apply-two-minute-rule

Apply Two-Minute Rule

If a task takes less than two minutes, do it immediately rather than tracking, scheduling, and revisiting it.

Why This Is Best Practice

Adopted by: Fortune 500 executive teams, Google, McKinsey, law firms — anywhere GTD methodology is deployed Impact: Allen: the overhead cost of capturing, tracking, re-reading, re-deciding, and re-opening a small task reliably exceeds the time to execute it; eliminating re-decision friction is a core GTD efficiency gain

Why best: Small undone tasks accumulate as open loops in working memory, creating a persistent cognitive drag that consumes attention even when you're not actively thinking about them. The two-minute rule closes those loops before they open, keeping the task management system lean and the mind clear.

Steps

1. Encounter a task — Email arrives, request is made, you notice something needs doing
2. Estimate completion time — Ask: can I complete this to a done state in under 2 minutes?
3. If yes: do it now — Execute immediately, without opening a task manager or writing it down
4. If no: classify it — Schedule it (calendar or next-actions list), delegate it, or defer it to a someday/maybe list
5. Never re-open a sub-2-minute item — If you've decided to defer, convert it to a proper next action with a defined outcome; do not leave it as a vague re-decision
6. Apply during inbox processing sessions — Run this rule systematically when processing email, Slack, or any capture inbox — not reactively throughout the day

Rules

• The 2-minute threshold is fixed — do not negotiate it upward in the moment; task inflation is real
• Apply during dedicated processing time, not as a constant interrupt; reactive two-minute responses all day fragment deep work
• "Do it now" means done — not started, not partially done; if it cannot be completed, it was mis-classified
• Never use this rule as a reason to avoid scheduling important-but-large tasks
• If you're in a deep work block, capture the item and apply the rule at your next processing window

Examples

Apply: Reply to a factual question that needs one sentence; file a document in the right folder; approve a straightforward request; fix a one-line typo in a config file.

Do not apply: Write a meeting agenda (10 min); review a PR (30 min); reply to a complex email requiring research.

Processing session flow: Open inbox → read item → estimate time → act/schedule/delegate/delete → next item. No re-reads.

Common Mistakes

• Using it as a constant interrupt — "Quick" tasks throughout the day fragment focus; batch processing sessions preserve deep work
• Scope creep during execution — Starting a 2-minute task that expands to 20 minutes; if it grows, stop, convert to a proper scheduled task, and resume later
• Skipping the classification step for >2 min tasks — Without an explicit next action, deferred tasks become forgotten tasks
• Applying it to important-but-brief tasks without full attention — Speed is not the same as carelessness; quick tasks still deserve correct execution

When NOT to Use

• When you are inside a deep work block — applying the rule reactively throughout the day fragments concentration; all sub-2-minute items encountered during a focus session must be captured and batched to a dedicated processing window instead.
• When the task involves an irreversible action (sending a financial transfer, deleting data, publishing a public announcement) — the rule's speed bias increases error rate; such tasks require deliberate review regardless of estimated duration.
• When the volume of incoming sub-2-minute items is so high that acting on each one immediately would consume the entire day — in high-throughput roles (support queues, Slack-heavy teams), batching wins over the rule's individual-item logic.