Handling @Calls vs Agendas with people
I'm paper-based, so this is the system I devised.
I have a tab called @Phone -- this covers everybody that I need to contact via Phone, regardless of work/personal/project, etc. I do this so that I have an actual non-time/date context to work from. By definition (for me), @Phone holds more priority than @Agenda. What's funny is that over time, I end up putting some entries into Someday/Maybe -- I realize that I didn't really want/need to call them!
I have 5 tabs for Agendas
Agenda - ABCDE
Agenda - FGHIJ
Agenda - KLMNO
Agenda - PQRSTU
Agenda - VWXYZ
I'm entering each entry starting with the person's initials or their name, then the phone number if applicable and a short reminder note of topic.
I used to just have one Agenda tab, but then I had to sift through many pages to find the entry -- I found that having 5 tabs alleviated that.
I used to have specific tabs by "important" people, but then I had to remember to also look at that tab, so now everybody (regardless of importance) is within the Agenda tab.
It's scary how quickly I can find Agenda items when people happen to be in front of me -- system works very quickly if you're consistent with how you enter it -- initials or name. Most often I'm cross-referencing the entry to some Action Support location. If it's an email, I'll add something like "XREF Short, JF, 12/19" -- this means that in my ShortCycle email folder, I have an email from JohnF that was dated on 12/19. This may sound odd, but it works really well for me.
Hope that helps.
Originally Posted by braintertainer
Director of IT
David Allen Company