My Paper system
Hi Borisoff. I definitely prefer a paper system for several reasons, not the least of which is knowing myself well enough that the first time I need information from my PDA and the battery is dead, I'll throw it away. I don't have time for things that don't work how I need them to.
My GTD system has the following parts:
Inbox: just a regular plastic $3 inbox on my desk, with 2 levels. The top level is my inbox. The second level is 3x5 cards and blank printer paper so I have 'input paper' at hand whenever I'm at the desk. My inbox (also email inbox) gets emptied every day, first thing.
File cabinet: General reference file, including all work files (I work from home), and my Tickler file, located in the front of the first drawer. The Tickler file is the only thing in an Esselte hanger, just to separate it from my reference files. Each day I throw the next day's tickler file into the inbox. Bills go into the Tickler file.
3x5 Note Jotter: I love this. This is a $9.99 leather 3x5 card holder that holds about 20 cards. I bought it at Staples. While I don't care about looking 'executive', I do need my stuff to not look out of place in a board room, court, or visiting clients, and this does a great job. I carry it in my pocket, flatter than my wallet, and is used for any idea, anywhere. It is purely an input device. The used card (typically only 1 idea per card) gets folded and stuck in my pocket. When I get to the house, I empty my pockets and toss any used cards into the Inbox. I carry this at all times, but first got it because I didn't want to scribble everything directly into my planner--too messy.
My planner is a 5x8 notebook (happens to be Moleskine, but they aren't magical, despite their following). It contains the following sections:
Calendar: I inserted 3-4 months of calendar inserts (Day-Runner or Franklin-Covey style). They have tabs sticking out for immediate access.
Next Actions: this is a thick tab sticking out 1/4 inch or so, with a Brother P-touch label on it. There are about 15 blank pages after the Next Actions.
Because I do not have separate context pages, I use the first column for @Store, @Phone, etc. The center column will say the Next Action, with the keyword in caps, and the third column gives any due date. I prefer the simplicity of looking for all Next Actions in the same place. I don't mind scanning through things I can't work on right away (in fact, it functions as a daily review of every Next Action on my plate).
As the items are completed, I cross off (with a blue highlighter) the context for that task. I can still see the item for future reference but can quickly skim past them, also.
Projects: Another thick tab, of a different color, with my Project list. This is then followed by 15 pages for more Projects. This is purely for the list, not for mind maps or anything about them.
Someday/Maybe: This is another tab like the others, with 15 pages.
Lists: This is my catchall section of the notebook. If I have to develop a Project Plan, this is where I do it. If I decide to design my dream house, this is where I do it. Exercise plans, shopping lists, notes on books I'm reading, all go into this section of the notebook. Checklists (Weekly Review checklist, etc.) also goes in here.
Index: The last page of the notebook is an Index. In 3 columns I have all the page numbers of the notebook and the page title for each. I can find any piece of information in my planner in about 5 seconds by using the Index.
I used to have an address book list in the notebook but now have a separate address book, which I rarely use, since most contact information I need is in my phone or email account address book.
So, basically, in my planner I am carrying everything that matters to me. I can do a tremendous amount of work and planning with the notebook, a pen, and nothing else. I don't need a plug or batteries, nor do I have to wait for anything to turn on--they take too long, or at least mine did.
If something is long or drawn out, I'll type it on the computer because I type far faster than I write. Then I'll file the printout.
Emails to write: I will just jot "Email Leroy" and that's it. Doesn't take long. I could have it written on my Next Action list and done before my PDA was even turned on. I'm sure newer PDA's are better. Note that I don't get more than 20-50 emails per day, so I don't know if that makes a difference. If I were in the 800 per day range, I'd probably have a tab specifically for emails, with only the name and the due date (or a list of high-priority emails and then the rest).
I absolutely love my system. it's portable, simple, and neat. Onlookers roll their eyes less when I open what appears to just be a calendar compared to when I whipped out a PDA.
I very much love the option of just flipping through my notebook and finding what I want. A single $13 notebook and $10 calendar inserts are enough to last me at least 6 months. This is a bargain compared to digital, but the cost is secondary to efficiency for me and the parameters of my particular career and life.
My favorite aspect is that I can carry the tiny Note Jotter anywhere that carrying a planner would be awkward (say, into the movies). Between the Jotter and my Moleskine, I can keep myself busy anywhere. I'd worry about dead batteries with any other system (and my low tolerance for such scenarios).
I should also point out that I work for myself, out of my home, and am in the process of starting this business, so I don't know how my system would apply to corporate environments, especially those that impose using Outlook, etc.
I don't know how to post pictures, but I could find out in order to post pictures of my notebook and system if the 1000 words aren't clear enough. When I've got it fully refined I want to post a write-up on it.
Hope this helps,
JohnV474
