[Tfug] Organizational Systems?

[Paul Lemmons]

Ian McEwen wrote:
> As a recent project, I've been working on getting myself
> better-organized; as points of reference I've been using David Allen's
> excellent book "Getting Things Done" and various sources across the
> Internet, but I'm curious what TFUGers use to organize themselves,
> whether it be digital (more in line with the group) or not (more off
> topic, but still interesting). I'm especially interested in exactly what
> tools people use digitally for organization; I've been considering some
> combination of vim(+folding+maybe some sort of plugin like Vim Outliner)
> and git, but there's a whole range of options and I'd like to see some
> example "working systems," as it were.
>   
"Working Systems" I have spent a career trying to find the right mix of 
tools to keep organized. Here are some of the things I have learned.

1) If a system is already working don't try to fix it. For example. I 
have absolutely no sense of time. I have done things that help fill that 
gap in my skill set. Being proud of what I had done, I tried to get my 
wife to do the same. She does not suffer from this deficiency so found 
all of my work totally superfluous.

2) It must be simple; dirt simple. If it is in the least bit complex, 
you will only put up with it for a short time and it will fail. For 
example, even something as simple as having to login to use something 
can disqualify it as viable.

3) It must capitalize on some skill that you are pretty good at. To 
choose an aid that operates in a domain where you don't have skills 
means that you need an aid to aid the aid which breaks the "simple" rule.

4) It needs to be ubiquitous. If it is not where you are when you need 
it is may as well not exist.

5) It must be non-passive. If you have to go look at it it will not 
work. It needs to be telling you what to do and when.

OK, That said, here are some of the tools that I use to get organized.

Time:
I use the exchange calendar where I work. This would not be my first 
choice but because that is where other people add most of my 
appointments so I have opted to use it as my standard. I put *all* 
appointments there: business and personal. Simplicity demands a single 
calendar. I have installed an Outlook plugin that will send me reminders 
for any meeting by sending it to me as a text message. I also sync it 
with Google calendars and my palm pilot. The google sync is only about 
80% effective and the palm only gets sync'ed when I remember to do it.

Notes:
Meeting notes. I use two methods here. There are some meetings that I 
always have a laptop at. For these meetings I use KBasket. It is simple, 
not fancy, has bells but no whistles. Primarily this is used for those 
meetings where "minutes" are kept and I actually need to be able to 
refer back to them.

I also use it for things I just don't want to forget: when I bough 
stuff, what I am going to get the kids for Christmas, ideas, thoughts, 
social security numbers for the kids and wife (it can encrypt private 
data), etc.

All other meetings I bring a steno pad. Not high tech but is simple, 
ubiquitous, light and does the job. I used to use a "Day Timer". Too 
heavy, complicated and difficult to manage. Also too many blank pages.  
I have considered switching to a netbook but have not bit the bullet and 
bought one yet.

Tasks/To-Do's:
I have tried everything: Palm, Windows mobile, Outlook Tasks, Email, 
Post-its, Kontact, Lightening,  Eventum, Task Freak and many more. I 
still use Task Freak for project oriented things but for the most part I 
have switched to IBM cards. You know, those cards that we used to punch 
holes in and feed to a card reader. They fit perfectly in a shirt 
pocket, are very light and are stiff enough to write on while holding 
them in your hand. Every week or so I transfer the unfinished tasks to a 
new card. Not very high tech but does retain the geek factor :)

Of all the things that I have, though, the most useful is my wife... she 
remembers everything :)
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