Use the OHIO Method to Manage Endless Tasks and Messages.

When you’re sifting through emails, Slack messages, and other notifications on a typical day, it’s easy to feel overwhelmed. This can lead to distractions and missing important messages—at least, that’s what happens to me when I don’t have a plan.

There are several different approaches you can consider to prevent this, but the OHIO technique is one worth trying if you need some extra help with decision making, although it’s important to note that while it may reduce your indecision, it does have a few limitations to consider.

What is the time management method used in Ohio?

OHIO is an acronym for “Only Handle It Once,” and you’ll hear it used in a variety of productivity conversations, such as decluttering . Proponents claim it helps avoid unnecessary procrastination, delays, and indecision by requiring you to complete any task, email, message, or assignment only once. It’s certainly a habit that takes time to develop, but the longer you work on it, the more it pays off.

This method can be applied broadly to your work by assessing your entire inbox, to-do list, or other group of tasks at once. Prioritize tasks by importance using systems like the Eisenhower Matrix or the ABC method . (If your workload isn’t too complex, you can quickly prioritize them yourself without using complex systems, but I’m a big fan of adapting specific productivity techniques to your needs .) Then, tackle each task immediately, starting from the top. Either delete them, delegate them, complete them, or postpone them using the 4D method .

The OHIO Method and Emails

The OHIO method works great for email too, but if you’re not careful, it can be time-consuming. Processing each email only once is a reliable way to avoid wasting too much time, but you need to plan ahead. Otherwise, you might find yourself clicking on every new incoming email and trying to process it in real time.

Prioritizing emails is more challenging than prioritizing a to-do list, so it can be difficult to figure out which email to start with. Instead of using the OHIO “in every moment” method, set aside time each morning and evening to review your messages and, of course, process them only once. (You can use timeboxing and time blocking to ensure you do this at the same time each day, as well as a 3-3-3 to-do list to ensure you have time to prioritize.) Try a half-hour at the beginning of the workday, a half-hour after lunch, and 15 minutes just before you finish work. By basing your approach on time rather than a priority list, you’ll still be able to open and process each message, but you won’t be overwhelmed by having to do so every time you receive a new notification.

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