I need some help with the pragmatics of Next Action list- keeping. I use paper only in a 3 ring binder that contains calendar, "IN and Notes", 6 @ context sections, a section listing projects, and a section for phone numbers and other reference data. As I process "IN and Notes" or my IN boxes (work and home), I get the next actions on their proper lists but as these get done, new ones get added before all the previous entries are done. The lists get messier and they go on then for several pages. Then I just look at the more recent entries and pretty soon the early entries that got skipped over or couldnpt be done at a certain time are forgotten and then I end up in trouble. Many of these didn't seem to need to go on a calendar because they did not appear to have a deadline, or the deadline was 6 months away or it seemed that they were not really a link in a chain of actions at the time. Also, as I process "IN" I often find actions that need to be done that day or the next or the day after that and they will require more than one step and some carefully planned time as well as locating materials or data but they are not really calendar actions in that they are not appointments or have to be done sometime on one particular day. They just clutter up the calendar and dilute the impact of seeing a calendar item because they have a pretty large window of time. It is also discouraging to put them on the calendar and then keep writing them forward. So, as a practical matter, how can I keep the degree of urgency of an action item with the item itself and how can I indicate if the urgency is externally imposed or a preference on my part? That may sound stupid to some people but at my age and with my mulitple roles I do not remember if I need to order supplies by 7/20 because I want them for a project I am doing on 7/25 or my boss wanted them by 7/30 or they are 20% off until 7/21 or I just won't have a 2 hour block of time for making the ordering for quite awhile after that date. And how can I keep track of this date and its degree of flexibility without putting it on the calendar? An ASAP list seems a little defeating because it lacks contexts but I need a list that reflects urgency and date-relatedness in order to put myself into the right contexts and plan my time. Would appreciate any thoughts. If you think I have simply overlooked something in GTD that addresses this or that this would not be an issue if I were implementing the system fully, please say so. Thanks!
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Keeping paper-only Next Actions lists tidy and "ASAP li