I have found the most emotional peace with an electronic/paper system hybrid. Calendar and contacts are managed digitally and projects, notes and tasks are managed on paper.
Here’s my basic setup:
Binder: Filofax Malden A5 (purple)
Tabs: Notes, Actions, Agendas, Projects, Plans, Someday, Self, Family, Finances, House, Work
Paper: Calendar is one page per day, with 3 months in my binder at a time (last month, this month, next month). I use monthly calendar tabs with one sheet behind each tab as a future tickler list for any items occurring outside of the next month. Other than the calendar pages I use only the standard filofax lined paper and blank paper, so no special forms. The lined paper is used for all lists and the blank paper is used in the Plans tab for my project Mindmaps.
Pens: I use a Cross Century ballpoint pen (blue ink) and a Sharpie highlighter (blue). The highlighter is used to cross off completed items on my action lists so it’s really easy to see open action items.
Approach: Every day I transfer my digital calendar items to my daily page, along with any day specific actions. To paraphrase Kelly, I have my appointments and “snack” on my lists in between to complete actions. Lists are managed as described in the GTD books.
I am a bit of a GTD purist, so I like the nice clean set up that is very reminiscent of the paper GTD coordinators that used to be sold. My lists are pretty classic (Anywhere, Computer, Errands, House, Office, Phone) and I have separate project lists for each life area (Self, Family, Finances, House, Work) to help encourage balance between the areas.
The only drawback for me in this system is carrying around a binder and the dork factor when I am not at work. When I need to have it with me outside of the office, I just carry a small messenger bag small enough to hold just the planner, so I can have my hands free. When I don’t take the planer with me, I use my GTD note taker wallet for capture. I also use my phone for capturing photos or emailing myself a note on occasion, but I prefer to use the note taker wallet because I remember things better when I write them. I have repeatedly learned in my years of switching between systems that with digital I suffer from “out of sight, out of mind” and I miss things, making me less productive. I also get a little emotionally burned out staring at a screen all day.
I also find using paper makes me way more productive in boring meetings I am required to attend, particularly when I disengage, because I can easily do project planning or clean up my action lists and people assume I am taking notes. I notice all the people taking notes digitally are automatically assumed to be working on email instead of paying attention (whether they are or not), so working on paper conveniently allows me to avoid the stigma related to using digital tools.
Here’s my basic setup:
Binder: Filofax Malden A5 (purple)
Tabs: Notes, Actions, Agendas, Projects, Plans, Someday, Self, Family, Finances, House, Work
Paper: Calendar is one page per day, with 3 months in my binder at a time (last month, this month, next month). I use monthly calendar tabs with one sheet behind each tab as a future tickler list for any items occurring outside of the next month. Other than the calendar pages I use only the standard filofax lined paper and blank paper, so no special forms. The lined paper is used for all lists and the blank paper is used in the Plans tab for my project Mindmaps.
Pens: I use a Cross Century ballpoint pen (blue ink) and a Sharpie highlighter (blue). The highlighter is used to cross off completed items on my action lists so it’s really easy to see open action items.
Approach: Every day I transfer my digital calendar items to my daily page, along with any day specific actions. To paraphrase Kelly, I have my appointments and “snack” on my lists in between to complete actions. Lists are managed as described in the GTD books.
I am a bit of a GTD purist, so I like the nice clean set up that is very reminiscent of the paper GTD coordinators that used to be sold. My lists are pretty classic (Anywhere, Computer, Errands, House, Office, Phone) and I have separate project lists for each life area (Self, Family, Finances, House, Work) to help encourage balance between the areas.
The only drawback for me in this system is carrying around a binder and the dork factor when I am not at work. When I need to have it with me outside of the office, I just carry a small messenger bag small enough to hold just the planner, so I can have my hands free. When I don’t take the planer with me, I use my GTD note taker wallet for capture. I also use my phone for capturing photos or emailing myself a note on occasion, but I prefer to use the note taker wallet because I remember things better when I write them. I have repeatedly learned in my years of switching between systems that with digital I suffer from “out of sight, out of mind” and I miss things, making me less productive. I also get a little emotionally burned out staring at a screen all day.
I also find using paper makes me way more productive in boring meetings I am required to attend, particularly when I disengage, because I can easily do project planning or clean up my action lists and people assume I am taking notes. I notice all the people taking notes digitally are automatically assumed to be working on email instead of paying attention (whether they are or not), so working on paper conveniently allows me to avoid the stigma related to using digital tools.
