Hi Seeking assistance and guidance from fellow GTD users. I having been trying to work out the best way to keep track of actions, meeting notes, prep notes for meetings etc. Actions can come from me or from meetings I attend. Often an action needs to be discussed/actioned by me working with multiple people who I will probably have to see individually and will just be one of many things to be discussed with the person concerned
To provide context I run a Business Support team of ~22 people who support a technology group of ~1000. I spend the majority (60%) of my week in meetings, I have experimented with keeping notes and actions grouped by project (using tabs in a notebook for grouping projects) I have tried keeping everything in one notepad ie notes for meetings, prep notes for meetings, actions etc.
I never seem to be able to get everything together when I need to meet one of the directors. As an example I will have an amalgam of actions, thoughts, e mails etc to consolidate for discussion with him or her often collected over a couple of weeks. Struggle to source everything at once etc
I use the GTD add in for mail mgt, but use paper as described above for task mgt. Not sure if I should keep using contexts and projects or simplify to just using one of them?
At any one time I have 25 to 40 individual things on the go many of which can take several weeks to bring to a conclusion. Any thoughts as to what collection system I should put in place?
I apologise for the length of my posting but want to provide context.