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Getting/Staying Organized: my Moleskine PDA
Organization comes unnaturally to me. I've experimented with almost everything, both electronic (Palm Pilot, various software apps), and plain old paper. So far, the one that's helped me the most is my low-tech, high-use Moleskine PDA. Supplies include a pen, a notebook, post-it tabs, and some (optional) 3 x 5 cards.
I won't go into many details, because this is all explained much more thoroughly on the site where I got the idea: the PigPogPDA Moleskine hack. So, what I have here is just one more example, modified to fit my (utter lack of) organizational skills. Obviously my version is based completely around my life- and work-style needs, but part of the beauty of such a DIY system is that it can be customized for just about anything.
OVERALL IDEA
One Moleskine notebook, with color-coded tabs for the five sections I care about:
1) Next Actions
2) Projects
3) Travel/Calendar
4) Notes
5) Health/Horses
6) Back Pocket
I prefer the top-binding reporter's style, but other styles might work better for you. At the end of this post I'll explain why a Moleskine and not some other less expensive notebook.
When I start a "fresh" PDA, I number the pages and pick a page for where each section will start. For example, I start Next Actions at the beginning of the book, and Projects on page 61, so I've reserved about 60 pages for future to-do items, and won't use those pages for anything else.
Each area is outlined below:
1) NEXT ACTIONS
60 pages reserved, starts on page 1 or 2. (The inside front cover is the color-coded legend/TOC, and I often page 1 for crucial bits like emergency numbers and contact info.)
Picture of inside front cover/legend:
Picture of a Next Action page:
Next Actions is a concept from GTD, David Allen's "Getting Things Done" system. For me, it's mostly just a to-do list. When I've completed everything from a page, I move the yellow tab to the first page where I have unfinished items. That means the tab might be on, say, page 6--where I have an unfinished item--even though I have more to-do items on page 7 and 8. If I have one nagging outstanding thing while everything else for the next two pages is complete, I'll just re-enter that outstanding thing to the end of my latest entries so that the tab is always a little closer to my most current open to-dos.
Note: in the real GTD system, Next Actions usually have a 'context'--a way of grouping items around situations where you're likely to do them. For example, you might have a Next Actions context for "Phone Calls I need to make", so that when you're in front of the phone, you can be efficient about making more calls since all the phone call to-dos are in one place. Or you might have a Next Actions context (list) for "When I'm Out Running Errands". That stops you from having to search through your entire outstanding list of actions to find, say, the things you need to buy when you're out.
The context thing would be harder to implement in this system, because then you'd have to allocate pages for each different context list, although I suppose you could have one list with color-coded post-its on each item to match a category... for example, a 'red' item would be a phone call to make, a 'green' item things to talk to my doctor about, etc. But that seems like overkill, and I don't have enough of these things to make it a problem to scan them.
2) PROJECTS
30 pages reserved, starts on page 61.
Picture of Project Overview List Page:
Picture of a page for a specific project:
The Projects section has two parts: an overview list of all my current projects, and then separate sections for each project where I can add more details including mind maps. Most of my big, ongoing projects have their own separate notebooks, so this part of the PDA is for summaries of some of the key ideas, milestones, mind-maps, etc. related to a project.
3) TRAVEL / CALENDAR
10 pages reserved, starts on page 90.
Picture of a Travel page:
I have very few appointments since I don't have an actual job (no meetings to go to... YAY). But I do have a ton of work-related travel, much of it out of the US, so most of my calendar is about that. I also keep an electronic version of my calendar in iCal, but I don't bother putting many details in iCal.
You can see how sloppy I am with this, and it doesn't look anything like a calendar. It's just a place to store travel-related notes including hotel and airline confirmation numbers, check-in/check-out dates, conference information, etc.
4) NOTES
15-20 pages reserved, starts on page 100.
Picture of a Notes page:
The Notes are for just about anything other than first-pass, rough brainstorming or project-specific notes that go in the Projects section. I use a lot of paper for mind-mapping, so I usually do the rough stuff in a separate notebook and then transfer a more complete one into the Notes. But sometimes this book is the only thing I have on me, so I do use it for raw brainstorming when I need to.
Mostly, I use it to write down things people tell me that I want to remember, fun things I saw, blog ideas, random thoughts, etc. If I'm working on a book, I have one or two separate notebooks just for that book.
5) HEALTH (mine, and the horses)
5 pages reserved, starts at page 120.
I use this instead of a "tickler" (although I do keep a physical tickler file where I put things like concert tickets, hotel reservation confirmations, etc. for physical things that I'll need on a specific date in the future) for things that come up for maintenance like check-ups, immunizations, etc.--things I haven't made a specific appointment for, but will need to schedule in the future.
I look at this regularly, and if something is getting closer to the present, it'll go on my Next Action list to "make appointment for..." and eventually end up in my calendar.
6) BACK POCKET
The back pocket on this notebook is awesome. Inside I store 3 x 5 cards (regular and the post-it kind), which I use for things that I want to use outside of the book like notes I want to post on the refrigerator or my physical cork board. But it's also the place to put things you collect: receipts, business cards, something I want to hang on to that I ripped out of a magazine, etc.
Picture of back pocket:
Issues and problems for me
1) No easy back-up system. Yikes.
I try to make electronic or at least duplicate copies, but it's difficult, and I have so little natural discipline for this sort of thing.
2) Not flexible once a new PDA has been started (in other words, once I've set the page sections for a fresh Moleskine, I'm stuck with it).
I'm always making a rough guess on how many pages I'll need for each section, and it's possible that I'll run out of Next Action or Notes space while there's still a lot of empty pages in another area, so it can be wasteful. The more of these books I complete, the better feel I'll have for how many pages I should allocate for each section.
3) There's no part of this that tracks any financial information. I really need a mini Quicken-like section or something. That's the one thing I miss the most about not having a "real" PDA.
I REALLY encourage you to follow the links to the two sites that set me on this path:
43 folders and PigPog: creativity anywhere.
Oh yes, so why the pricey Moleskine rather than a cheaper alternative? Two reasons:
1) It's a bit like the Mac/iPod vs. PC/non-iPod question, where Mac users will defend their more expensive choice by explaining the ways in which the qualities they care about are superior. You can choose to believe that the extra price for Moleskine notebooks is justified by the higher quality/durability, or you can choose to believe Moleskine users have drunk too much koolaid or are just showing off. (The higher quality isn't really open for debate, it's the whether that quality is justified that sparks the arguments between the Moleskinites and the... lesser beings.)
The extra-sturdy aspect of Moleskines makes them better suited for archiving the physical books. They wear well when in use, and they keep well when you're done.
2) There's a theory that says you'll place a higher value on something you've spent more money on, and this is a big part of it for me. I'm forever losing pens and cheap notepads, but this thing I treat a little more like my cell phone or--when I used one--my Palm PDA. This second reason might seem silly or trivial, but I believe it matters. Think about the fact that most people treat the things they've invested in with more care than cheaper disposable items.
Side note: my friend Tara Hunt recently started a mini firestorm when she called a Moleskine a "bloomin' pad of paper". Tara, Moleskines are an acquired taste and... you obviously Just Don't Get It. ; )
Given that I began this post by saying that organization does not come naturally to me, I'd really REALLY love to hear comments, suggestions, ideas on anything related to organizational systems and strategies including paper and paperless. I can use all the help I can get!
Posted by Kathy on January 31, 2007 | Permalink
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Comments
Wow! What a useful post. I received a Moleskine note-book (just like the one you use and describe) for Christmas, but I hadn't yet cracked it open. You've motivated me to make some tabs and get going. I'm traveling to Egypt on Friday, so that gives me a deadline to get it prepared. I especially like your praise and use of the back pocket (I can think of a lot of things to stick there).
Posted by: Roger von Oech | Jan 31, 2007 6:27:58 PM
This is great.
My only method for getting better at organising myself is to do less stuff. I wish I could do this more often ;)
Posted by: DonnaM | Jan 31, 2007 6:31:28 PM
I've fussed w/ paper-computer-rock, and still can't settle. I love my moleskine, and use it as a disjointed capture (in box) and then try to enter into Yojimbo-Backpack-ComputerAppX to set context and next actions. The non-sortable and inflexible linear nature of the moleskine keeps me from using it.
Of course a recent post on the DIY planner on the Circa system is making me consider switching from the moleskine...
http://www.diyplanner.com/node/1978
..anyone else using it?
Posted by: Jason | Jan 31, 2007 6:44:13 PM
There's something compelling (and redeeming?) in this high-tech world about free form things like Moleskine note-books or hand-drawn mind maps.
Things become too regimented when you have to do it all through a computer or some other device. That's why I could never get inspired to use a mind-mapping app -- it stifled the free flow of ideas.
Posted by: John Windsor | Jan 31, 2007 7:46:42 PM
I just love the analog option. I am a huge Palm user, but I can't seem to be able to manage my tasks, projects, etc. as well on the palm as I can with a single stack of multi-coloured index cards (also using GTD).
Perhaps I will try to find one of these Moleskine notebooks that everyone is ranting about...
Posted by: Charles Rivet | Jan 31, 2007 8:36:30 PM
My local Borders now has a limited selection of Moleskeins and also BookDarts so just look around at your local bookstores and stationary stores. They have gotten popular enough for the big boys to notice and carry them.
Posted by: Stephan Fassmann | Jan 31, 2007 8:51:39 PM
One suggestion for things to put in the back pocket. I have several one page documents on my computer that I periodically update, print, and fold-up to put in my small daytimer. One has phone numbers, directions, important information (hand encoded if appropriate). Over the years my family has come to call this document "The Brain"--its memory is lots better than mine. The other page lists books, music, resturants, and movies that I want to find or remember. It's easy to mark up the paper copies and when they get sufficiently messy I update the computer version and print out a fresh copy. Using both sides and a small font you can store a lot information.
Posted by: Vance Harwood | Jan 31, 2007 10:55:42 PM
After all these years I'm half electronic and half paper. On the electronic side I use the labeling function in Thunderbird to mark important items. I create a inbox folder for each year and quickly move all the read items I want to keep, but don't require action into those. Then I put action items into my Daytimer. At the start of a project I use Evernote (www.evernote.com) and create a category for the project. All the research gets dumped into here and I can quickly find it. It's a snap to grab web pages and emails.
I get the monthly tabs for the Daytimer and record all trips coming up (including flight numbers) and meetings. In the back, projects are in tabs. In the front I have multiple pages for business cards relevant to what I'm working on. It's a lot faster than going through a PDA.
Lastly, all pages older than 2 months go into a small box, so anything can be found.
In essence the Daytimer is short term memory which is needed the most, and Thunderbird and Evernote are long term memory.
Posted by: Bruce Fryer | Jan 31, 2007 11:15:06 PM
I actually had the exact same problem and I also turned to using a moleskin. Actually, I started using a "dataday memo pad" - which was small enough to fit in my pocket.
But I work at a computer all day, so it seemed silly that my notes were not digital.
So I wrote my own Task List program called JetTask (www.jettask.com). It is still not as polished as I would like. I was planning to "go public" in another week, but this seems like as good a place as any to announce it.
Kathy, using your example above, all of your categories would be primary tasks in JetTask and all of your tasks would be subtasks of your primary task. Your travel arrangements could be kept in the Calendar that is built into JetTask. For portability, you can always print your task list out.
...plus you get reporting, backups, reminders, sorting, and all the other stuff you would expect with "going digital." The disadvantage of course is that it is not as retro cool as a moleskin. :-)
Anyway, please do give it a try. I would LOVE any feedback!
Posted by: Toby Patke | Feb 1, 2007 3:13:41 AM
Me too! Whee! It's great to see someone else writing sensibly about the joys of a real live notebook.
Of course, I don't use a moleskine. :) I try and find large, 200pages or so, A5, tape bound exercise books. My old company kept this in the stationary cupboard. My new one doesn't.
I also don't bother with the categories. When I come in for the day, I write down the date, and use different parts of the page for different tasks. Personal items (phone calls, dentist, shopping errands) go in one corner, TODO planning goes up the top of the page, and notes on the day get written down until I leave.
Like your tasks, any todo that doesn't get done will get moved forwards. At the end of the day I review the last couple of pages, and writedown my "todo" list for the next day. When a book get's full it goes on the shelf.
Things that are of use to other people get stuck into the bug tracker or wiki.
The "context" thing sounds nice, but sounds like too much effort, unless I had a hell of a lot more individual tasks, in wide ranging task areas.
On the moleskine side, all you really want is a truly bound book. Anything looseleaf, or perforated is out. After that it's just the shiny factor. (Or I just don't get it)
Posted by: Karl P | Feb 1, 2007 4:27:08 AM
Kathy, just when I thought you couldn't get any cooler, you pull this! Another moleskine addict! I personally carry around two--my little squared notebook that I use very similarly to the way you do, and a larger lined notebook for writing, notes, journaling, etc. I actually have a reporter-style like you, but I found it almost impossible to deal with not writing on the "back" of the pages--the ones you flip up. I do use it, for performance art stuff and notes in my writing group, but I tend to turn it "landscape" fashion so that I can write comfortably on those pages as well.
Thanks for the great post, and the great pictures. I feel so much better about my handwriting now...
Posted by: Gray Miller | Feb 1, 2007 7:05:20 AM
Your point #6, Back Pocket, is the primary motivating factor for my PDA selection. Now, I'm not talking about the back pocket of the moleskin PDA that you use. I'm talking about the back pocket of my pants.
I'm not a girl, so I can't carry around a pocket book without people looking at me funny. And I'm rather shy, so I don't like anything that draws attention to myself. But if I can't carry it, then I won't use it regularly. And I despise having devices hanging off my belt. So, my primary requirement for cell phones, wallets and PDAs is that I have to be able to sit on them.
I have an All-Ett wallet (http://www.all-ett.com), which is great for putting in my back pocket and sitting on. I have the smallest flip-phone I can find, nicely contoured so it doesn't poke at my butt when I sit. And I use the hipster PDA, as featured on 43folders (http://www.43folders.com/2004/09/03/introducing-the-hipster-pda).
I can sit on all of it, which means I always have these items with me, and it is the only system I have found that works. The only thing I have been missing is a small pen, but I recently ordered a Fisher Space Pen (http://www.spacepen.com) and can't wait till it comes so I can try sitting on it.
Posted by: Jason Kerchner | Feb 1, 2007 7:10:50 AM
Kathy, thank you supplying my new favorite rationalization for buying the expensive stuff--that you are more likely to take care of it. Brilliant! ;-)
I tried the moleskine reporter notebook as my portable inbox, but found it too bulky. The glory that is the Hipster PDA (filecards clipped together) is their modularity: when one card is filled with scribbles, it goes into my desktop inbox for transcription. Also, in the above vein, losing a stack of cards (only 4 or so that may have scribbling on them) is a bad day; losing a 3/4 filled moleskine is a tragedy.
Getting Things Done in Academia
advice for graduate students in the sciences
Posted by: Mike Kaspari | Feb 1, 2007 7:27:35 AM
I think I have a couple ideas to solve(?) your "leftover pages" problem ...
First, you could set up "opposing categories". This means that your action items would work from back to front and another section (adjacent in the book) would work front to back. This way they would eventually meet and the book would be full.
Of course, this only works 100% if you have two sections. With multiple sections you would have to figure out how to work one into the other. It might also be a bit confusing when you start ... at least until you got used to it.
The second idea is similar, but different. You could segregate the sections by the side of the page that is used. For example, you could start one section from the front (normal) using just the pages that face up and then flip the book over and start another section on the pages that face down.
Again, with multiple sections it could be a challenge, but from your pictures it appears (?) that the back sides are not used. (Actually it is hard to tell since most of the backs were not shown.)
I hope this is helpful or at least gets you or your readers thinking of a better solution.
Oh... one more thing... you might want to try a Pocketmod. You can create them from PDF files, print them out and stick them in your book. They also have templates for tracking expenses! www..pocketmod.com
Thanks for writing this post... I needed it!
A discipline-challenged and organization-challenged reader,
Dave
Posted by: Dave Wheeler | Feb 1, 2007 7:41:03 AM
For those who are part-electronic and part-paper, you might check out to-do list tracking Next Action. It's based on the David Allen GTD concepts. It was under pretty lively development for a while, although I think the developer has turned his attention to other things. It's a nifty little SPADE application that you can use with Firefox (on either major OS).
Posted by: Jacque | Feb 1, 2007 7:43:12 AM
hi,
i also think that it is great a idea to use a moleskine for someone who uses a computer. real handwriting puts you in a different mindset, forces you to think on a different level.
i do however has a different system. i use the front pages for the next actions list. i try to restrict it to 2 pages and whenever there is a nagging to-do item, i rewrite it back at the end and increase the counter, so i know this to-do item has a problem with it.
i then use the back pages for projects and as note-taker. when i read books for examples, i write there quotes. when i have meetings or brainstorming too.
i find the system excellent because i can take as much 'front pages' or back as much as i want. dividing the moleskine into 3 or 4 sections doesnt work for me. i would never know in advance how many pages to allocate for a section. my work and projects change everyday and this system is much more flexible for me.
Posted by: heri | Feb 1, 2007 8:12:27 AM
Moleskine notebooks are terrific! I've used one (Pocket Ruled http://www.moleskineus.com/ruledpocket.html) for years to record my personal (and sometimes inflammatory) thoughts wherever I am since it's a small enough to fit in a pocket. I like the elastic band that goes around it too.
Generally I don't do organisation - writing "To Do" lists is about as organised as I get - but I do quite like the idea of the coloured tabs. I wonder if our stationery cupboard has some :-)
Posted by: Jonathan | Feb 1, 2007 8:41:24 AM
The concept of a Moleskine sounds terrific, but too high tech. I think you just need a more traditional Palm.
Posted by: Mark | Feb 1, 2007 9:22:48 AM
This just may have been the post I have been looking for. Being a big techno-weenie yet finding that managing my spiraling problem with productivity is not being solved by my PC has led me to Moleskine as well...and get this...I have a brand-new, empty reporter style Moleskine sitting in the car right now. I bought it because I have a thing for journals of all types, whether I use them or not. I have a pile of various empty journals simple because they inspire me. So there it sits, awaiting it's purpose in life. I think I just found it.
Thanks for the great post.
Posted by: Ken | Feb 1, 2007 9:37:00 AM
I just got this cool, "does it all" PDA. I still haven't found a way to stay organized (tried web calendars, actual plain old paper calendars, whatever) but I just can't do it. My sister is a Moleskine addict and I like it's looks, but how can I carry it around? I 'm a guy and I don't carry a handbag, I occasionaly carry my laptop bag. Solve me this and I 'll give it a try :-)
Posted by: YoP | Feb 1, 2007 9:39:41 AM
Forgot to include a thought in my last post...
This little Moleskine is actually thinner than my wallet. With the back pocket in the Moleskine, I wonder if I (being a guy not carrying a handbag like YoP) could substitute it for my wallet and carry it in my backpocket. I might be able to reduce my world to nothing but my keys and the Moleskine. Hmm.
Posted by: Ken | Feb 1, 2007 9:48:06 AM
Unfortunately I resort to carrying around a large folder with a school notebook as my portable white board idea got to difficult to fit through doors. I've never really found scratching away at a PDA (Palm or PocketPC) very useful, especially when wanting to share my scribbles with others at the table. I'd be interested in hearing thoughts and experiences with slate tablet PCs or ultra mobile PCs being promoted by Microsoft but never actually seen in the stores. I'll admit I'd have trouble fitting one of those into my back pocket but it would take care of a number of the drawbacks with the non-electronic organization tools while introducing a few drawbacks of it's own.
Posted by: will | Feb 1, 2007 10:32:58 AM
Great post!
An interesting application to the moleskin. I currently use one of similar size to jot down my random thoughts, however, I never tabbed it much because of the problem you described- worried about not setting the right amount of space.
I usually use it to jot down ideas that come to mind so I can elaborate on them later, or so I don't forget, so I can focus on coming up with more as opposed to worry about forgeting the one I did come up with.
At any rate, David Seah has a lot of posts like this, and does a lot in terms of design involving getting things done, or schedules. His site is fantastic, and i've used a lot of his methods happily!
http://davidseah.com/
Thanks again for the good post :)
Nice pictures, too!
Posted by: Nathan | Feb 1, 2007 11:23:19 AM
I finally gave up on the always on, always reachable lifestyle, what a joke it is. I gave up my pda after bickering w/ my doctor about it for a while. He's a pen and paper guy and kept ridiculing me on how long it takes to just jot something down w/ a pda. He really made me question why I used a pda and if it benefited me to spread my day out from sun up to sundown, which a pda tends to foster. I eventually agreed w/ his way of thinking and eschewed my tmobile pda phone for a razr w/o voice mail :-) and a moleskin datebook. I became obsessive about checking email at all ours of the night for a while but eventually stopped.
It's almost comforting writing in the notebook, and I think I get a lot more done because I'm more relaxed during the off hours that I know have. That gives me much more energy and a sense of get-to-it-ness during the day.
In the end it comes down to balance and the moleskin pda does the trick.
Posted by: Jason Liebe | Feb 1, 2007 11:59:07 AM
I use 3x5s and the cheapest index card file I could find; I think I found it at Target, where it was tagged as a "recipe file." It's essentially a miniature fanfold filing box. I keep unlined 3x5s and 3x5 stickie notes. Absolutely wonderful.
Posted by: regeya | Feb 1, 2007 12:20:31 PM
I use a moleskine pad for my organizational uses as well, only I prefer the typical no-ruled side-open kind. Being a lefty, it's one of the few journal-type booklets that lets me write comfortably on either side of the page no matter where I am in the booklet.
I have also tried a PDA, and while they do have uses, I just know that unless I am typing on a full-sized keyboard (or at least some sort of keypad that would make me look like part of the airplane-red-eye-salesperson crowds for the PDA), I can print far faster and more naturally than type away on a PDA. Besides, most of the time they are just notes and temporary things. Trying to organize and manage them in a PDA takes even more time.
If I were to suggest something additional, I tend to number groups of pages as I go and then keep a few pages up front as a table of contents. I write down the numbers, the contents, and then sometimes highlight/color-code items that occur frequently or that I reference frequently. This way I can pretty much go from first page to last page and avoid filling just one section and leave 25 pages blank in other sections.
I also keep three different journals. One is work-related. After leaving a job a year ago and having my journal kept by HR for half-stupid reasons, I learned to keep personal and work journals separate. I also have a personal one just for my notes that is a pocket-sized moleskine, and a personal leather non-moleskine journal for my own professional and notes and references. If I learn some new networking technique, I tend to try to write it down for my own posterity. Or if I am hit by my Muse and I want to do some writing, I have something that is mine and won't be HR property in 5 years!
Oh, and you never have to manage how to keep your moleskine PDA powered up on a long trip. Everyone sells pens and that's really all you need. You can go camping, hiking, flying, dinner, and so on with it and you won't have to spend precious mental energy on the logistics.
Anything that is so important that if you lost it you'd be devastated or really screwed about should probably be reproduced in electronic form or not carried on your person regularly. Keep it safe at home. Temporarily putting things in a journal is fine, but be sure to expunge it later if it truly was sensitive and just temporary. Just like a hard disk, be aware of what you throw away paper-wise. :)
Posted by: LonerVamp | Feb 1, 2007 12:24:43 PM
LOL. I heart my Moleskine! Don't get me wrong...I don't use anything BUT these days. I know it's more than just a 'bloomin' pad of paper'. :)
Good lessons in GTD here btw. Welcome back!
Posted by: Tara Hunt | Feb 1, 2007 12:41:18 PM
It's important to find an organization system that works for you. That is key.
I can think of a number of ways I would organize things like you've mentioned using some sort of digital device (PDA, PocktPC, Smartphone, PC, Etc.). The idea of losing stuff or not having backups or not being able to send ideas to others electronically or not switching to a different device and having everything already be in sync there - is really paralyzing to me. It's really hard for me to get over those limitations of a paper system, and to be a huge proponent towards your system. Those benefits of a digital lifestyle are so huge.
I certainly think the way you've done it is organized and helps get things done. Bravo!
Posted by: Toby Getsch | Feb 1, 2007 2:56:25 PM
I hope the People for Ethical Treatment of Moles don't get on your case!! :)
Mitch
(www.sensorymetrics.com)
Posted by: Mitch Brisebois | Feb 1, 2007 4:30:28 PM
Another great reason for using that model of Moleskin:
I get to feel like Jimmy Olsen, Cub Reporter, on the trail of a front-page scoop. Wait until Lois and Clark hear what I've been up to!
Posted by: Matt Eliot | Feb 1, 2007 5:00:21 PM
I love my Moleskine as well. I use the small weekly calendar in conjunction with a Hipster PDA, which I think someone elese mentioned too. I could not survive without them.
Posted by: Michelle (JAne) | Feb 1, 2007 5:59:43 PM
Yet another reason for me to like you: I've been a moleskine addict for nearly two years now, and my moleskines contains every piece of information on every project I've worked on during that time. I find that the act of writing things down helps me commit them to memory. I use my moleskine to keep meeting notes, track action items, and plan out ideas for future projects. I don't know how I got anything done before I discovered them. :-)
Posted by: Kathleen DeFilippo | Feb 1, 2007 6:03:34 PM
I have returned this year to Moleskine notebooks and calendar myself. I have used all the PDA's etc. but there is nothing better like the old fashion notebook! Glad to see someone else re-embrace them as well.
Posted by: Tyson Williams | Feb 1, 2007 7:04:21 PM
Loved the post. It might be worth looking into Black and Red notebooks. I spent a some time studying in Britain and found them over there. Black and Red's have a somewhat more solid cover, making them much more sturdy than Moleskins. I found they stood up better against the "butt curve" effect, which is great if you, like me, will lose whatever notebook is not in your back pocket. I don't think that they have the reporter's style, though.
http://www.blacknred.com/
Posted by: Andy | Feb 1, 2007 7:43:36 PM
Hack the Moleskine Memo Pocket to create a pocket accordion file and roll with the O.G., 43Folders' hipster PDA, now with +6 to organization thanks to the sweet, sweet moleskine pocket folders.
Nothing beats the 3x5s, they give you:
- A "too big to lose, but small enough to fit in my pocket" form factor, optimal control of your breadcrumbs (need a short history? keep only a few filled cards on hand. need a long history? keep a few more.)
- Supreme interoperability (expand or contract the space allocated each organizational bucket in real-time to reflect its corresponding mindshare, simply by adding or subtracting the number of index cards in the various folders. need a Quicken app? buy some 3x5s with grid lining.)
- Improved color coding and multiple layout options (lined, grid, window, watercolor stock)
http://homepage.mac.com/sugataka/poi/files/200608232159.html
Posted by: Jonah Keegan | Feb 1, 2007 9:51:19 PM
Nice post, I'm going to read through the comments more fully later, organisation is definitely something I need to work on (that and focusing on the task at hand). Just thought I'd share my lovely job tracking system. I have a boring beige tower PC on the desk next to my monitor, so I've turned it into a job tracking board. All Jobs are put up in Pink postit notes, assorted other tasks are Yellow. The higher up the box, the more urgent the job, and if it's being worked on, it's top left. Jobs on hold go to the right. I've currently got 5 jobs clustered around the top left 3 lower down on the right (awaiting data), 2 tasks in the middle and 7 tasks across the bottom. Those tasks along the bottom are things like "Make Graphs Pretty" and "Learn Scripting" and aren't particularly urgent, and more like reminders. It kind of works for me, and allows people to see if I'm getting overloaded (I am, so I'd better get back to it). When a job gets completed, it gets peeled off and stuck onto the pile of completed jobs in the bottom right hand corner so that it can be moved back up if it gets re-opened.
Posted by: CodeMonkey | Feb 1, 2007 10:39:33 PM
Moleskine planners are my favourite, the pocket one has more than 365 pages :-) I too was inspired by both PigPogPDA and hyalineskies GTD system... I've started to document it here.
The innovation I'm proudest of is using paperclips and bookdarts to allow me to use *all* of the pages by interleaving context lists, project lists and day pages...
Posted by: Gaz | Feb 1, 2007 10:47:43 PM
Hi Kathy,
I am a huge fan of your blog writings.
Now, you are talking my problems. Organization is not natural for me also. For now, I have not been keen about things in my personal life. For work, I used outlook/Google stuffs. But couldn't do a good job with it.
Now I will definitely try your way. Thanks for the point you mentioned about the cost. I hope that will help me also.
But what about something that should ping you at a particular time? (Reminders) How do you manage it? I mean yes, I can write something in the calendar. But, what if I couldn't notice it at the due time?
BTW, do you have anything to help for procrastinators?
Posted by: Prashant | Feb 1, 2007 11:02:59 PM
Good post! Now, my life's sufficiently simple that I don't have/need a planner, so I don't know much about using them. But couldn't you use a small 6 ring binder (half-inch rings, maybe 4"x6.5")? That way, you could change around the pages if your ran out of room in one section, and if you need to take a page out for some reason, you can put it back in! Maybe something like this?
Just my $.02.
Cheers,
Acercanto
Posted by: Acercanto | Feb 2, 2007 12:09:35 AM
As someone who recently doubled his workload, and had my first child, organization has become obsession. I am so glad to find this refreshing take. I'm sure I can't do exactly that, but it inspires my mind to new possibilities, like the first morning breath on a really cold day. Thanks.
I've included a website link. Alright, so it's not my site. This is the site of a friend, with whom I explore a minor and ecclectic programming religion. As a "day" job, he makes beautiful handmade books, notebooks, etc. Everything's custom. He can create you whatever you may wish.
Be well,
Jason
Posted by: Jason | Feb 2, 2007 12:33:49 AM
The way I tackle contexts, is using icons instead of regular tickmarks in front of each next action. These are (conceptual) versions of a house (i.e. a square without the bottom line, would be @home), a tear of sweat (i.e. @work), a dollar-sign (@shop), an "@" (@computer) and a phone (@phone, obviously...).
Even though my next actions list has all contexts mixed, they are easily distinguishable.
Posted by: jandot | Feb 2, 2007 2:33:23 AM
What a great post and some great ideas. I'm just now getting into using mine as a must have so any tips I can get help me.
Thank you.
Posted by: C.C. Chapman | Feb 2, 2007 6:09:30 AM
C'mon. If we were less organised there'd be less global warming. How am I going to persuade China and India to adopt the Siesta if you guys are trotting around with Holy Moly's/Filofaxes/PDA thingies huh?
Posted by: Charles Edward Frith | Feb 2, 2007 6:13:43 AM
I use http://www.tadalist.com. A different list for a different context i.e home, outside, work-related etc. Then when I am going out to run errands, I just print out the 'outside' list. I work from home a few in the week, so tadalist is a convenient way of accessing my to-do items from several machines.
Posted by: SP | Feb 2, 2007 6:45:07 AM
Relating to waste, you already use the tabs, so why stick so closely to the "reserved pages" concept? Use a yellow tab for todos, when you run out of pages for todos, skip to the end of the projects and put another yellow tab and start over. You'll end up with more tabs, but lest wasted paper.
Posted by: Ben | Feb 2, 2007 10:16:46 AM
I can't use paper/pen systems. I tried. I kept forgetting to look at them. Plus, I never remember where things are in them. Then I lose the notebook.
I finally ended up with a phone/pda that syncs to my iCal (which I have synced to googlecalendar) so that everything talks to each other so I always know what's coming up. AND the phone buzzes me when there's something I have to do, so I remember to do it! For me, the buzz is a huge helper. I am so scattered otherwise...
I also have a daily routine that I follow. When I don't follow it, my life falls apart. When I do follow it, life goes smoothly. I have it posted on the refrigerator, so if I don't remember, I just look. It helps.
Posted by: Anna | Feb 2, 2007 10:58:19 AM
First, as a relatively new reader and fan of Kathy and her gang, I enjoy the multiple "ah ha" moments I get from posts and comments. Thanks Kathy.
My organization skills, like most, are rough and I guarantee you, if I didn't write it down, I won't remember it. And, like many men, I don't really want to carry a bag. If it isn't in my wallet or cell phone, we have a problem.
My approach is more location or task centric. Instead of one device to rule them all (sorry), it depends where I am or what I am doing.
My work/office "brain" is a letter-sized portfolio with a yellow pad in it (I like space, I draw a lot, need to take notes) and pockets for the debris including meeting handouts (usually letter sized). My to-do list is on the lower left corner of my big whiteboard. Easy to see and always available at just a glance.
I am also an adjunct instructor at a local community college and have a three-ring binder with my notes, lecture notes, tests, quizzes, grades, etc. All the stuff that goes into a quarter can be found there. When the quarter ends and the grades are submitted, student information and content gets shredded and I am ready for the next quarter.
Home has a notepad by the phone, a menu planner on the fridge (my wife and I both work and do *not* want to stop at the store on the way home from work or not know what to make for dinner - that is done on the weekend).
Telephone numbers are in my cell phone, family app'ts on a calendar in the kitchen. Very simple.
Short story is, it depends where I am and what I am doing that determines my organization. Good, bad, works for me.
Posted by: Tom | Feb 2, 2007 3:07:35 PM
After trying many approaches to calendar/planners, I've settled on the calendar extension for Thunderbird on my work PC, where I most need it, and carrying Pocketmods for notes. [See Dave Wheeler, Feb. 1 above.] Pocketmods (http://pocketmod.com) are clever and customizable. A hint on printing: mine never come out of the laser printer square to the edge of the paper, so I trim them before folding. I like them because they're disposable, which doesn't work for your kind of note-keeping. I love Moleskine journals, though, and use them for a daily haiku journal I keep. I like the plain Moleskine Cahiers, even though the last 16 pages are inexplicably perforated (otherwise, they'd be a perfect combination of fine paper and understatement).
Posted by: Jeff | Feb 2, 2007 9:54:44 PM
Y'all rock, as usual. And wow -- so many other people talking about their affection for Moleskines. That's a lesson right there in having passionate users -- one of the things we talk about here is how your product is not what matters... it's what people are using your product TO DO. Moleskine celebrates and encourages the kinds of things people do (check out the pictures on their website).
After reading the comments here, I'm thinking that I really do need some kind of hybrid -- where I still do some things on the computer, so I'm going to be checking out the things mentioned here.
JASON: Wow -- thanks so much for the link to diyplanner! I followed the link to the Levenger page, and while I don't think I'd switch from my Moleskine to the Circa, I am TOTALLY ORDERING THESE STORYBOARD PAGES:
http://www.levenger.com/PAGETEMPLATES/PRODUCT/Product.asp?Params=Category=322-841|Level=2-3|PageID=5374|Link=Img
I use the storyboard notebooks from Moleskine (not for my PDA, but for... storyboards), but these Levenger pages I like a whole lot more.
JOHN WINDSOR: Same with me on the computer mind-mapping, but... I do like putting things into a mind-map on the computer for a representation, but never ever for brainstorming. Too slow, too wrong. (Hey: how 'bout that -6 degrees last night?)
VANCE: what a perfect and simple idea. I'm definitely going to do this.
BRUCE: I haven't looked at Thunderbird or Evernote -- I'll check it out.
TOBY: Thanks for the pointer to your JetTask. I'll give it a try!
GRAY: I didn't understand your last sentence... "I feel so much better about my handwriting now..." Why, whatever do you mean by that? ; )
JASON: Hmmm... I never appreciated the whole "butt/pocket" issue since I never put wallets or notebooks in my pockets. But I think I'm starting to get the picture... I'm going to check out the Fisher Space Pen, though, because I DO try to keep pens everywhere.
MIKE KASPARI: "Kathy, thank you supplying my new favorite rationalization for buying the expensive stuff"
You're welcome. Believe me, this is a skill I'm quite expert in. Lots and lots of practice. : ) And thanks for the GTD Academia link
DAVE WHEELER: I'm going to try Pocketmod, and the flip-it-upside-down thing might be worth considering because you're right, I do NOT use the back side. I'll play around with that. It feels weird, but it might work.
HERI: thanks for the new tips on your system, I'm going to think about this. And I especially thank you for this comment:
"real handwriting puts you in a different mindset, forces you to think on a different level. "
So, so true. And more important than I think a lot of people realize.
JONATHAN: For your "sometimes inflammatory" thoughts, did you see that there's a limited edition RED moleskine? : )
MARK: Damn you. Now I simply must have one of these paper Palms.
KEN: well, get going!
Oh yes, and keep us posted about your progress.
YoP: I don't have a solution (since I AM a girl) but I'd also love to hear about it if you find one.
NATHAN: Thanks for the reminder about David Seah's site; I've gotten so much great stuff from him.
JASON LIEBE: I'll recap what I wrote in an email to you -- this was a very VERY inspiring comment. It really is about something bigger than just staying organized... it's about balance, I could not agree more. thank you
regeya: I had forgotten all about those accordian things... I'll go take a look next time I'm in the office supply store.
LonerVamp: "Oh, and you never have to manage how to keep your moleskine PDA powered up on a long trip." I have enough trouble managing to keep my battery-powered devices powered up even when I AM home.
TARA: "I heart my Moleskine!" I'll have to decide whether I believe you ; ) I'll expect to see it ON you the next time I see you in person.
TOBY: I agree -- the benefits of digital are huge. It's tricky, and like I said, I've gone back and forth so many times, but for now... and you're right that the key is whatever works for YOU -- is that it works for me better than anything else right now. What I DID not admit in my post, but I'll 'out' myself now... is that the last (and only) time I was truly, deeply organized was when I had a Newton! I've never forgiven Scully for blowing it and making Jobs not want to go there, possibly ever. The iPhone, though, does give me a little hope.
MITCH: They're picketing outside my house as we speak.
MATT ELIOT: Wait till you see the new "photojournalists vest" I just got for travel. Between the vest and my reporter's notebook, I'm on it.
KATHLEEN: " I don't know how I got anything done before I discovered them. :-)"
I know exactly what you mean, although in my case it's "I don't know how I got anything done since the Newton went away..." (but that's been a decade!)
ANDY: I'll look into the backnred's -- thanks. But thanks especially for giving us the phrase "butt curve effect".
JONAH: Wow -- I have some reading and hacking to do!
CodeMonkey: Thank you very much for sharing this... indeed, I was visualizing the post-its climbing their way up : )
Gaz: I am really REALLY glad you pointed to your notes on this. I'm pretty sure I'm going to be incorporating some of what you're doing -- the bookdarts thing I'm liking...
PRASHANT: While I have just about zero advice on procrastination/timing, etc. -- this is something that's talked about quite heavily (and well) on the 43 folders site. Do a search on timers, especially.
JASON: Thanks so much for pointing to dreamingmind. The work he does looks amazing, and even the photos on the website are beautiful to look at (including the ones of him working!)
jandot: The icon idea is so simple... kind of a DOH! thing for me as soon as I read your comment. That really is all you need for instant scanning. Now I just have to come up with some simple icons that I'll recognize.
BEN: I'm going to try a little experimenting, and I think you have a good point, but I'm so familiar with the spacing of each part... I don't even really have to look to know which part of the book I'm supposed to be in. But that becomes less an issue as I start filling up a book anyway. Hmmm...
ANNA: I hear you about the routine part. Having little kids forces you to do that, but once the kids are older and (in my case) you stop having a Real Job, there's too much flexiblity. Fortunately, my horses really appreciate routine, so I'm actually working my schedule around THEM and it's helping me be more disciplined and scheduled.
TOM: "instead of one device to rule them all" ; )
Posted by: Kathy Sierra | Feb 2, 2007 10:10:06 PM
How wonderfully serendipitous! I read your post, and then just --two days later-- received my very first moleskine notebook as a giveaway at an event here in Beijing. What a fantastic way to end the week!
Posted by: ray | Feb 3, 2007 9:36:38 AM
I love Moleskines and I tried using one as a GTD system for a few weeks but it just didn't work out for some of the reasons you mentioned. Here were the big reasons:
1. I couldn't scale the project and next-action pages in a fixed-binding notebook. How many next-action pages will I need? How many project pages?
2. It got messy. Once I completed next actions and added new ones, I had to sort through pages and pages of things that got done with maybe one unfinished action among them that I might easily miss.
3. It can't hold a full-year calendar big enough to let me put down about six or so appointments in any day for a year.
4. I can't put in a good flexible contact list. As contact lists grow I need to be able to add new pages to it.
All of this led me to get a Franklin Covey binder and build my own GTD template pages for it. I use the Moleskine as my generic "inbox", a place to throw down casual ideas, notes, drawings, and whatever. When I sit down, I "process" these notes into projects and next-actions that go into my larger binder. The system has worked well for about four months or so now.
Still, someday I might find a good way to turn a Moleskine into a more GTD-like device. Right now I just don't think its physically possible.
Posted by: Mike | Feb 3, 2007 11:12:06 PM
Aha! This time I was already there. After painfully fiddling with PDAs for years I found a diary I used in 1982.
Good working conditions: was not out of batteries, did not use obsolete storage technology. Could be read at the same speed as current technology and was able to store a lot of different datatypes including graphics.
This convinced me to make a Moleskine my next PDA.
I found that my booklet is now something I use rather than something that I have to care of.
I do not use sections, but rather keycodes.
I code every todo with a square and put a check mark in it when I'm done, or an X if the task is canceled.
I found that storing sequentially, like in a CD file system, is effective.
The things you need the most will always be available in the last few pages. Those that get buried a lot of pages back might be uninteresting.
Keys will help marking spots and your brain is great in remembering things like "it was in the middle of a left page at one third of the book approximately".
Now, to make that with a PDA, we need a booklet of 100 lcd soft pages, touch sensitive, battery backed. I think we will be there in a few years.
Remember, you heard it here first (maybe).
Posted by: Michele Costabile | Feb 4, 2007 8:09:18 AM
I just picked up a moleskin yesterday and started using it today, I think this approach definitely has potential to be the first successful organization system I have ever used. (PDAs/Phones/etc have never worked for me)
One of the comments asked about where a dude could carry this thing, and for me it's pretty easy. I went with the 9cmx14cm size and it fits perfectly in either the front or back pocket of my pants. Based on your page count numbers it looks like you are using a larger version (the 9x14 has 98 pages if you count one side only and skip the first couple).
-James
Posted by: James Avery | Feb 4, 2007 10:16:09 AM
I've made my own pages for a binder, too -- some big advantages there. The planner I used best was the Uncalendar (http://uncalendar.com). Unfortunately, they've gone to a new look that I personally don't like at all. There are still some of the old style (muted color) left, though. I've decided that the best solution to my planning problems is to do less. We'll see ...
Posted by: Jeff | Feb 4, 2007 12:00:57 PM
Wow. I found a moleskin diary at Christmas and I love it. It's slightly more structured then your system, but it really suits me.
Now I have a moleskin for notes (and occasional poems about sunshine) and a moleskin PDA.
:)
Posted by: Mick Liubinskas | Feb 4, 2007 10:29:49 PM
I came across many articles on how to turn a moleskine notebook into an organizer, using sections and post-it tabs.
I was just wondering what will you do when you run out of pages , say for the projects sections ? Would you have to take a new notebook, leaving empty pages in other sections ? or expand one section and shrink another one, moving tabs ?
For the time being, I'm using just two sections ( todo / notes ) , one beginning from the beginning of the notebook, the other beginning from the end , writing backwards so that I can use the whole notebook.
Posted by: Michel | Feb 5, 2007 4:56:36 PM
I also use a notebook as a planner, along the DIY / GTD method, and was frustrated by the inability to move pages around. So I switched to a notebook like Levenger Circa, but made by Clairefontiane (http://www.exaclair.com/brands_clairefontaine.shtml, who makes beautiful paper and notebooks). Unfortunately, they seem to have discontinued the model with the Clair-ring model, and I may have to switch to Levenger (who charges a lot to ship to Canada). But I love being able to move pages around, and shift notes out into permanent files, move things between notebooks, etc.
For the actual calendar thing, I am now using Franklin Covey's Compass model, which I love because it lets you look at a whole month. I cannot do the linear planning thing that Palm et al require. Just has to be more visual to work for me.
Thanks for the continuing awesomeness of your blog.
Posted by: SusanA | Feb 8, 2007 4:12:43 PM
I've tried lifebooks, organizers, PDAs, smartphones. I'm on my third moleskine, same size as yours, fits in a jeans back pocket. Get a grid one and it's the perfect place for all information: brainstorming, dates, impromptu contact infos.
I think that if you need more structure than that, your life is living you and not vice versa. That's for a more introspective topic, though!
Posted by: CJ | Feb 8, 2007 9:26:13 PM
So, here it is: a cell phone trying to close the gap with paper.
This confirms the Tao of Internet (if you think something should be there it will).
http://www.polymervision.com/ProductsApplications/Readius/Index.html
Posted by: Michele Costabile | Feb 9, 2007 1:20:30 AM
Thanks very much for a great article, Kathy. My GTD system (with index cards) was giving me too much room to fiddle and procrastinate, so this post found me at a good time. I've moved my GTD system into a Moleskine book (actually, a Moleskine clone I found at Staples, because I didn't have any more blank Moleskines around) and things are working much better. For the curious, I've documented my system -- though it's very similar to Kathy's -- at:
http://www.tammycravit.com/gtd/GTD_Moleskine.html
-- Tammy
Posted by: Tammy Cravit | Feb 9, 2007 11:33:47 AM
A possible solution to the no backups issue is to snap
pictures of your notebook pages with a digital camera or camera phone. You would only need to snap those pages that have new and important information, so it wouldn't be too much of a burden to take a few seconds to "sync" your notebook with the digital world.
Posted by: Alex Matan | Feb 9, 2007 5:24:50 PM
I used a PDA for several years but went back to basics about a year ago. My GTD system is based on dozens of post-its. In the office there's a tabletop (A4) version with all my work projects and actions; for non-work things I have a wallet-sized portable version. Both consist of a few sheets of card stock, onto which I stick endless post-its, with a few tasks on each.
The post-its make it easy to reorganise a sheet: the most important things can be moved up, less important ones down. And when most of the tasks on the post-it have been crossed out, the rest can easily be migrated onto a new one. The whole "system" is very flexible and fast to use. Another good thing is that I can lay out the whole system on my desk and get an overview of absolutely everything on my list, with no effort.
http://www.toomik.net/helen/blog/2006/01/29/new_organiser/
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