Ubiquitous Capture Tool

[terminalwriter]

I've known about GTD for months and am starting to feel like I'm really getting the ball rolling.

When David mentions in the book, getting a tool you enjoy using helps a great deal, I can totally agree. My system really started when I got my iPhone, because I wanted a reason to play with it.

However, I worry about that becoming my primary capture tool. Right now, it seems to be working ok; however, there are times that I want to sit and brainstorm at a random place and the interface just isn't conductive for that. Usually my capture, right now, consist of short notes that I e-mail myself.

I'm beginning to think I need a paper-based tool as well, but I'm trying to figure out something that will fit my lifestyle. I work a day job in an office and wait tables at night and on weekends. I have a 45 minute commute to the day job and about the same amount home, whether or not I work the second job that day. Add in, during my free nights, I usually spend several hours over at my mom's for some quality time with my kids. (I'm a single dad of two little girls and with two jobs and 12 credit hours of school online, it's not fair to them for them to stay with me right now.) And several nights a week after either the second job or spending time with the kids, I will go crash over at my girlfriend's place as well.

So I'm looking for something that is fairly portable, but rugged enough to have in my back pocket while I wait tables, so I can jot stuff down/brainstorm during slow periods in the restaurant. I tried the HipsterPDA at one point, but all the cards got pretty mangled in the process.

The other thing I really need with it, is a way to make sure I keep it with me. (That's why the iPhone has become so valuable, I once, years ago, had a PDA that I would always forget. I always have my phone on me, so this has become ubiquitous for me.) So maybe it could be my wallet as well? I tried to find some sort of iPhone case with a notebook without much luck.

I've got all of my lists in Google Docs, so although I can't edit them, I do always have access to my lists through my phone. I just need an easier way to capture I guess...

[apinaud]

Check the DavidCo wallet, I really like them, I had many like those before, but was not until the NoteTakerWallet that I made them really ubiquitous.

Best,

[craigm]

I've started carrying a Moleskine (which I've nicknamed the "Smalleskine" instead of a Palm device for Ubiquitous Capture. I've also picked up several Zebra retracting pens from Office Max. I love both of them, and would recommend them highly. They're quite portable, and I carry them both in my front pocket, so they're always with me to jot an idea.

Hope this helps!

[notmuch]

I'm using the Buxton knockoff of the Levenger Shirt Pocket Briefcase (http://www.levenger.com/PAGETEMPLATES/PRODUCT/Product.asp?Params=Category=16-900|Level=2-3|PageID=2398|Link=Txt). I got it at Staples for $10. I carry 6-10 index cards... just enough for quick capture and some brainstorming on the fly, and refills are cheap and ubiquitous.

[hth]

I'm using the Buxton knockoff of the Levenger Shirt Pocket Briefcase (http://www.levenger.com/PAGETEMPLATES/PRODUCT/Product.asp?Params=Category=16-900|Level=2-3|PageID=2398|Link=Txt). I got it at Staples for $10. I carry 6-10 index cards... just enough for quick capture and some brainstorming on the fly, and refills are cheap and ubiquitous.

Thanks for this hint, it seems to be a nice tool which would fit my needs. I hope I get it or something equivalent here.

Yours
Alexander

[Rainer Burmeister]

Moleskine Reporter Notebooks are great capture tools. The size of mine is 9 x 14 cm (3.5 x 5.5 inch).

Rainer

[AdamMiller81]

I was going to suggest the same thing. I use a pocket Moleskine myself, but thought the reporter style might be best for a back pocket type of use.

Adam

[jknecht]

Seconding the pocket moleskine.

[TesTeq]

GTD NoteTaker Wallet or GTD Trifold NoteTaker Wallet depending on the size of the personal documents you have to carry with yourself. In Poland car documents are to wide to fit in the standard GTD NoteTaker Wallet so I've purchased GTD Trifold NoteTaker Wallet recently. It has enough room for car documents, ID document, driving license, credit cards, some cash and is equipped with small reporter-style perforated notepad and expandable pen. Recommended!

[jsturtridge]

Terminalwriter,

Don't forget that a lot of mobile phones have a "voice memo" function - I use this facility a lot - just take a voice memo and drop the phone into my in-basket when I get to home/office.

*Edit* - I see that you're using an iPhone which currently doesn't have a memo taking facility - apologies. However I note that Apple is producing a third-party dev kit (http://www.apple.com/hotnews) which should help people create a voice memo app - but this isn't coming along until Feb.

Also you can take notes in this situation when you're walking along with only one hand free ...

HTH - J.

[pwhite]

I've posted some photos of my Japanese note-taker wallet here:
http://picasaweb.google.com/phillipwhiteuk/GTDGearFromJapan

Phil

[TesTeq]

Don't forget that a lot of mobile phones have a "voice memo" function - I use this facility a lot - just take a voice memo and drop the phone into my in-basket when I get to home/office.

I have a problem with voice recorder / mobile phone's voice memo function - I hate to retrieve the voice information. So a voice recorder becomes the UBH - Ubiquitous Black Hole. :-)

[hth]

I have a problem with voice recorder / mobile phone's voice memo function - I hate to retrieve the voice information. So a voice recorder becomes the UBH - Ubiquitous Black Hole. :-)

I as well don't love it, especially because I commute by bycicle with some little hills. You might imagine how the recording sounds ii it was taken while I was cycling uphill.
But nevertheless if I drive by car the recorder is the best UCT for me.

Yours
Alexander

[BrianK]

I have a problem with voice recorder / mobile phone's voice memo function - I hate to retrieve the voice information. So a voice recorder becomes the UBH - Ubiquitous Black Hole. :-)

This is where Jott could come in handy. Rather than record something on your mobile phone's voice memo function, dial Jott, say what's on your mind, and let it show up as a transcribed email in your email inbox a few minutes later for processing.

Not affiliated, just a user.

[BrianK]

And to the original poster, don't forget the function of the ubiquitous capture tool: capture. A capture tool doesn't have to be the same tool / place used to store your lists.

[hth]

This is where Jott could come in handy. Rather than record something on your mobile phone's voice memo function, dial Jott, say what's on your mind, and let it show up as a transcribed email in your email inbox a few minutes later for processing.

This sounds great, but has just the little problem that I don't know of such a service in Germany. ;-)
If anyone knows of such a service here please tell me!

Yours
Alexander

[TesTeq]

This is where Jott could come in handy. Rather than record something on your mobile phone's voice memo function, dial Jott, say what's on your mind, and let it show up as a transcribed email in your email inbox a few minutes later for processing.

I tried but Jott doesn't understand Polish or any language except for English which is used in some countries only. :-)

[Borisoff]

I tried different UCTs like stickers, notes, different notebooks. And sometimes I found myself without any of them except for my Palm Treo. It's always with me anywhere and I accommodated myself to it. I use Notes for any thoughts and sometimes in the car VoiceRecorder feature of the Notes. I process then all the Notes along with other Inboxes. Works great for me!

[Paddlerpb]

I've watched these capture threads for a while now as I've enmeshed my life in GTD, and I'm amazed at the variety of options people have chosen. For more than 35 years as a writer and editor I've carried a 3x5 top bound spiral notebook purchased in bulk from wherever I am when I know I'm about to need a new one. I'm never without a pen or pencil except when I'm swimming, so that's easy. I've always called this my "Flash" notebook, and reviewed it frequently to excerpt information, tasks, accomplishments, lists and brilliant (or not so) thoughts. Everything gets transferred to one of my computer-based implementation tools. Simply crossing out what's been transferred keeps things in line.

I don't need Levenger pocket briefcase or an astronaut pen. I tried the 3x5 Levenger pocket briefcase over the past two years and finally realized that because I was so sure I'd misplace/lose (more of) those loose cards that I gave up on it. I've tried a Palm for capture (too slow), although I live by my Palm from daybreak's alarm until my 9:50 reminder to head for bed and for calendaring and Life Balance while on the road (a lot). I like the notebook because it files itself in chronological order and easily holds together the three or four weeks (at most) it takes to fill it. I've found that the hundredbuck Z22 is perfectly adequate for my needs.

So, for me, a pencil and pen that works, a top bound spiral 3x5 notebook, Jott and, for interviews and more complex input, an Olympus WS300 digital voice recorder constitute a complete capture system.

I have opened a Jott account and am finding it wonderfully useful. For the rest of my system I've been using Life Balance (Llamagraphics) for a couple years on my home, office and palm machines with very good success. It took me a couple months, but I think I've come up with an excellent Life Balance structure for my profession and needs. I'm using Outlook for calendar, contacts and e-mail. For brainstorming I'm currently using Writer's Blocks and Freemind (my Mind Manager has versioned itself into antiquity and I really can't justify its current upgrade cost), although I've been experimenting with Word (in outline view) and Powerpoint, too.

I've loaded Thinking Rock and am impressed by it, but my Life Balance outline is huge and I'm not so very disciplined in the routine work involved in moving everything to a new package.

I received a new Toshiba tablet PC last week and, having just returned from my first trip with it, I believe it's going to be a boon. Onenote, anyone?

Please forgive the length of this post. It's my first and I've been building up to it for a long time.

[Cluby1]

I bought the wallet off the website and I'm pretty happy with it. The pen is 'ok' as I find it doesn't really lock in the open positiontoo well and it's quaility in general is decent I guess.

What I like about it most though is the wallet itself. The fact that it has a writing pad in it and fits in my pants, or breast pocket nicely even when filled to it's limit with credit cards, ID etc., it still discreet.

Overall, I'm really glad I bought it. Oh, and the leather is really nice too.

[TesTeq]

The wallet is perfect for my purposes except for the pen which is much lower quality than the previous one (Rotring). But Rotring mini pen had no David Allen logos on it. ;-)

[choldener2]

I use the 3X4 inch Rhodia notebook as my capture tool - I buy them 10 at a time. The paper is great, hard and smooth, 80 pages, micro-perfed so they tear out easily with no 'crumbs' like spiral bound pads leave. Heavy cardboard back with a thin cardboard cover. About $2 each from Ship the Web. I'm still tempted by the Note Taker wallet, but in the mean time these do well. And, I finally have gotten the habit of tearing out the pages as soon as I can, so I usually have a blank when opening it - that's been great. I've been very happy with their quality and usability.

[sdann]

As a woman, I have a different concern. Because I use a purse or a briefcase, I always have a notepad (I use the little spiral notepad that leaves the crumbs) with me. However, the notepad is not always on my person. Unlike my grandmother, I do not always go everywhere in the building with my purse. Women also don't like to keep big, or even small, wallets in their pants or shirt pockets -well, I don't. How do women manage this?

[Brent]

The women I know at work carry a small notebook around the office. When they return to their desks, they process their notes into their system.

[TesTeq]

However, the notepad is not always on my person. Unlike my grandmother, I do not always go everywhere in the building with my purse. Women also don't like to keep big, or even small, wallets in their pants or shirt pockets -well, I don't. How do women manage this?

Do you have your cell phone with you all the time? Use its voice recorder function or stick some sticky notes to it.

[kewms]

I use a slim business card case and a small pen. Something like a pad of 1x2 sticky notes and a golf pencil would be even tinier, but that would be too small and fiddly for me. Or, as someone else suggested, there's the voice recorder feature of your cell phone.

Finally, in an office setting you could simply borrow paper from whomever you're talking to and/or whatever desk is closest. Whether this would become annoying after a while probably depends on your office culture.

Katherine

[RuthMcT]

My handbag goes everywhere with me. I'd feel naked without it!

Ruth

[Day Owl]

I'm the opposite of Ruth McT. I almost never carry a handbag. All my clothes have pockets.

Right pocket: small wallet with driver's license, credit card and other necessary cards, business cards, folding money.

Left pocket: keys, small change, *and* the UCT: one folded 3 x 5 card and a stubby pencil or mini Pilot gel pen.

[Thom]

As a woman, I have a different concern. Because I use a purse or a briefcase, I always have a notepad (I use the little spiral notepad that leaves the crumbs) with me. However, the notepad is not always on my person. Unlike my grandmother, I do not always go everywhere in the building with my purse. Women also don't like to keep big, or even small, wallets in their pants or shirt pockets -well, I don't. How do women manage this?

Agreed! Women's pants and shirt pockets are not intended to hold anything more than a hanky - the facts of bottoms, hips and breasts combined with close-fitting clothing designs mean that we don't have the leeway most men have in their pocket areas - and we don't tolerate unsightly bulges like the boys do! ;)

That said, if you are working in an office (you mention not "going everywhere in the building" with a purse) then there would be jacket options that would take a small capture system (some 3 x 5" cards or a Moleskine or something smaller and a Rotring esprit mini or similar). In my office I either have something in a jacket pocket, even if it's just a single file card and a pen or pencil, or if I think there's any likelihood of me needing to capture something substantial - say a meeting - then I'll take a notebook along.

Everything else aside, there is nothing more reassuring and impressive to colleagues than to see that (a) you're obviously prepared and (b) that you're actually capturing in writing the things that you or they are agreeing to do.

Outside the office I almost always have some kind of purse or bag with me, so no problem there. On rare occasions when I head out without a bag then I usually dress accordingly, wearing some kind of jacket or coat that will accommodate keys, wallet, phone, notebook...

By the way, does iPhone not have some function for jotting notes using its keyboard? If not, there's another reason for me to wait for the second generation!

[sdann]

I really appreciate your ideas. I need to work out a variety of UCT tools, depending upon the situation - a new accessory, if you will. The little notepad with a pen in the pocket (if it doesn't compromise the fit) is best then in most situations. I pulled out all my phone holders, some of which have a belt clip. In some there is a separate section for small cards. I can just attach it to my waist band like a mini-fanny pack or a large pager. My current Motorola doesn't have any memo feature, like my old phone did; I didn't even think to look for that when I bought it, since all I wanted was something narrow with the additional itunes feature. I should've been on this forum before I purchased that.

[kewms]

My current Motorola doesn't have any memo feature, like my old phone did; I didn't even think to look for that when I bought it, since all I wanted was something narrow with the additional itunes feature. I should've been on this forum before I purchased that.

You can also call your own voice mail to leave a memo. Several services will convert a voice message to text and email it to you as well.

Katherine

[Sievert]

I use a little Olympus vn1100 digital voice recorder. looks enough like a cellphone that you don't feel stupid using it and stores loads and is light and small enough to keep in a chest pocket.

Costs about £20 in the UK

Morning routine at work is to listen to all the notes I've made and process them accordingly.

Works really well for me and doubles up as a handy tool for recording discussions at meetings when you don't have a note-taker available.

[Arnold Howard]

I've got all of my lists in Google Docs, so although I can't edit them, I do always have access to my lists through my phone. I just need an easier way to capture I guess...

Instead of using a digital recorder to take notes while I commute, I memorize my notes. Then I write them down later. I use a memory technique called the link system that I learned from a book by Harry Lorayne.

Second, I maintain a to do list in a Word file and update it weekly. My daily to do list is on a piece of paper that I carry with me. That gives me the satisfaction of marking off items as I finish them.

Arnold Howard

[inkedmn]

Another vote for the Levenger Shirt Pocket Briefcase - been using it since this past Father's Day (t'was a gift from my lovely wife) and I feel naked without it.

I prefer it to notebooks because the index cards are (obviously) not bound together, so there's no pressure to write correctly. If one looks like crap, it gets a one-way to the round file and I start again with a fresh card. I probably blow through 100 cards per week on just capturing ideas.

Best of luck

[Jay Levitt]

I have a problem with voice recorder / mobile phone's voice memo function - I hate to retrieve the voice information. So a voice recorder becomes the UBH - Ubiquitous Black Hole. :-)

I had (have) the same problem with my phone (LG VX8100). There are no visible reminders that you have stored voice memos; in fact, they're something like five menus deep next to the downloadable ring tones.

Yes, you can leave voicemail to yourself, but that just takes too long for me (as, therefore, does Jott). I need to say things before I forget them. By the time I'm waiting for a call to go through, it's too late. In fact, the VX8100 takes about 10 seconds to start recording, and even that's a bit much sometimes.

My next cell phone purchase is going to place easy voice memos very high on the priority list. In *theory*, it shouldn't be that hard to set things up so that, whenever your phone's in range of the computer, it'll automatically transfer all the voice memos over via Bluetooth.

Of course, in theory, theory and practice are the same, but in practice, that's not always true...

I'll report back if I do/don't have any luck with that.

On my PC, I use MyLifeOrganized's Rapid Task Entry feature - CTRL-SHIFT-M from anywhere brings up a free-form text field that'll let you enter individual tasks, nested tasks, notes, even reminder date/times. (It should work on a Mac too via Parallels/VMFusion.)

I used to carry around a Pocket PC as well (which also runs MLO and syncs automatically to the PC), but lately I'm working from home so I haven't needed it. Next cell phone will be a PPC as well, though, so I'll have that option again.

At my bedside, I had a really good pen w/built-in LED to write at night. Lost it, can't remember what brand it was, gotta find it again.

And - here's the cool part - in the shower, I have a waterproof notebook (http://www.waterproof-paper.com/waterproof-field-book.html) and pencil.

[smithdoug]

I don't believe that it's necessary to constrain ourselves to just one capture device. I use--and have used--many of those mentioned here. But one I find especially useful is the humble 3x5 card, which can be purchased several hundred or thousand at a time in many office supply stores for a pittance. They fit easily in a shirt pocket yet provide enough space for most note-taking. Were you aware that Gulf War 1 was run on 3x5 cards? General Norman Schwarzkopf, the Centcom commander who planned and oversaw GW1, gave much of the credit for the success of the operation to General Gus Pagonis, who was in charge of logistics, including the rapid redeplyoment of thousands of troups and tanks that made the Hail Mary flanking operation possible. In his book Moving Mountains, Pagonis describes how he used 3x5 cards to facilitate communications up and down the chain of command throughout the theatre of operations.

Inspired by posts in these forums by Jason Womack (describing everything he had in his Davidco notetaker wallet) and Marc Orchant (pointing out that the amortized cost of his 4-year-old notetaker wallet amounted to only a few pennies per day) I ordered one of the official David Allen wallets. But before I got one, they went out of production for an indeterminable period of time. I purchased another wallet that appears to be quite similar in concept and it has served me well. It holds my driver's license, credit card, health insurance card, Starbucks card, etc. and a notepad and collapsible pen. But most of the time, when I need to take a note, I find myself reaching for one of the 3x5 cards and pen in my shirt pocket.

[ojibwa13]

For quick thoughts, while not driving, I use the Notetaker Wallet. I have had it for a little over a year and it is one of the best purchases I've made.

If I am driving or somewhere where I don't have quick access to my wallet, I use Jott. One button press or voice command and I can leave myself a message that will be delivered to my Inbox to process later.

If I have time to develop ideas/thoughts further, I have a Pocket Moleskine to record these. I use a Cross Tec3; black pen/red pen/pencil all in one. Using multiple colors makes it easier when I review later.

[MarinaMartin]

I use, and love, a small Moleskine as my main capture device. It's pretty rugged and unobtrusive.

However, I'm constantly struck with inspiration at odd times, and I've been known to sketch out new concepts on napkins, magazine subscription cards, the inside of a cardboard box -- where there's a will, there's a way.

I think the more important focus should be to make sure that your captures all get into your Inbox, and are consequently processed. If you're waiting on a table and are struck by an idea, write it on a napkin or rip off a couple of inches of cash register tape, then stick it in your pocket and drop it in your inbox when you get home.

To address the question of what women do for a ubiquitous capture device -- I work at home, and carry my purse everywhere with me. Where are you going throughout the building that you'd be carrying nothing? Again, I think you can capture a sudden thought on anything, so long as you process it when you get back. I have TONS of meeting notes with random segues written out in the margins.

Marina

[sgtaw]

Since I always have a wallet, I keep a folded piece of paper in there. I fold it so it opens like a booklet.

It is hard to visualize this....but...

1. Fold in half lengthwise
2. Fold in half widthwise
3. Take one "flap" and fold it one way towards the middle
4. Take the other "flap" and fold it the "other was towards the middle

If you did that the way I do, you have an accordian-like booklet

This is perfect for me. I also took apart a plastic pen where the ink was used a bit and cut it to size to fit in my wallet.

Pen and paper always with me. Unless I forget my wallet!

Blessings,

Ed

[thailandjames]

Cheap and effective. I keep several Pocketmods in my pocket, along with a pen. I cut off some cereal boxes to file them in alphabetically by subject, although some of them are just used for jotted short ideas. :D

[JohnV474]

My absolute favorite UCT is an "M by Staples" brand black leather Note Jotter that I picked up for $9.99. It holds about 25 index cards but I've carried so many in there that now it holds 50. You do NOT have to open it--it has a card on the face, ready to be written on. I carry it in my dress shirt pocket with a click pen, and can (literally) be writing within 2 seconds... closer to 1 second. It fits in a pocket easily and can carry plennnnty of index cards (which are dirt cheap).

http://www.mbystaples.com/journals-and-notebooks/note-jotters/leather-note-jotters/78/

I have used voice recorders (double entry and awkward in restaurants), Moleskine notebooks (I prefer to be able to tear pages out), 3x5 bound index card notebooks (perfectly functional but no character). I use regular 3x5 cards, with the white side out most of the time. If I want lines, I flip some cards over (3 seconds) and am ready to go.

Because of how nifty it is and how good it looks, you can pull it out anywhere without looking like a dork. Mine has sat on the table during board meetings and doesn't look amateurish or, conversely, over the top.

I love it. If they were to stop making them, I would buy 10 of them just in case. I've put mine through rigorous daily use (100+ notes a day on 25+ cards) for over a year and it is ready to go when I am. It's cheap, it's sharp, and it's HIGHLY functional. If an idea strikes while I'm driving, I put it on the console and the case holds the cards steady so I can jot down some keywords for the note.

When I am not wearing a dress shirt, I carry the Note Jotter in my left front pocket with a pen in my right front pocket. Filled cards go into my right pocket, held together with a small binder clip (holds up to 50 cards or so). On the go, processed cards get torn and then put into my left pocket.

When I get home, I empty my pockets into the trash or inbox.

What can I say? I never lose anything. It is a HIGHLY effective system that has no leaks, is cheap, and performs its duties with some style.

JohnV474

[hgill]

This sounds great, but has just the little problem that I don't know of such a service in Germany. ;-)
If anyone knows of such a service here please tell me!

Yours
Alexander

Try spinvox.com, and sign up for the free "memo" service.
They will give you a "landline" phonenumber to call (located in düsseldorf).

Records up to 30 secs, in German, English and french (i think).

[shinghei]

This wallet looks awfully similar to the Davidco notetaker wallet: http://www.rushgideon.com/ProductDetails.asp?ProductCode=475-3294&click=6150&zmam=82701100&zmas=1&zmac=24&zmap=4753294

and it's much cheaper. Does anyone have any experience with it?

And how about this Cross Leather Jotter?
http://www.cross.com/catalog/ProductDetail.aspx?cat_name=Jotter&nav_name=Jotter&id=AC131-1

[chipjoyce]

In case you missed it, here is my set-up. As you can see, I have a Mac environment and iPhone. However for capturing, I use paper. See:

http://www.gtdtimes.com/2009/06/11/look-inside-someones-gtd-setup/

[fingal]

shinghei,

Your first example is the Tornado Elite wallet by Retro 51. I've used it for several years. Refills for the notepad and pen are commonly available.

As you can see, notepad is on the right, and room for id/credit cards on the left. In my wallet I put folded money in the pouch underneath on the left, and stamps and some business cards in the pouch underneath on the right.

I've used this set-up quite successfully. The wallet goes into my pants pocket plus keys, comb, chapstick, and I'm ready for data capture away from home.

Carl