I’m asking because I’m wondering if there’s a more efficient way for me to handle my notes at work. Currently I just use a txt file in Notepad++. I use this file to track all of the stuff I have to do, such as tasks for stories I’m working on, next steps for projects, discussions I need to follow up on, questions and ideas I want to bring up, etc. The way I organize the document works pretty well for me, but I’m just curious how other people do it.
I use a cheap paper notebook, like 5x8 inch size. Each day, first thing when I start work, I write the date at the top of the next blank page, copy the items from the previous page that are not done, and add new items at the bottom of the list as they come up. Tasks I haven’t started have a blank box next to them, tasks I’ve started get a half-filled box, and finished items get a filled box. Anything that moves from one day to the next that hasn’t been started gets a digit in the box that increases by one each day. If the number gets to 10 I cross the item off as cancelled. When I’m picking a new task I try to prioritize some the tasks with higher numbers.
If I need to take notes I’ll use nearby blank space, sometimes a facing page. Generally I keep notes very short, long details go into whatever ticketing system we’re using with the ticket number in my notebook so I can find it again. There are a few other habits I use that are generally in line with the Getting Things Done (GTD) productivity techniques, like simple flags for what sort of action I can take on the item (completable (about half a day or less), needs more info, needs decomposition (more than half a day of work)), with the notable difference that I don’t make any effort to ‘capture everything’. I load-shed aggressively and early, which is in-line with the way I want to live my life.
Mostly I don’t keep very many active tasks, so it’s rare that I have to cancel items. If my list is getting long I stop putting new items on it and just tell people I’m too busy to accept new stuff. I used to try to track more stuff, but I learned that just meant I ended up with lots of notes about stuff that I never had time to do, so I quite wasting my time tracking them.
When the notebook is full I put it on the shelf and get a new one.
I keep the notebook next to me on my desk. If someone asks me for something I check the book, if it looks like I’ve got time, I add it to the book. When I go to a meeting, I take it with me. If I don’t happen to have it I usually remember what’s on the current page because I just wrote it there that morning.
It’s low-tech, and I like it that way. Partly because I like to find nice pens to write with.