Office GTD Set-Up Part 4 - Moleskine


I use this Moleskine Notebook as my general note taking device. I have tabbed it with the latest Post-It Index Tabs and printed the subject matter on labels and attached them to the tabs. I have been using these tabs for a couple of weeks and they are robust as you can see and stand up well to general wear and tear. I like the Moleskine format, it is robust and the paper quality is good - which is essential when you use a fountain pen. I carry this notebook around with me all the time and keep notes and general information in it. I don't keep reminders or "To-Do's" in it, it is essentially reference information. Mobile capture device is the DA pocket notetaker. I have one of the newer style larger softback Moleskine on my desk at work. I use it essentially as a "Day Book" in that I capture my voicemail messages, telephone numbers details of conversations or general notes and then process them either directly or into my Outlook Tasks. I then review all these notes on a weekly basis during my Weekly Review. My preference in all my Moleskine notebooks is for the grid format pages.

Office GTD Set-Up Part 3 - Tickler

When I first read "Getting Things Done" I found the concept of the Tickler File the hardest to get my head around. However after seeing the Great Man himself at a Roadmap Seminar I resolved to try to incorporate this idea. I made my own files with my trusty label maker and started to use it. It was nothing short of a revelation for me, both at home and work (I have a tickler at both locations). At work its great for filing papers that I know I will need to refer to again, at home I primarily use it to keep track of when I need to pay bills. I found some mesh boxes at my local Staples to keep the tickler set of files in and this works really well at both locations. Some months ago I treated myself to a DA tickler set of files and they are great - sturdy and robust. I have yet to up-grade my home set - but will do in time. I would encourage anyone maybe struggling with the tickler concept to give it a try - it has helped my cope and be more organised with my paperwork at work.

Office GTD Set-up Part 2- Folders

This is my Feldon folder stacker from DA. I keep files in this that I am currently working on or need to refer to on a regular basis. Although the picture doesn't show it, it is tiered and has seven sections. Each section takes two averagely filled files. As you can see I use the DA files and like any good GTD'r I have my label maker handy! I would recommend this product or something similar for files you need to keep at hand. I know there has been some comment that the DA products are expensive (all the more so for those of us in the UK who have to pay overseas shipping and customs) but I think they are worth it - well produced, stylish and they do the job. Good tools promote good work!

Office GTD Set-Up, Part 1


This shows my set-up at work. I use a Lenovo X60 Tablet PC which is on an adjustable easel and attached to a larger screen. I can then use the actual laptop to ink on whilst still giving me the flexibility of a larger screen for word processing and the like. I also have attached to my system an old HP palmtop machine that sync's with my Outlook mail, contacts and calendar. I have the Netcentrics GTD add-in for Outlook 2007 and that really works well for me. I try to keep my inbox with as little as possible in it and file off e-mails to other folders or make them into tasks with assigned categories through the add-in. I tend to take quick notes into a large Moleskine, but review them on a daily and weekly basis (via my weekly review) to make sure that they have got into my system. I like using MindManager for ideas generation and outlining problems. I also keep a master map which links to a lot of smaller maps which encompasses my whole life! - work, home, hobbies, projects, relationships, life etc., etc! I use the DA files (they are great) and I'll talk about my filing and Tickler system in the next post, as well as a few other DA goodies that I have bought.

(Photo credit Paul Worthington)

Technology

After lots of trial and error I have finally got my GTD system into some sort of stable framework. I am an Outlook (2007) user and have the Netcentrics Add-In which is excellent, so use that for all N/A's and categorising both tasks and e-mails. Kelly Forrister (see my Blog links) has produced an excellent White Paper on how to set-up Outlook without the addition of an add-in. It can be purchased from the David Allen Company http://www.davidco.com/.

Paper

I use a Moleskine for work notes and one for personal notes. In both my office and my study at home I have In-trays and reading trays along with a Tickler File. I must say originally I was a bit unsure of these, but they are great for filing papers that you will need in the future. While for many years I made do with tickler sets that I had made myself - I can highly recommend the ones that the David Allen Company now sells, in fact use the above link and see all the cool gear that they are now selling - along with the tickler I particularly like the files, zipped folders and file rack. On first glance they may seem a bit expensive - but are superb quality.