How to use Paper-Based Organizers

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How to use Paper-Based Organizers

When it comes to organizers, many people prefer the old-fashioned paper versions. David Allen presents the idea of a paper organizer shaped to suit your own needs (which makes it a quite different vehicle than a purchased Day Planner or similar item). As Allen says, paper-based organizers have the advantage of offering “better and faster visual overview and context.” In other words, you can find what you want instantly.

Allen suggests buying a simple 3-ring binder, filling it with lined paper, and adding dividers for the categories you want. You could also consider adding pre-printed forms for calendar pages and contact-info pages.

He suggests 8 tabs:

Notes/In: A portable in basket for capturing random notes—meeting notes, thoughts, a record of phone conversations, etc.–for later processing.
Calendar: Specific information for the day, as well as information about future appointments and plans.
Action Lists: Single actions that need to get done when you have discretionary time.
Agendas: Items to bring up when you meet or talk with individuals or groups.
Projects/Goals: This section should be reviewed once weekly to ensure that you are staying on top of your active projects.
Project Planning/Notes: Supporting material for projects.
Reference/Misc: A general “catch-all” section.
Telephone/Address: Basic Rolodex of names and addresses.

But for this to work, it should be set up to reflect your own work, life, and needs. For me, these 8 categories would be overkill. For you, they might be perfect. Don’t be shy about deleting categories you don’t need and creating new categories that work for you.
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© Suzanne Rodriguez
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