How do you control paper?

Q: I write down everything but I always seem to end up having problems controlling all the pieces of paper and lists; what are your suggestions?

GTD Coach: Writing everything down is a great first step.  All those “notes” where you’ve captured and collected what’s in your head, need to be put into an “IN” box and then within a day or two they need to be “processed” so that you make decisions about what the work is to be done (an email to send, a call to make, etc.).  Once you process them, put reminders of the work to be done in your Next Action lists or on your calendar.  If you travel, your “IN” box can be a folder, for example. On a regular basis, stop to gather up any notes, business cards, loose papers, etc. that you might have left in a pocket, briefcase, wallet, or which are still on a notepad (tear them off) and put all those in the “IN” box or tray to be processed.  You can read more about Collection and Processing best practices in David’s first book Getting Things Done and we have loads of Webinars and educational resources on GTD Connect about this.

 

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4 Comments

  1. Use notepads that you can tear the pages out. Stay away from spiral bound ones. That way rip out the pages each day, process them, and toss.

  2. Agree on the use pads you can tear the pages out but I like the spiral bound ones as being more durable. I get the small 3 x 5 inch size in dozen packs at Sam’s Club. Each day I take my notes, and rip them out and put them into the inbox.

  3. My on the go “in box” for business cards & receipts: take 2 ziploc bags: label one Bsns Cards, label one Receipts. Put them directly into the bag, then process the bag. Now it’s empty and ready to go again.

    When I want to jot a quick note: if it’s quiet enough, I use Jott.com and send it directly to Outlook Tasks or Calendar. If not, write it on 3×5 index cards I carry in my Levenger Pocket “briefcase”. Staple it to larger piece of scrap paper if it’s just something that goes in my Tickler Files OR process it directly to Next Action list, Calendar, etc.

  4. I have a FRIDAY box. I put all my notes, follow-up and everything I did not get to during the week. On Friday I look at what’s in my Friday box and start working on the list. I prioritize my sales activities first. It it’s an activity that is going to help my reach my sales goals, I do that first. Great Article. Thanks.
    Norma Serrano, Wine Consultant

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