I'm sorry for the delay in response here. I've been swamped and completely forgot about this thread (I only visit when I need a work interlude without an actual break).
As for your questions: I'm not entirely sure what you're asking, but I agree with Christian's inbox comment. Decide on one primary inbox and use it, that will work wonders.
My primary inbox is an application called "Slap" on my Palm. I have it mapped to my contact hardkey button. Whenever I have a thought, need to make a note to myself, whatever... I push the hardkey and jot it down real quick. I don't have to process, categorize, or anything. I just write it down like I would on a sticky note, notecard or peice of paper, and it sits there until I'm ready to process all the items.
Slap holds up to 10,000 charactors last I heard, so it has plenty of room. I usually process everything in Slap 2-3 times a week.
With meetings, I take notes in the "Notes" area of the meeting on my Palm Agenda/Calendar. I use the Palm shortcuts to notate the start and end times of the meetings, and sometimes I use a little bit of shorthand in my actual notes (mainly this is just leaving out vowels in words).
When the meeting is finished, I sync my Palm so that the meeting notes are on the desktop. I then process any actions, followup, etc. before doing anything else. I always leave an extra 15 minutes or so devoted to meeting wrap up so that this step can get done. So, on the desktop, I simply cut and paste any actions needed, then I file the entire note into the project/client history for easy reference later.
I do have two other, secondary inboxes. One is my Email inbox. This is processed religiously, several times a day. I can't stand having my email inbox overflowing, and a couple of my client contracts require me to deal with Email quickly. So this stays almost completely clear at all times. The other inbox is for actual paper items. That's on my desk and because I don't get much paper, it's only processed maybe once a month. (Other than weekly accounting, but that paper is actually put into a finance basket, not the actual inbox basket).
Hope that helps a bit and let us know how goes,