Working through a big stack if stuff since I am under a deadline to clean up my many office surfaces, and I want to make my processing/organizing time a good investment in my productivity. Total height is now down to 4' from 8' but it took me all weekend thus far.
These are the problems I am having.
In general, as I accumulate "Next Actions". such as calls, adjenda items, additions to project plans, errands, address to enter (it takes me 10 minutes on these, since I usally try to get everything complete at the time) etc., should I be building lists, or should I be wrting these on slips of paper and then review them?
Here are some more specific problems I am encountering:
1. Bits and pieces that cue me to an action, such as a call or an adgenda item, an item for the calendars (personal and /or group), or something to be scheduled. I note action on a slop of paper. After the big sort, I will sort out these slips into piles by context. As to the original, some will be filed, some I will just record the information (2 minutes or less) and discard, some will be passed on to others (please see below for problems with this).
Here's my question--We are using paper calendars, how should I keep track of what I have added to the calendar? I hate to meet with people and read through both old and new entries (although it does help to correct errors).
2. Stuff to GIVE to other people but for which I remain accountable: I put it in folders with their names on them, or if it is a whole folder, clip it to existing. I make a note on a little paper to add to my list to deliver or mail it.
But, I don't want to send this off without first making a list for myself of what I have sent and when (and even why).
Some of these are part of a project (or routine activites) and I need to note to whome and when that I gave the stuff to some one in the project plan or support materials. Do I put this on a slip and then put itin the folder or what?
I need to cue myself to give the stuuf (not on calendar) and contact for follow-up. Such as, a note on my calendar to call on 11/12 and say "I gave you your itinerary on November 10th, and as I am rending you that I need to know by the 11/14 if there are any unresolved aspects". Or, if I am asked "Where is the llicense for this product?" I need to be able to say, "I put copy in your In Box on 11/10".
So what is the next action on this type of stuff?
3. Stuff to DISCUSS with other people: Either it pertains to an active or SDMB project or a routine function but I can't just pass it to them because I need to meet with them to get them to review it and go over the stuff, not let it out of my sight and not let them postpone meeting indefinitely. Although, "Schedule Meeting with ____ Re:____" is a necessary action, I need to wait until I have finished processing so I know how many items to meet about and I have related materials at hand. But, I don't want to postpone scheduling the meeting forever.
Any suggestions and encouragement welcome!
And I have filled a big institional sized waster basket!