Increases Clarity: Inbox and task list stay manageable
- Improves Focus: Less mental clutter
- Speeds Processing: Batch decisions happen faster
When NOT to Use TIO
- Complex Decisions: Some choices require research and reflection
- Strategic Thinking: Big decisions need time and perspective
- Emotional Situations: Allow cooling-off period before responding
- Incomplete Information: Wait for necessary data before deciding
- Scheduled Deep Work: Don't interrupt focus time for every input
Implementation Tips
- Set Processing Times: Schedule specific times to process email/tasks
- Batch Similar Items: Group related tasks for efficiency
- Have Systems Ready: Know where to file, delegate, or schedule
- Be Decisive: Practice making quick decisions
- Use Templates: Pre-written responses for common situations
- Define "Later": If deferring, specify exactly when
- Trust Your System: Once filed or scheduled, let it go
Common Pitfalls
- Rushing Important Decisions: Balance speed with quality
- Not Having Time: Schedule adequate processing time
- Missing Context: Ensure you have enough information
- Inflexibility: Allow exceptions for complex situations
- Impulsive Responses: Immediate doesn't mean thoughtless
