Taking notes at work

I'm the type of person who needs to take notes in order to follow a discussion, remember something, plan for follow-up actions, have an overview of a topic, and so on.  It's the reason why i use a Filofax.  I need pen and paper in my life, and that holds true at work too.

At my current job, i might take notes of ideas i have when sitting alone at my desk, or take notes during a meeting, or about a specific project i'm working on, and so on.  I wasted some time in the past trying out different systems before finding one that works for me, so i thought i would share my current tips:

• i use one A4 notebook only.  I use it for all my notes.  The only exception is that i have to take notes during phone calls to write up transcripts afterwards, so i use a separate notebooks for those.
• i leave around 5 empty pages at the beginning, then i have a page that i dedicate to an 'ideas' page (=random ideas i want to explore later), and then everything is in chronological order.
• i number the right-hand pages in the upper-right hand corner.
• i keep an index inside the front cover (eg: "p. 5: mtg w/ LST 06.16 on expansion").
• i use the margins to point out important info (with a *), to dos (with a []), to delegate (with a °).
• i use the lower right hand corner for follow-up questions, actions, and people to contact.
• i always write in black or blue, and annotate in green or red. 
• i highlight important to dos or infos in yellow, and finished actions/to dos/projects in green (then when i flip through the book i can easily what's still current and what's finished).
• i date every entry, and i also give it a title.  If it's a meeting, i put the names of the attendees, and if it's on a client's premises or outside our offices in general, i'll also write down where we are (i've noticed that it's helped in the past to remember specifics).
• when a book is finished, i put the period it's covered on the front and file it.

Here is my system, made up of advice given by my professors at school, by different bosses over the years, and gathered while reading different articles and books.

[for my fellow stationery geeks out there: my A4 notebook is a spiral Clairefontaine 90g/m², of course.  I use standard bics as pens though...]

Did you miss me?

'cause i missed you!!

I haven't written in a long time (or what feels like a lot time) and there's lots i didn't tell you!

First of all, I am now all moved in my first Personal Filofax!! I bought it on Philofaxy AdSpot from SewSaffy at the end of 2012. Let me tell you guys, if you see something she sells that you might like, don't hesitate to buy from her. She was super nice about everything, quick to answer, sent me a bunch of very accurate pictures, sent the binder very quickly (with extra goodies!!!!), but was also just nice and took the time to explain me a lot about sewing and to recommend some books i might like, and to chat with me. So when her binder got here, i really wanted to like it, only because she had been so nice!
By the way, it's a Personal Finsbury, in GREEN! me so happy :)
You might remember how reserved i was about using a personal. I was afraid the "weird" page size would feel all wrong to me. Well, far from it! I got used to this new size very quickly, i love the fact that my bags are MUCH lighter now, and i just got into the habit of taking the page out of the binder when i need to write a lot. I love love love it, and feel perfectly comfortable in that size!
I just moved in with the same set-up i had in my A5, and starting from there, I'm still adapting and changing things. I can't say if the following set-up is gonna be my set-up for 2013, because I think the fun in a Filofax is that you can change it up whenever you need, right? But so far, here's what i have:

• first up, my wallet section : cards in the card slots, IDs in the bigger pocket, and, on the ring, a zip pocket for my money and behind it, more card slots
• first section is the diary: i started with cheap inserts from Hema (you can sort of see them here), and when i got used to the format, i designed my pages. I'll show them in a later post!
• next i have a Notes section : list of meal ideas, menu plans, a list of things i want to buy but want to think about before, list of things to knit, and so on...
• then i have my Projects : i took the current projects from the A5 and copied the interesting pages to Personal paper, right now it's mainly house stuff, summer vacation plans, and job searching (again, i know....)
• finally, my Information: log ins, health info, some important addresses and phone numbers, log ins for work and so on.

The binder is not too full, which is great, but i still feel there's info in there that i don't really need, so it's still a work in progress!
So now you know what i'm using this year :)

My new set-up, part two

I've been reading about Getting Things Done for a few years now. I've always been an organizational geek, so when I discovered David Allen and his system, I was in heaven. I read everything I could find that was free, especially off the official website, because I'm poor thus cheap! That means that I only read the book this summer, when I had the opportunity to borrow it. I wasn't disappointed, and decided to include a bunch of GTD ideas in my set up. I won't explain the whole system here because I think you guys basically know the principles of GTD, but if anyone wants to talk about it please let me know in the comments!
So my new set-up is a balance between the cutesy I love, GTD ideas, being plain enough for work... perfectly adapted to me :)

As I was saying in my previous post, I now take this binder more or less all the time with me. It starts with the same cards as before in the cards slots, I only added my ID and some business cards, as well as a blue BIC pen in the pen loop. You'll see I try to color-code my entries, and blue is for the 'personal' stuff. I also have a pencil in the second one.
I have the fly leaf right at the beginning, with a variety of post-it notes on it. Right behind it there's a sheet protector and then some draft paper. I took the calendar pages I haven't used and turned them upside down. I did 'erase' the dates to make it less confusing... This part is basically my 'capture' area. I'm trying to make it easy for me to collect my ideas and thoughts, wherever I may be : small post-it notes to quickly jot down something, sheet protector to insert a note I might have taken from somewhere else, blank pages...

Right after that I have my registration page, personal information page, and my 2012 goals mind map.

The next section is my 'next actions' and 'waiting for'. Like last time, I used washi tape to mark my tabs, this way I can reuse the section page easily. In this section I have, again, a bunch of blank pages. The context is written at the top of the page, and actions and waiting fors are separated by these pretty postcards, on which I put Tracy's Martha Steward for Staples tabs :)

The next section after that is the calendar itself. I start with a year calendar I printed off the internet, and then monthly calendars I made and printed. They have a section at the bottom that uses Ray's monthly planner main parts. I decorated them with the tape Tracy sent me. Here I write the main events of the day, like trips for instance. I also use them to track my weight.

Then I have my week on two pages calendar. I try to color-code my week so it is more readable. Black ink is for work, blue for personal, pink for sport, brown for blog, and purple, bright blue, green, orange for everything nice :)

I write down the appointments in the time slots, use the remaining of the column for to do list and a summary of my day. Most of my to-dos are on the next actions lists, so in the calendar you'll only find things to do on a specific day.

After the calendar I have a 'Projects' section. It starts with a list of all the projects inside, and then the main ones are identified with Tracy's tabs. I have Finances (I designed my Finance sheets, so I could follow my budget), Sport (with my C25K training plan, list of workout, etc.), everything about our move here (budget, plan of the apartment with dimensions, shopping list, infos...), Next summer vacation... There are a few more blank pages here as well so I can insert them where I need.

Then I have my 'Someday/Maybe' section. For the moment it's just a list of things I may or may not pursue... This section feels very liberating, I must say! It allows me to think about things I may not have the time or money to do for the moment without feeling guilty.

And finally, my 'References' section, of which I am most proud. I decided to organize my references with my alphabetical tabs. I have a first sheet here on which I have my access codes to a bunch of sites, written with a code of course. Right behind that I have a 'work' page where I put all the important contacts from work + my MS exchange access to Outlook. And then, I have a summary of what is behind each tab. For instance, under 'EF', you'll find a page about Filofaxes :) (more specifically, ideas about set-ups). So behind these tabs I have the corresponding contacts, and then a few references. Under 'OP', with my organisation-related notes, I have my GTD notes.

And then, we have some business cards, and my beloved notepad.

Here you go, my new set-up! I really like it, it's easy to use, and to find everything I need. The only thing is that it's quite heavy...
What do you think? Did you see any ideas you liked? Do you use GTD? Have you solved the 'I need all this with me but my back is breaking' problem?

My new set-up, part one

Every year, I feel like September is the best 'good resolutions' time for me, and that it's truly my beginning of the year, much more than January. This year it's even more so, as we had a true back to school period! We left our previous jobs around June, moved out, moved in with my parents for the summer, then both started new jobs in a new country we had to move to early in September. And just like when I used to start school, I found myself in need of a new planner with a new system. I actually did call it back in June in my first set-up post)

As you may recall from this post, I used to carry my Malden Pocket in Vintage Pink around with me all the time, using it as my wallet and writing everything in it. Then my Chameleon A5 in Aqua Blue was my stay at home Filo, where I would detail my day and think more long term.
With the move and then a new job beginning, it became more and more difficult to sync both my 'stay home' A5 and my 'always with me/wallet' pocket. Also, I needed something much bigger for work. Not necessarily because I've lots of work that I want organized, but because I need a place to vent and something to use that will make me feel better and a little excited about my job. But more on that later!

So I decided to transform my stay home A5 into my one and only Filo. My beautiful Pocket Malden is being retired for the moment, and it breaks my heart because I love it so much, with its delicate leather and wonderful smell... I miss stroking absentmindedly at the cash register. I'm glad my wallet is leather too :)
So now I'm only with my Leon. My blank pages and archives are all in my A5 Finsbury. I adapted the Getting Things Done system into this binder (a little bit), so I'll tell you more about that in a different post. In a third one, I'll tell you how exactly is the binder set up and drown you in pictures! I bet you can't wait :)

Malden, my Filo-on-the-go

Hey there,


Here is my second set-up! I hope you enjoyed the first one. Today I'll show you my Malden, which is the binder that's always with me. As I said when I described my Leon, this summer is a bit special for me in that I don't work and live at my parents', so my Filos are not as they would be in 'normal' life. Expect an update on the set-ups in a few months!

My Malden is my very first Filo. I had been expecting a Filofax for a long time, and this binder did not disappoint! It has a rich feeling, with its soft leather and beautiful color (to my eyes at least :) )
I ordered this binder in Pocket because it doubles as a wallet. To me, this is the best way to ensure I always take it with me.

Here goes!

This is what I see when I open the binder. I keep in the slip pockets my credit card, an ID, and some small business cards printed off of MOO.com. And I have a cute picture/quote to make me smile :)

I keep coins in the zip pocket. I was very surprised at how much fits, in this picture I had 20euros in coins, which is that much :

That many monies

Yes, it does say 'and act like Kate Middleton'. LOVE IT!

After the Dr Seuss picture I have two credit card holders, full of frequent flyer's card, debit card, social security... And then this picture, next to my post-it dash board. This is so useful. On the bigger post-its you see here, I can jot down whatever when I'm on the go, and later put it in either this Filo or the A5. On the back of the fly leaf I have 2 smaller post its.

This might be my favorite part of the diary: I write everything on this calendar, and it really helps me keep track of things (workouts, weight, travels, work, friends' visits, illnesses...) I had a hard finding blank months to show you :)

This is the diary itself. I use the week on 2 pages that came with the binder, but I think I might change to week on 1 page for 2013... not sure yet. Here I added a note page in the middle of the week to give me more room to write down info. Typically I only write appointments and some times grocery lists on the days :) This note page is actually from an A4 notebook I bought when I was younger and never used, because 'I had to save it for an occasion! I can't waste the paper!!'. Well I gathered all these precious notebooks and cut them down to fit in my Pocket, where the cute designs make me happy :)

Typical of this poor Malden : I write something down on a post it note, in a hurry, and slam it in the appropriate week. Then it never gets written down in pretty colors... I did use a sticker here though. The post it on the Today ruler has my weekly to-dos, so I don't repeat them.

This is the end of the diary part. On December 31st I put a post-it note on which I wrote things scheduled for 2013. They'll get written over when I get next year's calendar. After the diary we have a Notes section, delimited by this cute postcard I cut down to fit. You can see again some of the cutesy paper from earlier. Here I have notes I need to keep with me, mostly related to shopping! For instance I have a list of chemicals I try to avoid in cosmetics, or perfumes I want to try out...

After the notes I have some important phone numbers, and then a Finance section. For this section, I was too cheap to order Filofax' Finance paper, so I copied it by hand on paper cut to size... works perfectly for me :)

At the end of the binder I have this enveloppe containing souvernirs, then a zip-pocket with subway tickets for Paris. In the vertical slip pocket at the back I have my driver's licence, and in the horizontal one more note paper. The pen I use in this binder is a 0.5 Frixion, because it fits perfectly and because I need it to be erasable.

Last but not least, the reason why Pockets work so well as wallets to me: here I can of course stash paper money, but also letter I need to take care of, or doctor's notes... very useful.

There you go, you now know everything about my M.Malden!

Leon, my Stay-at-home Filo

Hey there,

So here we go for my first set-up post/walk-through. I'm excited! Get ready for a lot of pictures, because picture-heavy posts are my favorites when it comes to Filofaxes :) I'm sorry these are a bit blurry!

In my first post, I explained that this A5 Chameleon was the second Filo I bought. I had been using the pocket size for almost 6 months by then, and I was starting to feel limited by the size. I love that the Pocket is so portable, but sometimes I would feel frustrated, especially when I was trying to write up my day in the evening. I tend to use my Filo as a planner, for future events, as an organizational tool, when my time is a little tight and I need to put more thoughts in planning the day, and as a record of what happened, gluing bits and bobs in it. So, I decided to get an A5 Filo that I would mainly keep at home. If my job were to change, I would then think about taking it with me to work, but that wasn't an issue at the moment (and still isn't). I will do a separate post where I describe my Pocket 'on-the-go' Filo.
I received this A5 Chameleon just as I was quitting my job and going to spend the summer at my parents' house, so I have some difficulties setting it up. Because, you know, I'm not in my 'real life' right now, if that makes any sense?? Anyway, except an update of this set-up when September arrives :)

On the left hand side of the cover, we have 8 credit cards slots, one bigger slot, 2 slip length pockets and one zipped length pocket. I don't keep a lot here. I have a few stickers in the slip pockets, some post it flags and Tracy's paperclip. In the credit card slots, I keep personal pictures that I printed on Moo to the right format. I don't use the pen loop because, as the binder stays at home, I have access to ALL my pens :) When I do need to take it with me, I usually take a pencil and a ballpoint pen with me.

The very first page you see, behind the transparent fly leaf, is the registration number. I'm paranoid I might lose my Filo (which stays home...) After that, there's the personal information page (well, really, only my name and email address), and then the Filofax informational pages I decided I needed (EU Members, Religious Festivals, Notable Dates). That's the end of the 'introduction' part of my Filo.

Then we go into my 'objectives'. First I have a mind map of my main goals for 2012 (roughly). I made it cute with different colors and stickers, and put it in a homemade protective sheet (just an A4 plastic sheet cut in half and repunched. The washi tape is here to help punch trough plastic).

Then we have my first divider, on which I put one of the tabs Tracy sent me, and behind which I have my monthly goals. I've created a template for those that I adapted from Ray's monthly planner. I've been using them to set up goals every month and review them at the end since February, and love it so far. It's been very helpful, in improving myself.

My next section after that is 'sport'. I tried to keep it pretty vague. In it you'll find a Couch to 5k training plan (with the pink tab) that I printed off the internet, and that gets checked off every time I achieve a step, a Workout Log that I drew on some squared paper (4 columns: date, type of workout with room for comments, duration, distance if applicable), and a few interesting articles on fitness I punched and put here. I just put some washi tape on the tab of the divider, wrote the title on it and added some Winnie the Pooh stickers. As I said I'm fairly certain my set-up will change when I'll go back to the real world, so I tried to do tabs that I could easily modify.

The following section is my diary. I put one of Tracy's cute stickers on the divider (the character seems to be scratching his head in a sort of 'duh?' attitude; too cute. Sorry the picture is so blurry!).

I start with the year overview that came with the Filo. It's far from perfect, I very much prefer the horizontal calendar where each month gets a column, but I haven't yet found a way to print it out on my own. I know, I'm pathetic.

But then you can see the month on one page I did, adapted for Steve and Ray's template. I think I only changed the look, and added a Notes column. Oh and there of course you can one of Tracy's goodies, again :)

Then we go into the diary. I use Week on 2 Pages, column, because it came with the binder, but it's actually my favorite format, so that was nice. I usually first write down the appointments in front of the time, then the to do list of the day where there's room left, and then write about the day where I can!

The three next sections are dedicated to current projects. The first one is about the things that need to get done where I am now and during this summer. The second one is about planning after September. The third one has everything I need about my current job search.

After that, we get into a 'References' section, where I keep important information, a list of things I like, a list of Zen habits, a summary of Christmas gifts exchanged, and a page about my Filofaxes' structures. Then I have the alphabetical tabs behind which are my contacts (addresses, not email addresses or phone numbers, which are in the computer or the phone).

At the back I have blank paper, which I use to sketch, the business card holders (in which I keep mainly contacts needed in my job search). In the last pocket I have the Filofax notepad, which I use a lot, and I use the space left behind it to stash any letter or paper I need to take care of.

There, you have it, my Leon! I hope you enjoyed this post, as much as I enjoy reading about your set-ups! What do you think of him?