The day I forgot my PDA...

[Anonymous]

...I printed out my Next Action lists from Outlook (by context) and off I went.

The thing is, I noticed a very significant increase in my productivity - somehow it was much quicker crossing off NAs as I achieved them and writing down the next NA in the appropriate context as opposed to wrestling with the Software (I counted 8 mouse click just in editing a task to the Next Action and changing the context)

Also everything seemed much clearer in my own mind - it was almost like some part of my pyche had been freed up allowing me to be more focussed on what the Next Action was.

My question is this - has anyone implemented a combined PDA/Paper system where the PDA is used entirely for Reference (including Contacts, Calendar, Project Lists, A-Z etc) but the Next Actions are done entirely on paper?

I have seen lots of Posts where paper is used for taking notes but not for managing Next Actions.

[Anonymous]

Seems to me that combining a paper/palm system will prove to be too complicated. For example, after you cross off items and add items to your printed page(s) you have to then update your palm. Adding and deleting. Then you have to print out a new page. And then you have to sync your palm. It's really not more complicated per se. But you've added several more tasks to the overall system!!!
Mike

[Janice313]

I find this quote very timely as I'm just now experimenting with keeping a paper list of items I'm calling "Fast-Track." These are projects I need to focus on, move on, and kill off quickly. On my PDA the projects are still listed but with the category !FT which tells me the NA's are "off-list."

I wouldn't want to take all of my Next Actions off the PDA, though, as I find it really helpful to use the capabilities of my PDA to bring up all my NA's that fit a particular criteria s/a @PC, <15, in a particular town, etc. so I think I want to keep my discretionary items on there. (They don't need too much updating anyways.)

Trying to get the best of both worlds, without losing something in the process. So far so good... :D

Janice

[Bellaisa]

For me, the paper/palm/pc issue depends on context. I used to hardly ever look at my @home category except on the weekend. I finally realized I didn't like schlepping out my palm. Even if I left it out and accesbile, I didn't like pulling out the stylus, etc., whenever I needed to look at the list.

I'm finding that having a paper list at home is better for me - while at work I like keeping everything on the PC. So I've created a view in Outlook of "away from work tasks" with categories like - home, errands, to discuss with spouse, - I print it at the end of my work day and put it by the kitchen phone at home. If things need to be added to my system, I just note it on that piece of paper and enter it into Outlook the next morning if I didn't do it that evening. I takes a minute to print the list out at the end of the work day, but I find its worth it - it is just a more natural way for me to get information at home.

I've tried printing out my task list at work too, and for some reason, that doesn't work for me. It is easier to read the screen than a piece of paper and typing is a lot faster for me than writing. I do keep a handwritten post it by my desk of the handful of items that are "mission critical" for the day based on my daily review.

You may want to try to learn to use more short cut keys rather than your mouse - perhaps challenging yourself to see if you can enter a task or process your email without taking your fingers off the keyboard.

I love having a palm and think it is absolutely worth the money to have my contacts, lists with me at all times and to sync between my home and work pc's- but actually working in it is a real chore for me.

But thats just me. I think everyone goes through their own trial and error process.

Thanks for asking the question.

[Anonymous]

Thanks for the responses - I'm particularly drawn to the idea of taking "mission critical" tasks off-line.

I manage Software Development and Test Support team and find that I have a number of high priority issues each day that need to be managed and co-ordinated. Next Actions are usually short (2 min rule is invaluable) along the lines of a Call, Agenda, E-mail another Call etc. with Waiting Fors inbetween. Sometimes it feels as though I spend too much time just updating my Next Action lists electronically.

I still intend to keep my Outlook/Palm setup and will have to see if the overhead of updating electronically at the end of the day works for me.

I can also connect with the hassle of using my Palm at home - I will try and print of my Home actions and see if that helps.

Thanks again.

[Esquire]

Janice, I think you raise an interesting point.

I'd bet all of us have some degree of internal resistance, even on a subconsious level, to some of our "tools".

I've personally been struggled to figure out why, although I love the weekly review, I have so much trouble getting myself to actually open up my lists and look at them (I use plain Palm desktop).

Also, on the ocassions when I've realized that my lists were getting sloppy and unfocused, it really helped me to print them all out, spread them on my desk, and get the full picture at once.

[awebber]

I use a combined system of paper, a Palm, and Outlook. I use the Palm entirely for my calendar, reference notes, contacts, and my projects list/notes, primarily because my main calendar and contacts are in Outlook and because of the amount of project information that can be carried in Palm. During the day I end to carry a calendar print out of the current week and next week for reference. I keep all of my next action lists on 5x8 cards by conext, including a daily task list of items that I have selected as critical to complete for that day. For notetaking, I carry a Moleskine notebook and tuck the cards into the back.

I am continuing to move away from the electronic and more towards the paper. I have found that with a bit of planning in the morning, not only am I more effective, I schlep less stuff around with me. As a case in point, I don't need all of my project information with me all of the time, so why carry the extra stuff in the Palm? I am looking at moving my calendar and contacs off electronic also, but am still toying with what works best.

I am less repelled to this then by going exclusively all paper or all electronic.

[remyc88]

Without sounding like a pessimist (and I know I will), this increase in productivity may just be due to a "change" in your habits.

Basically, when I started to print out a list of my NAs, I created a "I-have-to-do-it-today" mentality and so I didn't go back and fiddle around w/ my NAs.

Now the problem that I came across was this: after a while of printing stuff out, I ended up not finishing some of the stuff and eventually, my printout list became just like my electronic list.

So to me, it's more of a mental thing rather than a technical issue.

Anyway, that was just my experience with it. Hope it didn't discourage you in any way :)

[Jason Womack]

Now the problem that I came across was this: after a while of printing stuff out, I ended up not finishing some of the stuff and eventually, my printout list became just like my electronic list.


Late last year, I asked our Director of Telecoaching (Meg Gott) to assist me with a weekly review. 3,000 miles apart, on the phone together for just over an hour, we cleaned my lists up like I'd never seen before.

I can tell now-a-days when I wrote something "wrong." It's ok, it just means that I have not broken the Next Action down to something I can actually do. In many cases, I have to back up a step (or two) and write THAT down.

Take a look at the actions...the actual words you use. Are they steps you can imagine yourself taking? If not, play around with the vocabulary. Really, this is about Getting Things Done (not necessarily loading up to-do lists!).

:)

[AlanShutko]

I use a combined computer/paper setup. The details are at http://www.springies.com/~ats/20040717.html and http://www.springies.com/~ats/20040807.html. But I'll summarize my setup here.

Basically, I keep my calendar and addressbook in the computer, and print it out to a small 4x6 notebook. Next actions, projects and all other lists live in the notebook, in paper only form. For me, that's more convenient. I'm a software developer, and I can type fine, but even with two monitors there's never enough screen real estate. Having a separate piece of paper is very handy. Sure, a PDA would serve the same function... I have one, and have had one for a long time. But they just aren't flexible enough. Paper is infinitely malleable. You want to put something on paper, you do. You don't have to mess with category or note size limits, input speed, or whether your desktop software will support it.

I like keeping my project list and other lists on paper because periodically I need to recopy things onto a fresh list. This prompts a mini-review. As I'm copying things, I'm reminded and rethink things on that list more than I would if a PDA did it for me.

There's nothing wrong with paper. Sure, you can't search it... but seriously, I didn't use the full-system search much when I was on a Palm and it's barely even there on PocketPC. Sure, you can't store complete reference works in a small paper notebook... for me, that's not an issue. I use the computer where it makes sense, and print things off to paper to keep the main system together. As a result, I don't waste time worrying about how perfect my system is like those folks on the GTD Palm list who are always trying new software or revamping their categories.....

[Tornado]

jac,

For reasons that are too complicated to explain, it became impossible, literally, for me to use a completely electronic organization system at work. To deal with it, I began to do most of my Projects, Next Actions, WaitingFor, Notes, etc. on paper that I keep in an inexpensive three-ring binder. Only my Address Book and Calendar are kept on a PDA.

When I started this a couple months ago, I noticed exactly the effect that you are describing. My productivity has increased as I spend far less time messing with my organization system between Weekly Reviews. I also feel far more relaxed and focused during the day because I avoid a lot of "compulsive" list checking, calendar checking, email checking, etc. I even found that my Weekly Reviews go faster, which I'm still trying to understand. I think it is just very effective for me to look at physical lists that I can pull out and place side by side easily.

So far this improvement hasn't faded, and frankly it reminds me of a very productive couple of years that I had when I first started getting organized using the old "Seven Habits of Highly Effective" system. At the time, there was not much available to me in the way of computers, and I did the whole thing on paper once a week. The structure was different, but the feeling was similar.

I'm not going to flat out recommend that everyone switch because I suspect that the effectiveness of working on paper has to do with some basic aspects of my personality, but I am completely convinced that paper is a better system for me for everything except my Calendar and Address List.

Another advantage is that I don't have to worry that some future software upgrade is going to force me to change how I handle my entire system.

David

[Anonymous]

test

[remyc88]

Late last year, I asked our Director of Telecoaching (Meg Gott) to assist me with a weekly review. 3,000 miles apart, on the phone together for just over an hour, we cleaned my lists up like I'd never seen before.

I can tell now-a-days when I wrote something "wrong." It's ok, it just means that I have not broken the Next Action down to something I can actually do. In many cases, I have to back up a step (or two) and write THAT down.

Take a look at the actions...the actual words you use. Are they steps you can imagine yourself taking? If not, play around with the vocabulary. Really, this is about Getting Things Done (not necessarily loading up to-do lists!).

:)

Ah.... thanks for the tip. I think I need to re-read GTD again and "refresh" my system!

[breegenie]

I am using a combination paper & Palm system. Due to some stresses to my GtD PDA-based system in June, I dumped all my software for NAs so that I could be more mobile, and have since moved my entire NA & Project system to paper this summer.

What I tried:
3x5 cards in an accordion photo sorter (too small for project detail) -->
4x6 cards (still too small for mult-step projects, wasn't looking at them in the sorter enough)

I am now using a Rollabind Junior notebook. This has had several benefits:

1. the ability to change context on Projects by moving the sheet to a different section of the notebook, especially moving something to @WaitingFor.

2. The ability to keep unprocessed meeting notes with my NAs -- I am now processing these notes during slow points in a meeting rather than waiting for them to be inboxed, then processed.

3. I also carry a 18 month monthly view calendar for recording my company's calendar in the back of my Rollabind. This keeps me aware of scheduling conflicts without cluttering my hard landscape.

I really like the Rollabind -- the only negative is that there was something very satisfying about tossing a completed one-off NA card into the recycling bin!

I do still use my Palm for my hard landscape/Calendar & contact list, and have NO intentions of keeping paper copies of either. I also have extensive reference notes in Memos, and I now use the ToDo list for repeating, untimed but dated household tasks (take out garbage, pay bills, etc).

HTH,
Bree

[Anonymous]

I'm going to flat leave my PDA at home. I have two Moleskine Notebooks (1 large Journal Format and the slimer "notebook size ") that I began implementing about a month ago as a "traditional" back up.
Funny thing happened.....I found it easier to enter NA's in the small notebook and Journal and Meeting notes in the large one than my Palm.
I get to use my favorite pens (ala David Allen) and it is faster.
I am a ten year every software/Palm user, but I got to come clean, there is something liberating about the small eloquent books, a nice rollerball/ fountain pen, and no open loops.
I realize I have been forcing the palm issue , threading on boundaries that probably were never intended to be threaded. I felt the need to make my latest "investment" pay off.
It is true, history repeats itself, I am probably the first convert to return to the truly uninhibited wireless system of pen and fine paper. :lol:

[Tspall]

I've used a Pocket PC in the past, and used it well but the last couple of years I went back to paper, with Outlook as a backup.

I'm finding now that I mainly use Outlook for email and task lists. I print the task list as part of my Weekly Review and put it into my planner. I was updating hte calendar so it was synched with my planner but I'm finding that I make less of an effort and just focus on my planner's calendar.

For overall notes, I use Treepad, a freeware program that lets me type whatever I want, uses small files, and is easy to operate and organize.

[Gameboy70]

GeorgeG wrote:
I am a ten year every software/Palm user, but I got to come clean, there is something liberating about the small eloquent books, a nice rollerball/ fountain pen, and no open loops.
I realize I have been forcing the palm issue , threading on boundaries that probably were never intended to be threaded. I felt the need to make my latest "investment" pay off.
It is true, history repeats itself, I am probably the first convert to return to the truly uninhibited wireless system of pen and fine paper.

I did switch from Palm to paper a couple of years ago, when I had a Handspring Visor. I was pretty satisfied with the transition until the Treo 300 was released, which pulled me back into the fold. I've since switched to the 600, and will likely upgrade to the upcoming model.

I prefer this approach for two reasons. Since I have to carry a phone on me anyway, I might as well use it as a medium for notetaking and contact storage. Paper or electronic, a Moleskine or Palm is one more thing to carry on my person -- though of the two I definitely prefer the former. The second reason is wireless connectivity: I can get many @computer NAs done with this device when I'm not at a PC or connected laptop.

But I'm going to experiment with paper lists anyway. Usually I like to eliminate the redundancy of separate paper and electronic entries, but jac may be on to something here.

One day I decided to print out my calendar for the month from Appleworks, and the difference between having a printed calendar posted and looking one up on a computer was like night and day. The print version is either in your face or in the corner of your eye. This "persistence of vision" reinforces your agenda much better than a calendar that usually tucked away on your hard drive, only seen on demand.

[Anonymous]

I use a high tech - low tech (palm/paper) system as well and for me it is the best of both worlds. I use the palm for my calander, address book, data like frequent flier numbers, as well as date specific NAs and and use paper for projects, NAs, notes, waiting for, and someday lists. I like to carry my whole system with me no matter the context and to enter projects and NAs on the fly. I use a desk size (5.5" x 8.5") binder made by Daytimer that has a place for my palm inside the front cover and 3/4" rings for the tabs and paper lists. This keeps the whole system small and compact.

I initally tried to use the palm only but found paper was much better for notes and was also significantly easier for lists - saving steps and duplicated entry. So I do believe the productivity boost is real.

I synch my palm with outlook so it is always backed up, but I can also be away from my desk/computer for days without reducing the effectiveness of my system. Also, I back up my paper lists every couple of weeks by simply making photocopies. (I had my daytimer stolen one time by a crazed girlfriend!)

It's a small detail but I mark off my NAs with a highlighter which keeps things neat and also allows me to go back and refer to old NAs for names and phone numbers, etc.

This combination is very simple and effctive and seems to use each tool for that which it is best suited.

T

[Gameboy70]

It's a small detail but I mark off my NAs with a highlighter which keeps things neat and also allows me to go back and refer to old NAs for names and phone numbers, etc.

When I used an all-paper system (pre-GTD), I would punctuate the beginning of each to-do item with a hand-drawn checkbox, then check off each completed item, leaving that item neat and visible. The highlighter is a good way of doing the same, but seeing many highlights on a page is a little "loud" for my taste. Both of these methods have the advantage showing what you've gotten done, rather than obscuring it with crossouts, or deleting them from an electronic to-do list.

[sowens]

Hmm, not sure what software you're using or what exactly you were doing, but 8 mouse clicks to change a N/A seems excessive.

As far as adding things quickly into the Palm, I think shortcuts are one of the most underused, yet valuable features of the Palm. For example, if you create a lot of callback actions, create a shortcut called "call" that will automatically insert "Call re: ". Then, when you want to add an action to call someone, simply enter the "shortcut loop" and "call", and you're template is added. If there are a group of people you talk to on a regular basis, create a shortcut for each person. For example, if you talk to Dave Allen on a regular basis, simply add a "da" shortcut.

Another useful trick is to make the shortcut as short as possible (hey, every character counts!). In the example of the "call" shortcut, if you have no other shortcuts that begin with "c", then make your "call" shortcut "c" instead. Also notice there's a space after the "re:". Why not make the shortcut add in all the necessary space provided?

Along with the "shorter the better" approach, use only single words when creating actions. For example, if your call to Dave is about an upcoming seminar, then simply enter "seminar" after the "re:". All it really needs to do is jog you memory of what you need to do.

In the more recent versions of PalmOS, they have the Note application which is similar to stickies. Simply "draw" what you want directly on the screen to capture the information, then go back later, when you have time, to add the appropriate actions.

Yes, I'm very much a techie. :wink: However, with all that said, there is still something tactile about a pen and paper, at least for those of us that grew up with it (I think this will change as the generations progress, but that's a separate topic), and pen and paper are still the best tools for creating mind maps, IMO. So while I rely on my Palm for many things, it's not going to replace pen and paper for certain tasks anytime soon.

[mochant]

It's a small detail but I mark off my NAs with a highlighter which keeps things neat and also allows me to go back and refer to old NAs for names and phone numbers, etc.

When I used an all-paper system (pre-GTD), I would punctuate the beginning of each to-do item with a hand-drawn checkbox, then check off each completed item, leaving that item neat and visible. The highlighter is a good way of doing the same, but seeing many highlights on a page is a little "loud" for my taste. Both of these methods have the advantage showing what you've gotten done, rather than obscuring it with crossouts, or deleting them from an electronic to-do list.

As I move slowly but inexorably towards dropping the PDA from my tool kit (it sits this weekend on my desk at work), I'm finding there are a number of techniques that we can adapt from the techie side of things to a return to paper.

I've been drawing simple icons next to my action items to help them stand out in context of the notes that surround them. For an idea, I draw a little light bulb. For a to do item, I draw a blank checkbox. For an appointment or other time-based committment, I draw a little clock face.

I also use a "drylighter" - one of the nibs in my Rotring pen that uses a dazzling orange ink that is completely transparent. Rather than striking through the entire text of a completed (or transferred to Outlook) item, I simply drylight the icon. It keeps the page from getting too garish.

I've been using a small Moleskine journal and the speed and tactile gratification has been a real joy. I haven't found finding things to be a problem as I process whatever I've collected in my journal into Outlook on my Tablet PC as soon as I get back to it. It takes just a minute or two, generally, for me to do this since any serious note-taking is almost always done on the Tablet anyway.

BTW, I stil carry my NoteTaker wallet everywhere. It and the Moleskine co-exist very nicely - they use the same technology platform after all. :wink:

[nw]

I''ve just started implementing GTD and I have to admit that after reading all the miriad of ways of implementing GTD have decided on Outlook for the 'lists' and OneNote for reference material for current projects with archive referernce material in pdf. Interestingly I also decided to dig out my Palm Vx and start using it again. I used to use the Palm as my main organiser and ended up with a huge todo list on it which pretty much never got anything ticked off. I got disillusioned and stopped using it. After reading GTD, I now realise that the todo list was a mixuture of projects, ideas and very few 'next actions'.

When I did the collecting part of GTD I used paper and I occurred to me then that maybe good old 'pen & paper' might be a better way to run my system as it would stop me tweaking, rearranging or complicating the system, rather than using it.

For now I'm back using my PDA, but I'm going to monitor the situation to see how many Outllook addins, VBA code & Palm apps & hack that I download & try out.

[Anonymous]

I have been the point man for Pocket PC's in my organisation and have given all kinds of pep talks on why people should use PC for their GTD system.

But after switching to Mac and not gettng good syncing with a third-party software program (I know there are two Mac Programs for use with Pocket PC), I finally decided to switch back to my Time/Design system for awhile.

Honestly, I can't believe the difference it's making in not having to tweek the hardware/softeware side of my system all the time. I just record NA's, Projects, etc. and then mark them off with my yellow highlighter. The PPC now contains only my large Contact database.

I sense a level of freedom that I've not experienced in some time. I'll see if I stay with paper after being a PDA user for five years!

[tulipcowgirl]

My question is this - has anyone implemented a combined PDA/Paper system where the PDA is used entirely for Reference (including Contacts, Calendar, Project Lists, A-Z etc) but the Next Actions are done entirely on paper?

Basically, yes. My Palm has essentially become a go-between and a way to keep my OL at work synced to my OL at home, both of which I use religiously. OL works for me both professionally and personally. That's my trusted system, my constant.

My mobile inbox or place I write things down when they come to me is in a Circa 'junior' size leather notebook with both ruled and grid paper from www.levenger.com . It's taken me awhile to find the perfect notebook for me, but finally I have! Got my favorite pen (actually I have them strewn all over the house, in my car and at work so I'm never without one) and I'm set. I scribble my notes, sketches, etc... in my notebook, but generally everything gets entered into OL either daily or during my end of the week review. So my next actions are not really paper format.

The way I work now, I could probably just go get another USB memory stick and transfer my OL pst file back and forth. But my Palm has become useful in other ways: it has an MP3 player, I read e-books from it, and it's just good for reference and transport. I hardly ever actually input anything directly into. I'm sure there are people out there that are efficiently using their Palm as their main GTD tool. Great. You have to do what works for you.

Yes, I'm very much a techie. However, with all that said, there is still something tactile about a pen and paper, at least for those of us that grew up with it (I think this will change as the generations progress, but that's a separate topic),
Ditto.

[Anonymous]

I find that paper lists are infinitely more scannable than computer lists, easier to read, easier to take notes on, and easier to reference when you've got something on the screen. For someone ike me who can't afford a Palm, it's also handy to be able to take your lists with you anywhere.

I can't read my own handwriting, though, and I skip from project to project in such a way that my NA lists need to be refreshed at least daily in order for me to trust them. Plus the computer makes it really easy to sort and search for things or move them from one list to another.

So far I've found I prefer keeping my lists in Word and printing out working copies about once a day. The only downside (aside from the costs - environmental and otherwise - of using all that paper and toner) is that it takes 45 minutes a day to update the computer version with all my notes from the paper version and my "inbox" (aka notepad).

FWIW.

[Anonymous]

I use a paper / iPod / Mac combo for my system. I tried my Palm, Outlook, and even my old Newton, but this is what works best for me. I sync my iPod every night. I always have it with me. It stores and syncs my Address Book, Calendars, To-do Lists and Notes.

My pad of paper allows me to write anything down that I need to at a moment's notice. It's my favorite input method. Each night I take a few minutes to dump things into my computer, which are then synced. When I don't have time for my nightly dump, I save it until my weekly review.

[tulipcowgirl]

Reading and replying to this post has made me realize how far I've come with my GTD system...it's taken me a long time to be able to say that I even have one that works. And I'll probably continue to work on it. But for today I'll give myself a tiny pat on the back and a nice cup of afternoon coffee.

[M1thag0]

I use a paper / iPod / Mac combo for my system. I tried my Palm, Outlook, and even my old Newton, but this is what works best for me. I sync my iPod every night. I always have it with me. It stores and syncs my Address Book, Calendars, To-do Lists and Notes.


Interesting...

How do you organise your lists etc for reviewing on the iPod? Do you have separate calenders/to dos in iCal, or do you save @action lists as text files and paste them over to notes?

I'm intrigued

[Anonymous]

I use both paper and PC to manage actions. I have one excel "spreadsheet with TODO and DONE tabsheets with the following columns (I am a project manager and need to keep after the activities of 20-30 direct reports plus other teams)

- P (Personal) or W (Work)
- Category ($$ or Detailed Design - Stock Reconciliation)
- Who
- Status (NA, WF, X(done))
- Task
- Date Done
- Date Due
- Date Added

I use a spiral bound notebook (from Daytimer) with numbered pages. On the front, there is an index where you can write a summary and date of each page.

Moving from front to back, I keep notes that get processed, and I write an X on the top when I no longer need to deal with that page and mark an X on the index. Moving from back to front, I log actions as they come in with NA or WF. If I complete a task in my paper notebook, I mark an X to the left of the NA or WF.

At the end of the week, I update the spreadsheet and move done items to the 2nd tab which is my "done" tab. I then look at my paper notebook and move only critical completed items into the done tab. If I move uncompleted action items onto the xcel spreadsheet they get WL <-- next to the NA or WF on the paper copy. After a page has been processed, it gets a big X on the top. My computer and paper sheets are now updated.

I then review my computer list, sort it, and decide what I need to get done the following week. I put those NAs or WFs on my paper notebook and start again!

[Tspall]

Carriekirs,

Do you have MS Access? If so, you could easily put this kind of spreadsheet into there, along with a status field. You would be able to change something from active to done with a drop down box. It would also make it easy to do reporting, status checks, as well as track by person responsible.

Just wanted to offer an alternative. If Excel is working good, then go for it! :)

[Anonymous]

Wow. What a conundrum. Paper vs Tech.
And I've struggled with it too. But for me it has to be one or the other. Combining paper and PDA/OL/Ipod or whatever is too complicated and too easy to mess up. Gets out of sync really easily.
I love to write. I love to use a fountain pen. (Hey, Shakespear used one)
As of today I use my Palm M100. (don't laugh) And it has been perfect. I sync it with the Palm desktop. Nothing added and no "mirrors."
When I am out and about -like the store- I can woop out my M100 and see my @store list. Just can't see hauling in a big ol notebook. Can't see carrying around a big ol notebook. I agree that a small note pad is useful for taking notes (yea -I get to use my F.pen).
I really miss writing. And paper is less complicated. And you have a paper trail/record (which has to be stored!) Maybe I'll switch back because as a great poet once said "life's about changin-nuthin never stays the same." (Patti Lovelace)

[Anonymous]

I'm using the Time/Design Business System and have adapted it to work with a computer print out (MS WORD for Mac). All my tasks (500+) are listed by context (as per GTD) and printed on 4 half-sheets of paper, hole-punched and placed in the Activities section. I mark off completed items with a yellow highlighter all week long and at the weekly review, I update the WORD lists and reprint for a new week. When in office, teverything goes on these printed pages. When out and about, I record items on a little note pad from Cambridge (David's product is out of stock) and add them to my system when I'm back in the office or last thing before bedtime. I manage my calendar on the System paper calendars as provided by Time/Design. I only use my 4150 Ipaq for managing my Contact List.

I'm surprised at how well it's working for me. I guess it's not about the tool, but about whether or not you can manage your world without having to think about your tools when the pressure's on and the day is flying past.

I am experiencing "Mind Like Water" on a regular basis now, and it's great!

[scott m]

One of the chapters in Ready for Anything is titled "The effectiveness of your system is inversely proportional to your awareness of it." Which tool for each part of your system makes it disappear for you? The system is the means to the end, not the end. The goal is getting things done, and the GTD process works no matter if you use paper, digital, or a hybrid. I personally feel that switching improves your productivity because for a few months you are more focused on following the workflow process. The key is to then get comfortable without getting lazy.

For more on the subject, read "The Myth of the Paperless Office". It nicely details why a hybrid seems to be the best solution, and why paper works so well for so many.

[scott m]

Splitting paper and digital can be tricky, because where do you divide it? Jac, the answer is in GTD. Divide it by actionable and reference. This is a division that most people outside of the GTD world don't use. They mix them all together. I would recommend paper for actionable and digital for reference in your case. Once you set up this division, the overlap others have referred to disappears. The second Processing question is "Is this Actionable?" This will neatly and cleanly divide things for you into your paper lists and your reference digital files.

[Anonymous]

Splitting paper and digital can be tricky, because where do you divide it? Jac, the answer is in GTD. Divide it by actionable and reference. This is a division that most people outside of the GTD world don't use. They mix them all together. I would recommend paper for actionable and digital for reference in your case. Once you set up this division, the overlap others have referred to disappears. The second Processing question is "Is this Actionable?" This will neatly and cleanly divide things for you into your paper lists and your reference digital files.


Scott, how do you keep your calendar? Paper, digital? I like having my lists on paper, but I always struggle with going back to paper with my calendar. Any thoughts?

Thanks, Jeff

[Anonymous]

I have used both, and this is my area of biggest trouble (tool-wise). The simplicity and overview of paper is awesome. The easy changes, repeating dates and long-view of digital is great. What I have found is that I am not really honest with myself about how much I change my calendar. Add, lots. Change, much less than I fear. I really like a weekly paper calendar in pencil only. Great overview, not too much space to put lots of things that don't belong there ("might wanna do todays" should be on an action list, or I start planning them forward). Plus, I can highlight, I see things before and after when I add new items, and it just feels "safer" because I know I put it on the right day.

That said, I am using Palm Desktop right now, and have a great weekly agenda book that is calling to me. I might answer the call for a few weeks, do redundant calendaring, and see which I reach for first. The biggest deal for me is having it with me. Too big, and I don't carry it.

[scott m]

Last message from Scott, not guest. Sorry, wasn't logged in

[Josh]

This thread has totally blown my mind. The idea of using the iPod as your day-to-day reference source is completely amazing; if I didn't use my Palm to take notes on (with a keyboard) I would ditch it in a moment and only carry an iPod. Amazing.

Since starting with GTD I've been using only a Palm, but have always secretly wished I was doing the whole thing with paper. I hate -- loathe -- cannot stand editing my project lists on my Palm (I use the ShadowPlan outliner), but there's no easy way to sync between SP and the Mac. And I like the idea of paper and of using a Moleskine and just index cards. Here are my questions for you Moleskine people:

- What size books are you using? I like the idea of using the super slim (softcover) ones for note-taking; are you using the big ones (the full-size moleskines) for your lists?

- What do you do when you have to rewrite a list? Just rip out the page? Are there moleskines with perforated pages somewhere?

- Do you carry that notebook with you everywhere? If you don't -- is that okay? What do you do with lists like @errands?

Thanks -- I really want to make the switch to paper, but I'm wary of investing lots of time in the switch.

[Ambar]

(I use the ShadowPlan outliner), but there's no easy way to sync between SP and the Mac.

Have you tried the beta SP desktop app for the Mac, and if so, what do you think? (I have poked at it tenatively due to the ravings of Windows-based Shadow fans, but haven't seen a reason to spend much time on it when I have Life Balance working just fine.)

[mochant]

<snip>And I like the idea of paper and of using a Moleskine and just index cards. Here are my questions for you Moleskine people:

- What size books are you using? I like the idea of using the super slim (softcover) ones for note-taking; are you using the big ones (the full-size moleskines) for your lists?

- What do you do when you have to rewrite a list? Just rip out the page? Are there moleskines with perforated pages somewhere?

- Do you carry that notebook with you everywhere? If you don't -- is that okay? What do you do with lists like @errands?

Thanks -- I really want to make the switch to paper, but I'm wary of investing lots of time in the switch.

Josh:

In order, here are some answers to your questions based on what I'm currently doing with the Moleskine journal as a PDA replacement:

1. I use the pocket-sized sketch book. It fits in a coat pocket and is easy to carry around. I ordered a 2005 weekly planner which I will try out next year - while it's not pocket-sized, I expect it to be my primary in-office, at-desk, in-meeting tool. It's very slim (compared to a traditional day planner binder) and will slip easily into my computer bag. I've also just ordered a new storyboard journal for designing web pages, Flash animations, and other creative projects.

2. AFAIK, there are no perforated Moleskine books. I work my lists on a weekly basis which I set up during my weekly review (recently moved from Friday afternoons to Monday mornings BTW). I use two facing pages one for @Work, the other for @Home. @Errands stuff goes on the bottom of each page. @Calls stuff stays on my PC - I make all of my calls from my office (I'm not a big cell phone user). I don't try to get my entire lists into the journal - I keep them in Outlook where they're readily accessible. I use the journal for my agreed-to NAs for the week which I dynamically add to as I complete items.

3. I almost always have the journal with me. On the few occasions where that's not practical, I use the NoteTaker wallet to capture new actions and ideas and transfer them to Outlook when I get back to my PC.

I'm about a month into this experiment. My PDA has not left it's cradle and I feel I have gained a significant amount of time back to actually get things done by losing the distraction of fiddling with the handheld.

[Anonymous]

Hi Josh,
I too am experimenting with the moleskine journals. I use the slim ones for my list and the larger Hard backs for notes (meeting) and detail project info.
Not sure if you noticed but the last several pages of the slim notebooks are perforated.

George

[Julian]

Earlier in this thread, Bree mentioned the Rollabind notebook. It uses a solid plastic ring and perforated paper system that functions like a ring binder but is much better. The primary benefit is the ease of removing/re-ordering pages. (Rearrange lists and projects, insert a blank page, etc.) You can also mix-and-match different paper sizes w/ease.

IMHO it is far better than moleskine depsite its less sophisticated appearance and pedigree.

The problem is the limited availability of paper sizes and styles.
Levenger sells the product under their Circa label. Their ruled paper is superb. I've been using the 4x6 notebook with plastic cover. Sadly, it has been discontinued. The larger sizes are still available. www.levenger.com

Rollabind also sells directly, but their 4x6 notebook is cheap ($1.79 for 60 pages), but unruled and cheap (the other cheap). The junior size comes w/ruled pages and may be better (but too large for my pocket, and therefore not useful). www.rollabind.com

I recently tried a "crackberry" and will start using one regularly in a few weeks. The blackberry's inadequate note and to-do capabilities sent me back to paper, and I am noticing the same productivity benefits that others have mentioned. (As a long-time user of almost every flavor of PDA, I must admit that I'm surprised that paper is that much better for NAs, lists, input, and project outlines.)

My only problem w/paper is the lack of easy backup capability!!

Julian

[TesTeq]

mochant,
I thougth you were Tablet PC addict and power-user :shock:
And now you wrote that you use "ancient" paper methods :!:
Have I missed something :?:
TesTeq

[Anonymous]

:o Great information. I've been frustrated over the last week. I bought a Treo 600 which I really love, except I realized that I have spent so much time lately looking & downloading demo software that will run on this new device. My main goal was to not have to carry a PDA & Cell. I have realized that I do not need all these extra software and PIM's to make me more efficient. If I took all the hours I've spent lately in "fiddling around" with "technology" and just stuck to the basics, I'd probably be making more sales=$$$. Starting today, I will use my new Treo for my ACT! Database, my GTD list's, and Cell phone. Everything else will go in my Binder on PAPER. The threads above have been enlighting. I'm not very good with computers, but I do respect technology and I use it. I'm just going to try and keep it a bit more simple. I'm in outside sales, and I just don't have time to mess around with the latest & greatest. I will keep it simple!!

[mochant]

mochant,
I thougth you were Tablet PC addict and power-user :shock:
And now you wrote that you use "ancient" paper methods :!:
Have I missed something :?:
TesTeq
TesTeq:

I am a Tablet PC hugger :wink:

I love my Tablet PC. It is precisely because of it that I no longer feel I need the hassles of trying to keep a PDA synced all the time, fiddling with software on the tiny screen, etc. I've used PDAs for more than 10 years and shudder to think how much time and money I've invested in "playing" with them.

The combination of the Tablet PC and a small, portable journal is working out very nicely for me so far.

Never fear - a gadget freak I remain! I've just adjusted my focus lately.

[Anonymous]

What a great thread! I personally like a combination of the PDA and paper, though I only accept and use the PDA because to carry the equivalent in paper would take me back to the huge binder I once carried. I think my right side is still a bit lopsided from carrying that extra weight!

As scottm talked about above, I divide my implementation between actionable and non-actionable. I generally use my Palm for the non-actionable items such as some reference lists, my complete telephone and address book, and my master calendar. It gets updated on a daily basis and spends the rest of the day in its charger or being carried around in my bag. Based upon this thread, I may have to consider replacing it with an iPod.

I use a Levenger Circa notebook, 8.5x11, as my action center. I would prefer to carry the smaller Jr version for size reasons, but the smaller paper seems to cramp my thinking when it comes to meeting notes, lists and tasks. My action center contains blank paper for taking notes; a printout of my weekly calendar for the current and next four week that I make updates on in pencil; a set of monthly calendars covering the next four months; a quick-list of important telephone numbers; my hand written next actions, agendas, and project lists; a small reference section; and an expense tracker form. I also carry two laminated 4x6 cards in my notebook, punched for the Circa system, that I write my daily priorities, weekly priorities, and my weekly goals on, and then erase and use again.

For that carry it everywhere note ability, I carry a pocket Volant plain Moleskine with a Cross Ion Pen. I also use a Moleskine for my more creative pursuits, carrying the sketchbook version for sketching, writing poetry and other short stories, concepts for my novel, observations of urban anthropology, journaling, ideas and observations about the future, etc. I know the size factor contradicts what I said up above and maybe I have bought into the hype, but there is a difference in the creative aspect that I feel that goes right along with using one of my fountain pens. DA talks about it all being one life, but not all moments are created equal, and the Moleskine is for the special moments and my Circa notebook is for the everyday meeting with the suits moments.

[jmcorey]

Wow, this thread has really caused me to think, also.

I get a real charge of making handwritten lists when I feel overwhelmed.

I once read where Jason or David said that your method of getting ideas out of your head has to be as fast as your mind. So, I have a pad of paper on my desk and have given to taking small memo pads around with me everywhere. Ideas first go there, because data entry on the palm is so slow for me.

But I spend so much time getting things on the palm perfect, that I do not spend enough time getting them completed. And that is what a big part of this is all about.

So I have decided to go get some kind of small notebook for my project and NA lists, project planning, mind mapping, and keep my reference, calendar, and address info on the palm.

Where is a good place to purchase the Moleskine products? A search of a major office store website yielded nothing.

[Tspall]

mroher, don't feel bad...we all get like that when we get new "toys". :wink:

I've streamlined my own planner/PC combination too. I print my own calendar from Outlook. I don't have to buy special planner paper and it's in exactly the format I need. Outlook is my "home base" application and the planner is for anywhere else. I write tasks and appointments usually into the planner as they occur then enter into Outlook where I print them out during my weekly review.

Easier to keep both synched, and less time than I was spending trying to enter info into both systems at the same time. For mobile thoughts where I can't use the planner, I use either 3x5 cards, a small notebook I take to meetings, or my Sony digital recorder. I enter the information into my planner (or Outlook) as soon as I can so my "Inbox" stays low.

[mochant]

Where is a good place to purchase the Moleskine products? A search of a major office store website yielded nothing.

Go to the source:

http://www.moleskineus.com/

[Anonymous]

I love my planner pad - wire bound is slim - holds a whole year

Allows me to plan the whole week at a glance - system also recognises that my weekend is as busy as my weekdays

www.plannerpads.com

[Anonymous]

I love my planner pad - wire bound is slim - holds a whole year

Allows me to plan the whole week at a glance - system also recognises that my weekend is as busy as my weekdays

www.plannerpads.com

Thanks for this. I've been thinking of switching to a pseudo paper-based system. One question: is there anywhere in the PlannerPad to keep your lists?

[Longstreet]

This has been a real eye-opener of a topic for me. I thought I was the only one that struggled with not going entirely digital. My university uses Outlook 2003 as the base calendar and email system, so this is my home. My project and next actions lists are in the task section in Outlook, and I have it setup per the description of Sally McGhee's new book on using Microsoft Outlook. I have an old Palm IIIxe (now don't laugh, you techies! :? ) that I still hotsynch with Outlook for backup purposes only. I print out my task pages on a routine basis to take with me to meetings, trips, etc. I also (gasp!) maintain a paper-based planner, only as another backup to my calendar. I just could never get into trying to enter tasks and appointments in a PDA. I guess I am one of those visual-oriented people (no rude jokes here folks :lol: ), so I like to use paper to write out my thoughts and look at my calendar. I have colleagues that keep pressing me to get rid of my old Palm and get a new Pocket PC like they have. So far, I have resisted... :shock:

Best to all,
Longstreet

[Anonymous]

Planner pads have about 10 pages in the back - not enough for me so I use those for key information.

I use the planner pad junior size with their zipped cover. This has room for me to insert an indexed and numbered lined daytimer brand pad.in the back. From the front of this pad, I take meeting notes etc. Starting from the back, I add action items as I think of them. When the two converge, I start the next notebook.

Every week, I transfer any outstanding action items from the week onto my excel NA/WF list. I review my entire list and pick out my key NAa and put them on my paper list for the week.





I love my planner pad - wire bound is slim - holds a whole year

Allows me to plan the whole week at a glance - system also recognises that my weekend is as busy as my weekdays

www.plannerpads.com

Thanks for this. I've been thinking of switching to a pseudo paper-based system. One question: is there anywhere in the PlannerPad to keep your lists?

[Anonymous]

This thread is indicative of what I hear from my clients all the time. I am a bit surprised that there are not more advocates of the Franklin Covey system, while I do not live in the US I always perceived it as being the planning system of choice. I have recently returned to a paper system and am very happy with a Filofax although the functionality of not having two pages per day is not ideal. There is a level of connectedness and commitment when I write my tasks and projects and the ideas associated with them that I could never achieve with a PDA. Like many who use software for planning the advantages are translated in collaboration and efficiency rather than a connection to ourselves that somehow is best facilitated with a pen and paper. I am going to look now for a place to buy the Time Design system in Australia.

[Anonymous]

This thread is indicative of what I hear from my clients all the time. I am a bit surprised that there are not more advocates of the Franklin Covey system, while I do not live in the US I always perceived it as being the planning system of choice. I have recently returned to a paper system and am very happy with a Filofax although the functionality of not having two pages per day is not ideal. There is a level of connectedness and commitment when I write my tasks and projects and the ideas associated with them that I could never achieve with a PDA. Like many who use software for planning the advantages are translated in collaboration and efficiency rather than a connection to ourselves that somehow is best facilitated with a pen and paper. I am going to look now for a place to buy the Time Design system in Australia.

[Popeye]

Follow this link.. you´ll find a Filofax-system with two pages per day. But this binders are in A5-size...

http://www.filofax.co.uk/corpsales/timemanagement/SEURLF/ASP/SFS/SFE/default.htm

This system reminds a little bit of Time Design system...

Best regards

[Popeye]

Follow this link.. you´ll find a Filofax-system with two pages per day. But this binders are in A5-size...

http://www.filofax.co.uk/corpsales/timemanagement/SEURLF/ASP/SFS/SFE/default.htm

This system reminds of Time Design system...

Best regards

[dal1mdm]

I've found it helpful for me to consider plannerpad as my dashboard for the week. I've got my 180 or so NA's and projects in Outlook and I go through them to populate this weeks plannerpad under the categories:

projects
agendas (includes calls, visits, etc)
followup
update
home
read
exercise.

Works for me. Any other ideas out there?

[arthur]

Let me add to this topic what my setup is.

I use paper and Palm. I have a Tungsten T3. What I love about the T3 are the buttons! It has five (configurable buttons and I use them all. Configured to my buttons are the following programs:
Ultrasoft Checkbook
Bonsai
Note Pad
Key Contacts (Chapura KeySuite)
Applications

If I’m out and about, I will use the palm Note Pad instead of paper notes. I ALWAYS review my notes on Palm Note Pad and decide what to do with them quickly as possible! I'm very fond of keywords when taking notes or jotting ideas.

My Palm is invaluable mainly because of Bonsai, Note Pad and KeySuite (also Checkbook). I find KeySuite simply marvelous. I use Keysuite as my Rolodex and contact list. It has saved me many times with miscellaneous telephone numbers and addresses. I now only have one calendar, Outlook 2003 that synchronizes nicely with Chapura KeySuite.

Of course, Bonsai rocks! And is very easy to use and synchronizes with my Desktop nicely. One of my longest lists is: @TO READ category for all of the books I will read eventually. I find them on Amazon and quickly paste them to Bonsai on my Desktop version, then synchronize to Palm. Saves time. Amazon is very cool! (I use Opera as my primary web browser. Remember on certain web browsers you can configure/customize keystrokes. In Opera, I type "ctrl-b"and it launches my desktop Bonsai. Fast too. )

With Ultrasoft Checkbook I can record my spending habits and synchronize them with Microsoft Money! It’s very fast to enter my receipts into Ultrasoft Checkbook, quicker than a regular checkbook and you can graph and visually see your spending habits, categories and all! Wow.

These programs have made my life 100 times easier, and faster.

I also have a extensive paper note collection of which I categorize and flush from my home Inbox. I also find paper indispensable (notebooks, homework, misc notes) although I find my Palm portable and very handy when traveling.

I use both, paper and palm. Palm a little more so. If I’m home more, probably paper notes and notebooks, gotta love plain-ole’ paper.

You guys are right, Palm shouldn't be a hassle to use. It should be quick and efficient otherwise it shouldn't be used. No tinkering for me, all use...and no games on my Palm (no room) :)

(Thanks everyone here for recommending these Palm programs. This is where I discovered them all!)