My sytem:
3x5 cards Levenger with my own contact in formation ( for random thoughts/ double as business card) in a leather folder with 2 parker pens (ball point and old parker 51 fountain pen) -Breast pocket.
11x17 cm spinal notebook Claire Fountaine for in patient lists and a constant complete stream of calls form pts and other MD's . White coat pocket or back pocket- these notes are crossed off as they are processed /organized in the electronic record when I am back at the office
iphone w/Outlook/office 365- iphone in holder attached to my belt.
Beeper for emergency/disaster on my belt. Also functions as emergency back up communication system if Iphone/ phone lines not working.
Dell laptop loaded
Letter size Circa notebook with dividers- including inbox, calendar ( which i transcribe during weekly review) waiting for, calls, projects, errands, individual agendas , waiting for and lists. This not too large red notebook lives on my desk at home or in the office. I bring it to meetings. It is not too imposing. This is the true heart of my system.
Notetaker wallet ( back pocket). It goes everywhere including evenings when I am occasionally dressed up without a shirt pocket.
Swiss Army knive - I use it all the time - people that I work with ask for it frequenly.
Weekly review sunday afternoon 1-2 hours- Plus I spend about 45-60 minutes daily reviewing up coming surgery, papers / projects/ calender the evening before or the day of-
I find that hand writing gives me a better sense of what is happening, where the information is stored- I also find it very fast to write it down . Later when I have time, I will process and organize and cross off entries from the pad- this way I have time to think/decide. I have the essential information right there to make a critical follow up call. For me actually writing is the start of the processing/ clarifying and organizing. I am often on the run or moving from the office to the OR to the recovering room and writing it down is the fastest and I can be simultaneously speaking on the IPHONE without going on to speaker phone.
As a surgeon , I have an affinity for doing things with my hands.
Finally last thing at night I look at my calendar for that day "today " and then the next day. In the morning , I repeat and check the calendar for yesterday and today. This is obvious but it is impressive how many significant things I can pick up that I could easily have missed.
I also designate the "frog that I am going to eat" that day ie get the emision test done, get the id photo done, - anything that I have been stalled that is beginning to create "velcro in my flow".
I use this time to confirm what I absolutely have to do ie talk with our department chairman.
When i leave the house in the morning or return
-I have a count that I do. It takes 2-3 secs. Forgetting my wallet can really cause problems all day- As housemate in medical school set his "got to have it" list to a tune and he would sing it as he walked out the door. This is my list
1) hearing aids
2) Pens
3)3x5 card holder
4) Cell phone
5) Beeper
6) Keys
7) Note taker wallet
I do this even in the event of something extremely bad happening- these are the essentials that I can use- I am good to go when I have them. I can be dead in the water unable to get into the OR at 3 am without my id which is in the notetaker wallet.
Incidentally, I have tried an assortment of electronic lists but I found that I spent more time fussing with Omnifocus or some other excellent system rather than getting things done.
My system is a bit dated but simple almost elegant with the crazy satisfaction that one get rolling out a pie crust- it works and the more that you do it the better your pies taste