I really like pen and paper for my todo lists. Which is ironic because my handwriting is dreadful.
I was meeting a friend for coffee and they asked why I needed a notebook, and I showed them my system. He thought it was good enough I should share it.
I’ve tried many systems, GTD, 7 habbits, AutoFocus. If it can be done with fancy stationary, I’ve probably given it a shot to see how it goes.
My system is the best of those previous 3 that I can see. I use a medium sized notebook, 5″ x 8 1/2″, I really like the feel of acid free paper but that really doesn’t matter.
I write out everything that I can think of that I need done in the middle of the page, as a running list. No priority, no filter, just stream. This becomes the master list. A good master list is made up of actionable statements. “Mortgage” is not a thing to get done. “Call mortgage officer at x bank about mortgage rates” is a good item.
So now we have a master list of things to work from. Flip the page and write the date on top. Scan over the master list and pick 3 things you can take action on in the next few hours. Write them on this page. An action can be to delegate it, complete it, make some progress and then postpone the rest, or cancel it entirely. To denote the action taken I use the Franklin planner style. For complete a check mark, fairly normal. For delegation, the initials of the person, and a circle around it. For started a dot, if completed check through the dot, if postponed and arrow pointing right. To cancel something I draw an x.
Now tomorrow rolls around. Now you need to track which page you are on, I use a paper clip, ordinary metal that I can get at anyone else’s desk if I need one. Flip the page, put the paper clip on that page, write the date on the top, pull over any deferred items first, then write in the next 3 things you can do from the master list.
If anything new is added to your plate while running this course, just add it to today, not the master list. The master list is just a jumping point. If you find yourself procrastinating or you need to break things down, just flip to a blank page, start a master list, and get more granular and start over. As long as you move your paper clip, you won’t be confused by this exercise, and you can get back on track quickly.
Other hacks, that I’ve come up with to make this even better include, writing phone calls from the bottom up on the page. All others from the top. Usually phone calls need knocked out all at once, so its easy to whip out the smartphone and tick off 4 things quickly.
I would love feedback on how you do this kind of thing.