Productivity
Paper vs. Electronic Planning
And now we get to the real crux of the matter, no? I’ve been thinking of late about ditching my old methods of planning in favor of some new ones. As much as I’ve often said that there is no such thing as the perfect system, the important thing is simply to choose a system and keep with it, I am in a place where I find that I’ve jumped the rails. I am a GTD ‘er and have been for a long time, (and will continue to be), but until recently I couldn’t put my finger on why the system isn’t working in my favor any longer. I’m pretty convinced that it’s for two reasons. (1) GTD doesn’t account for priority and calendaring as well as I need it to (let’s face it, buying wasp spray and deploying a strategic partnership are not on the same level of priority) and (2) I am simply bored with my planning and organizational tools and need a shake-up.
Because of organizational constraints, I’ve been using a Treo equipped with LifeBalance software to manage most of my GTD tasks and projects. This has worked well (other than the fact that I have to use a Treo.) But lately I find myself being drawn back to using paper as my primary planning tool. I like the tactile nature of it, and I like the ability to make quick changes “on the fly” without navigating my Treo menu system (which, quite frankly, is not unlikely traveling from the Atlantic to the Pacific in a rowboat via North Dakota.) But I’ve not been able to find the “right” fit in terms of a paper-based planning system. And I’m also a bit hesitant to become one of “those people” who walk into a meeting with the monarch-sized leather case containing their schedule, tasks, birth certificate, college transcript, map of Portugal, etc.
I’ve been eyeing OmniFocus as a possible solution (and they have a really great iPod Touch/iPhone app in the queue for release) but again it doesn’t offer me the flexibility and tactile-nature of a paper-based system. It also doesn’t account for calendaring, it is simply a task-management system.
I have used Levenger’s 3×5 Notecard system to hack together a Hipster PDA, and while this worked well for tasks, it doesn’t have the calendaring capability that I need.
I’ve also been checking out the paper planners from Quo Vadis, especially this one. I will need to carry an extra notebook with me to capture meeting notes and plans, but the design and appeal of these planners is tempting, though there is limited room for task management and idea collection.
So… I guess I am looking for a new “holy grail of planning systems.” I’m looking for something that can help shake-up my methodology a bit and keep everything in the same place. I’ll report back if I have an organizational epiphany.
Tags: getting things done, GTD, Productivity, Tools
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I use an Outlook plug-in by netcentric - it has worked well for me. Not sure on how it would work/probably wouldn’t work with the Treo though -
http://gtdsupport.netcentrics.com/buy/
Thanks, Kayla. As a Mac-head, Outlook is a no-go, but it looks like a great solution for PC’ers.
I’m using Things on my Mac (http://www.culturedcode.com/things/) . Very straightforward to use. There’s also an iPhone version promised, which I’m really looking forward to.
Todd, I’m a creative director for an NYSE company and have the same challenges with finding a system that works. I’ve tried electronic and paper and note cards, and even post it notes combined with a white board. The only thing that really works (and I mean REALLY works) for me is the moleskin planner. It lets me have the flexiblity of time/schedule I want, and plenty of space to take meeting notes and archive them by date of course. Additionally, with the flexibility this relatively “open” planner gives, I can track my department projects/deadlines/deliverables. I can’t tell you how many times I’ve flipped through this thing to find a phone number or email address - but I also keep track of family birthdays, dinners with friends, and any other personal event. It pretty much functions as my lifeline to an organized creative life. I can’t recommend it enough. Sometimes simple is better. Check it out! (NOTE: They make both a hard cover and soft cover version…I highly recommend the soft cover..you can fold it over in a meeting and make the foot print half the size…the hard cover is a bit awkward for that application).
http://www.moleskineus.com/moleskine-large-18month-planner-soft-cover.html
Adam
@Nick, “Things” looks VERY slick. I too will be watching for an iPhone app.
@Adam, I’ve been eyeing the Moleskine planner for a while (since I’m a Moleskine gearhead…squared large notebooks are my poison of choice) but I was concerned about the space allocated to each day not being sufficient. Perhaps I’ll give them another look…
i like http://www.statuswiz.com - the three tierd hierarchy and the reporting are great!
I use a combination of paper and computer. You just can’t beat the tactile experience of putting pencil to paper, especially us creatives. So I use paper to sketch a rough outline of what i’d like to get done during my workday. It’s mainly a list of projects i need to work on, in order of priority.
But then I track it all online using a web-based time tracking and task management app called <a href=”http://www.myintervals.com” title=”Intervals”>Intervals</a>. All of my workflow gets entered there so at the end of the week I can see how much I got done and use that information for sketching out the next week.
@john, Intervals looks intriguing and I’ll definitely check it out. I’m thinking that regardless of what I choose, I will probably end up with some combination of paper + electronic. It’s just difficult for me to see the full perspective sometimes when using electronic tools…
Being more a creative person, I tend to use lists differently than most people in planning. For example, if I keep a grocery list, typically I find I can nail down 90% of the list even if I lose it or it doesn’t make it to the store…I can remember the relative number of items of the list and do fairly well. I call that a win.
Calendars are the same for me. If I used it all the time, it would bog me down. I use it when my life calls for calendaring…busy weeks when the flow is interrupted by special appointments. I know that I have an eye dr. apmt. the week after the 4th…that is all I need until that week. That week, I pick up my large binder you refer to and check the time. Otherwise, important papers I need to deal with or refer back to get stuffed there until it is time for that project. I DO try to take it to project meetings, and in doing so, I am often the only person around the table with the appropriate papers given out months before.
I keep family weekly items on a calendar by my desk. I refer to the kids school calender and their lunch menu calendar. I have an online reminder system.
Some planning meetings use iGoogles calendar.
I get planning reminders for meetings I forget…I beg for them.
Deadlines, I try to keep fluid so that I am at a creative high as I tackle them.
I use Pocket PDA when I need to work on discipline. When it gets irritating in my pocket, I usually put it down somewhere and lose it…but the list, once written is in my head. I’ve written down ideas and books I need, and I know where to find them if I need it.
They do now have a print out calendar for the Pocket PDA, more as a reference than something you can write on.
In any case, all this long anthology to say…the more hits the better. I look at my planning, not as an efficiency tool in and to it’s own self…but impressing things on my brain. The more times I look at it, the more places I have to file different types of projects, the easier it is for me to compartmentalize.
For your wife, the bug spray may be item #1…and in that case, on the home planning sheet…or errand sheet, it would be a #1!
I hope you find what works. It seemed great to write it down and realize that, though not cohesive, I have a system that works for me when I need it and hides when I don’t!
I use fanurio http://www.fanuriotimetracking.com for time tracking. Fanurio has a few reminders to help you start, resume or stop the timer. It also has idle time detection and it can be used on Windows, Mac and Linux.
paper.
a calendar and GTD lists in one Moleskine graph paper book.
This is very helpful, all. I think I’ve hit upon a good solution - one that allows me to get a good glimpse of my week and GTD tasks in one look but still allows claendaring access to my assistant and doesn’t get too complicated. I’m going to live with it for a month or so and then I’ll share…if it works… or maybe I’ll simply return to my idea of creating a planning tool for artists/creative pros.
Have a look at the stuff Franklin Covey have for planning and time management. it always worked pretty well for me when I was in a high profile high stress position