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Productivity |
Substitute your PDA for index cards and Google Calendar |
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Many people are set back, because they try too hard to get things out of their heads. When you start a method you have so many things in your head it becomes a bit tedious. Just go a day at a time, and in a few days or weeks, your mind will be free, don’t try to get everything down at once. In addition, I think many people find it counter-productive to always enter a task that comes to mind into some sort of organizer platform
I have come up with a solution for myself using three small paper trays, index cards and Google Calendar. In case your wondering I use A7 index cards and small A7 sized trays I actually mounted on my desk. Here’s how I organize myself, focusing on the collection and filing process, I promise it’s not long and many of you could find it helpful.
I sit down in the morning and think of all the stuff I will need to do that day. I write it all down, each thing on a separate card. If something needs to be elaborated you have plenty of space. This way I can start the day with a fresh mind, knowing I won’t forget anything.
I start working and usually a lot of ideas come to mind. Whenever this happens, I just jot it down on a new card. This takes me less than 5 seconds. I have two “In” trays and one “Out” tray. In one tray I put all the cards that relate to my normal job, in the other tray I put stuff that has to do with the blog, and my other sites.
I don’t actually make a distinction between long term ideas, short term ideas, projects, tasks and so on, this is unnecessary complication at this stage. The reason for this, is that at the end of the day I sort through these tasks and put them in an organizer program. During the day all tasks that are linked to that day are placed horizontally, all others are placed vertically in the tray.
When the sun sets I am left with tasks in my “In” trays and finished tasks that I put into my “Out” tray. Whatever is left over, you can input into your GTD program, or task manager, but whatever is in the “Out” tray I also file. These go into Google Calendar actually. Why? Well, if I input everything as a separate event for that day, I have a searchable database of what I did, when I did it, and how I did it (adding notes to the event). You now have free trays for the next day.
This method leaves me pretty well organized on a day to day basis, since during the day it is lightning fast, and at the end of the day it is only about 15-20 minutes extra. You may argue that this way, when I file something I may need to write it down again when it comes up. This is true, although I do save these cards mostly, but to me this is a small price to pay for staying organized.
(This post is part of an organization series where I share my daily ways of organizing myself. This is work in progress, since I am constantly trying new things. My aim is to eventually release an ebook explaining a good solid method. Take a look at the Easy Organization page for more info.)







December 11th, 2007 at 2:04 pm
[...] you’ve been reading the blog, you may have noticed that I am experimenting with paper based solutions instead of web apps. My reason is that there is no way that any app can give you the flexibility you need. I decided to [...]
December 11th, 2007 at 8:13 pm
[...] can be done later, when I get back to somewhere with four colors. I will also probably integrate my index card idea into the Moleskine, since the book came with an awesome pocket inside to hold various treasures [...]
January 21st, 2008 at 7:17 am
Kudos on looking for a system that works for you and not trying to over-engineer! As a productivity consultant I frequently have clients that are trying to fit a “round peg into a square hole.” They try to make systems that don’t match their style work. Then they fail and feel miserable. The trick is to find a solution that works for the way you work. For some electronic is the way to go, while for others it would leave them frustrated and incomplete. Congratulations and I look forward to hearing more about that e-book.
January 21st, 2008 at 2:21 pm
Hi Stephane!
Yep, I think most people become really frustrated because they read a method for organization, think it’s really cool and then implement it, whatever the cost.
I myself get excited about stuff I write, try and use it and then scratch it. Not that they are bad, I’m just not right for them.
I’ll keep you posted on the ebook, it’s still at least a few months away
April 23rd, 2008 at 12:26 pm
[...] The Hipster PDA. Moleskine Hacks. Hack your day & increase productivity by ditching your PDA for Index Cards + Google Calendar. [...]
November 3rd, 2008 at 3:46 pm
You can digitalize the process entirely by using Zotero instead of card indexes (which I tend to lose all the time).
R
December 7th, 2008 at 11:00 pm
[...] The Hipster PDA. Moleskine Hacks. Hack your day & increase productivity by ditching your PDA for Index Cards + Google Calendar. [...]