Organizational Tips

[nrvna76]

I was promoted the end of last year to a low level management position. This is in a big organization with 2500+ people, I’ve found it much more difficult to keep my formal and informal commitments, mostly because they come so fast throughout my day that new ones overwrite old ones in my head. A single trip down the hallway to get a coffee involves 6 conversations with folks asking for things, I’m lucky if I remember 3 after I get my coffee.. it’s like playing whack-a-mole everyday.

This is a secure facility, so I cannot bring my personal phone in, I do have a company provided iPhone 7, but that does not connect to my work PC do to classification issues. This means I cannot sync my outlook calendar and/or reminders, etc.. to the company iPhone.

I’ve tried just a small notebook to jot down and cross out items. Printing my outlook day view and keeping notes on that, and just carrying around a portfolio with scrap paper. Each thing leaves me a little scattered and it’s hard to find, sort, prioritize, and complete things.

Any suggestions on a good task management system that has worked for you, digital or otherwise?

 

[Gutwrench]

First off congratulations!

One technique I use is carrying a clipboard when leaving my office and walking deliberately with a semi-pissed off look on my face. I found this significantly reduces the times I’m stopped because people fear if they do I’ll give them work.

Alternatively...I’d politely ask them to send an email so you won’t forget (and to track your work). If the requests are coming from up the food chain then I’d jot it down on my clipboard or return to my desk to put it on my “to do” list. If I don’t I’ll forget.

 

[0388631]

Small planner with journal entry. I knew someone maybe 30 years ago who'd journal in their entries using a folded page with quadrants to keep track of time and activities. I saw it recently again, or a method of it, on the internet while looking up a German paper goods company.

Edit: Leuchtturm 1917

 

[nrvna76]

First off congratulations!

One technique I use is carrying a clipboard when leaving my office and walking deliberately with a semi-pissed off look on my face. I found this significantly reduces the times I’m stopped because people fear if they do I’ll give them work.

Alternatively...I’d politely ask them to send an email so you won’t forget (and to track your work). If the requests are coming from up the food chain then I’d jot it down on my clipboard or return to my desk to put it on my “to do” list. If I don’t I’ll forget.

Thanks!

Many aren’t from my direct reports, however it is a mixture of direct reports, my bosses (there are 4 management tiers above me..) or colleagues/folks in other groups that my group supports. Sometimes email is tough because a lot of people don’t make it back to their desk often.

Small planner with journal entry. I knew someone maybe 30 years ago who'd journal in their entries using a folded page with quadrants to keep track of time and activities. I saw it recently again, or a method of it, on the internet while looking up a German paper goods company.

Edit: Leuchtturm 1917

googling that returned a lot about bullet journals. This certainly seems interesting and I will be checking it out. Thank you!!

 

[NoBoMac]

I do have a company provided iPhone 7, but that does not connect to my work PC do to classification issues

Does the company phone have any iCloud connectivity? Guessing not, since classified area.

But even if no connectivity, bit of a pain, but can use stock iOS apps of Notes, Reminders to duplicate to/from the Exchange account. I used to do something similar back when I had a Palm Pilot and could not sync with work PC. I'd key into the Palm calendar/to-do events. Used the Palm for note taking, transcribe back to PC/Exchange. Maybe get rid of to-do items in Exchange and just keep them on the iPhone Reminders app, that way have it always with you and can edit/add on the go.

 

[nrvna76]

Does the company phone have any iCloud connectivity? Guessing not, since classified area.

But even if no connectivity, bit of a pain, but can use stock iOS apps of Notes, Reminders to duplicate to/from the Exchange account. I used to do something similar back when I had a Palm Pilot and could not sync with work PC. I'd key into the Palm calendar/to-do events. Used the Palm for note taking, transcribe back to PC/Exchange. Maybe get rid of to-do items in Exchange and just keep them on the iPhone Reminders app, that way have it always with you and can edit/add on the go.

It does have iCloud.. it’s ok on the company phone because it’s secured and the camera is disabled. Idk...

I am trying this suggestion now. The entry part is what takes the longest for me so I end up not doing it. Got used to my max so typing on that thing is horrible now. Lol. I may try using Siri to make entries. I have also shared my home calendar to that work phone so I know what my home commitments are and tried sharing reminders as well. That didn’t work, I think because my home iPhone is on iOS 13 beta so that may work better once its released. I am also trying OneNote, downloaded on both phones and can sync. Data entry into that is still clunky for me. Thanks for the help!

 

[Scepticalscribe]

For such things, I have found that carrying a physical notebook at all times helps enormously, (and I also use Leuchtturm 1917), as does having an actual, physical diary in which to add things.

Suggesting that people send emails to follow up requests is a good idea, as well.

 

[Weaselboy]

I always carried a pen and a few 3x5 cards around in my pocket for this. I had the exact run into people in the hallway situation you did. So while I was talking to the person I would scratch out a reminder to myself on the card. I never found it efficient (slow and big thumbed typist) to enter this data on a mobile device in the moment there in the hallway.

Then when I got back to my office, I would enter each note/item as a "to do" list on the computer with suspense dates and sync it to a Palm Pilot. Later we moved to BlackBerrys, so I synced desktop GroupWise tasks to BB.

I think you could get this done with the iOS Reminders app along with iCloud like you mentioned. How about getting a BlueTooth keyboard on your desk to connect to the iPhone to speed up your data entry?

Edit: I was thinking something like this KB.

 

[nrvna76]

I always carried a pen and a few 3x5 cards around in my pocket for this. I had the exact run into people in the hallway situation you did. So while I was talking to the person I would scratch out a reminder to myself on the card. I never found it efficient (slow and big thumbed typist) to enter this data on a mobile device in the moment there in the hallway.

Then when I got back to my office, I would enter each note/item as a "to do" list on the computer with suspense dates and sync it to a Palm Pilot. Later we moved to BlackBerrys, so I synced desktop GroupWise tasks to BB.

I think you could get this done with the iOS Reminders app along with iCloud like you mentioned. How about getting a BlueTooth keyboard on your desk to connect to the iPhone to speed up your data entry?

Edit: I was thinking something like this KB.

View attachment 856560

The keyboard is a great idea, never thought of that. Thanks!

 

[Gutwrench]

I always carried a pen and a few 3x5 cards around in my pocket for this. I had the exact run into people in the hallway situation you did. So while I was talking to the person I would scratch out a reminder to myself on the card. I never found it efficient (slow and big thumbed typist) to enter this data on a mobile device in the moment there in the hallway.

Then when I got back to my office, I would enter each note/item as a "to do" list on the computer with suspense dates and sync it to a Palm Pilot. Later we moved to BlackBerrys, so I synced desktop GroupWise tasks to BB.

I think you could get this done with the iOS Reminders app along with iCloud like you mentioned. How about getting a BlueTooth keyboard on your desk to connect to the iPhone to speed up your data entry?

Edit: I was thinking something like this KB.

View attachment 856560

Nice suggestion on index cards.

At home and work I use a Logitech bluetooth keyboard. It switches between the pc and two other devices (iPhone & iPad) using the white keys. I love the functionality.

Home:

 

[Weaselboy]

The keyboard is a great idea, never thought of that. Thanks!

You bet... let us know how you make out.

The big key for me was the immediate note on the card while in front of the person. Without that, I'm the kind of person who would see a squirrel out the window on the way back to my office and completely forget what you asked me to do.

I also found people really appreciated you writing it down right in front of them. It really made people feel like you took them seriously and intended to do something about their concern, rather that just saying you would and walking away.

Congrats on the promotion also.

Nice suggestion on index cards.

It was literally part of getting dressed in the morning for me. Lost without them.

 

[nrvna76]

You bet... let us know how you make out.

The big key for me was the immediate note on the card while in front of the person. Without that, I'm the kind of person who would see a squirrel out the window on the way back to my office and completely forget what you asked me to do.

I also found people really appreciated you writing it down right in front of them. It really made people feel like you took them seriously and intended to do something about their concern, rather that just saying you would and walking away.

Congrats on the promotion also.



It was literally part of getting dressed in the morning for me. Lost without them.

Yea, I may stick with some sort of notebook for the quick jotting, and then figuring out the quickest way to get it into reminders so it’s always with me searchable and able to be prioritized. That may be Siri for me as I’m not sure I can bring a Bluetooth keyboard into work. Or connect it to the work iPhone, I have to look into that.

and Thanks!

 

[Weaselboy]

I’m not sure I can bring a Bluetooth keyboard into work.

There are some Lightning cable keyboards they might let you use if BT is not allowed.

Another thing I was big on was sending out suspense dates with any assignments to subordinates. So I would send the email "I need X submitted up the chain by Sept. 20, so please have a draft to me by Sept. 13".... then I would suspense it for Sept. 13 so I don't have to look at all these open tasks all the time. It really helped me stay organized and on top of things. (I don't mean to be condescending at all here if you already do something like this, I just added it since you asked for tips on staying organized)

 

[nrvna76]

There are some Lightning cable keyboards they might let you use if BT is not allowed.

Good call. It might be allowed, but I would need to track the task to look into it, so I will forget. It’s a vicious cycle.

 

[lowendlinux]

Just do what most of us do that work in or around classified information and just get a book, make sure it's hard cover so you can write while standing..

 

[Scepticalscribe]

I find that the physical act of writing something into a note-book enables me to remember something (a request, a task, a deadline) in a way that typing something into a computer's diary will not.

 

[jeyf]

ask them to text email the request (priority dependent)
get a vice activated note app in your iPhone

pick a time to transfer all written and verbal notes into one place
best time = early morning

 

[yaxomoxay]

I was promoted the end of last year to a low level management position. This is in a big organization with 2500+ people, I’ve found it much more difficult to keep my formal and informal commitments, mostly because they come so fast throughout my day that new ones overwrite old ones in my head. A single trip down the hallway to get a coffee involves 6 conversations with folks asking for things, I’m lucky if I remember 3 after I get my coffee.. it’s like playing whack-a-mole everyday.

This is a secure facility, so I cannot bring my personal phone in, I do have a company provided iPhone 7, but that does not connect to my work PC do to classification issues. This means I cannot sync my outlook calendar and/or reminders, etc.. to the company iPhone.

I’ve tried just a small notebook to jot down and cross out items. Printing my outlook day view and keeping notes on that, and just carrying around a portfolio with scrap paper. Each thing leaves me a little scattered and it’s hard to find, sort, prioritize, and complete things.

Any suggestions on a good task management system that has worked for you, digital or otherwise?

It might not be a direct solution to this problem, but this is what I do (I am in a similar scenario, and I am BAD at remembering things).

I use workflowy which is an amazing app/website to manage tasks. Due to its simplicity it's very easy to use it as both a task checklist and a quick list of things to remember. I like it so much that I pay the full version ($4) even if I could probably use the free version without many problems. The devs deserve their money.

Always have a notepad and a pen with you. Personally, I prefer Legal sized yellow notepads as there's more space to write stuff in. However, this is truly a matter of preference. @Scepticalscribe recommended the Lecthrurnum notepads which are indeed great. Other people prefer smaller notepads. Just test them out.

This is the single most important tool in my arsenal; I call it "the Von Braun method" because I was inspired by none other than Werhner Von Braun of Apollo fame. Each week he used to receive notes by his various reports. All notes contained general information that he needed to know; it was a beautiful way to organize what otherwise would've been a messy back and forth of small conversations. I adapted and adopted them. Now each Friday I complete my notes, but for myself. Since I am a geek, I tried to emulate the original notes, so I even use the Courier New font. The most important thing is that they MUST be simple but with enough information for the reader to know the context. This is the structure
The title, centered is the week's Monday. Then each topic has a simple title, numbered, capitalized and underlined, followed by a brief note. If needed I add lettered bullet points. For example this weeks' would be as follows:

NOTES 9/9/2019​

1. NUCLEAR BOMB ENGINE: Talked to the President of the Galactic Council, he is going to provide more funding.

a) Expected funding is between $1.00 and $1.50 (it seems that deflation is hitting us hard)
b) We will assign 150,000 workers from Vulcan.

i) Vulcanian union is cooperative, but it's difficult to read their poker face.
ii) Salaries will increase by 0.25x due to our request to have Ph.D. graduates only
​

2. MACRUMORS PR: Macrumors users are gullible, they spend thousands of dollars for primitive smartphones with the drawing of an Apple on the back. That guy Yaxomoxay is a dangerous individual.

3. REMINDER: Discuss with the Supermegagalactic President of Raxacoricophallapatorious about our statistics.

​

An example of the real Von Braun notes is here: https://cdm16608.contentdm.oclc.org/digital/collection/p16608coll2/id/476/

It's so easy to update and to skim when needed that people think that I have an infallible memory. One Word file is a full year, and I try to never do more than one or two pages per week. The last thing I do before going home on a Friday is always to review and finalize my weekly notes (I take "messy" notes during the week, then I fix them on Friday). Personally, I don't write many "secret" or private things in my notes as I want to leave them to my successor as they will provide an idea and some historical reference of what we do and how we do things.
The main difference with the real Von Braun notes is that sometimes I attach files under one of the headers. For example, if I write a memo, I will attach it to the notes so that if needed, I can pull it very quickly.

 

[Scepticalscribe]

It might not be a direct solution to this problem, but this is what I do (I am in a similar scenario, and I am BAD at remembering things).

I use workflowy which is an amazing app/website to manage tasks. Due to its simplicity it's very easy to use it as both a task checklist and a quick list of things to remember. I like it so much that I pay the full version ($4) even if I could probably use the free version without many problems. The devs deserve their money.

Always have a notepad and a pen with you. Personally, I prefer Legal sized yellow notepads as there's more space to write stuff in. However, this is truly a matter of preference. @Scepticalscribe recommended the Lecthrurnum notepads which are indeed great. Other people prefer smaller notepads. Just test them out.

This is the single most important tool in my arsenal; I call it "the Von Braun method" because I was inspired by none other than Werhner Von Braun of Apollo fame. Each week he used to receive notes by his various reports. All notes contained general information that he needed to know; it was a beautiful way to organize what otherwise would've been a messy back and forth of small conversations. I adapted and adopted them. Now each Friday I complete my notes, but for myself. Since I am a geek, I tried to emulate the original notes, so I even use the Courier New font. The most important thing is that they MUST be simple but with enough information for the reader to know the context. This is the structure
The title, centered is the week's Monday. Then each topic has a simple title, numbered, capitalized and underlined, followed by a brief note. If needed I add lettered bullet points. For example this weeks' would be as follows:

NOTES 9/9/2019​

1. NUCLEAR BOMB ENGINE: Talked to the President of the Galactic Council, he is going to provide more funding.

a) Expected funding is between $1.00 and $1.50 (it seems that deflation is hitting us hard)
b) We will assign 150,000 workers from Vulcan.

i) Vulcanian union is cooperative, but it's difficult to read their poker face.
ii) Salaries will increase by 0.25x due to our request to have Ph.D. graduates only
​

2. MACRUMORS PR: Macrumors users are gullible, they spend thousands of dollars for primitive smartphones with the drawing of an Apple on the back. That guy Yaxomoxay is a dangerous individual.

3. REMINDER: Discuss with the Supermegagalactic President of Raxacoricophallapatorious about our statistics.

​

An example of the real Von Braun notes is here: https://cdm16608.contentdm.oclc.org/digital/collection/p16608coll2/id/476/

It's so easy to update and to skim when needed that people think that I have an infallible memory. One Word file is a full year, and I try to never do more than one or two pages per week. The last thing I do before going home on a Friday is always to review and finalize my weekly notes (I take "messy" notes during the week, then I fix them on Friday). Personally, I don't write many "secret" or private things in my notes as I want to leave them to my successor as they will provide an idea and some historical reference of what we do and how we do things.
The main difference with the real Von Braun notes is that sometimes I attach files under one of the headers. For example, if I write a memo, I will attach it to the notes so that if needed, I can pull it very quickly.

Also, when I take notes at a meeting, (especially an important meeting) in my lined Leuchtturm 1917 notebook, I write what happened at the meeting in the lined body of the page.

However, I also use the margins as a sort of aide-memoir to myself when making and taking such notes; these extra notes are often comments and reminders such as: "sharp interjection"; "sharp exchange" "evasive" "double check this fact" "very doubtful" "antagonistic tone" "unprepared" and so on. They are not part of the formal notes, but they inform how I write up - and analyse - the meeting, and they serve to let me know exactly at what point of the meeting such asides occurred.

When writing formal minutes or accounts, my own notes in the margins are very useful in reminding me of the tone of the meeting and in ensuring that I follow up anything - such as data or stats that may need to be confirmed or are dubious.

 

[rhett7660]

I keep a Moleskin pocket notebook with me almost everywhere I go on grounds. I have not heard of the Leuchtturm 1917 notebook, but it looks interesting and some of the notebooks I have looked at online looked nice. I don't think it matters which one you pick, as long as you use it. Just doing a quick search, it looks like both come in a wide variety of styles, layouts etc. Heck you could even get away with a little spiral bound notebook.

I also ask for an email reminder, and I also do a double entry when needed, especially if there a due date reminder that needs to happen.

When you are limited on how you can connect or do things, it really pays to make sure you make time, like @jeyf stated. For me it is first thing in the morning, I take all my applicable notes and transfer them over to the various tools on my computer etc.

 

[yaxomoxay]

Also, when I take notes at a meeting, (especially an important meeting) in my lined Leuchtturm 1917 notebook, I write what happened at the meeting in the body of the page.

However, I also use the margins as a sort of aide-memoir to myself when making and taking such notes; these extra notes are often comments and reminders as "sharp interjection"; "sharp exchange" "evasive" "double check this fact" "very doubtful" "antagonistic tone" "unprepared" and so on.

When writing formal minutes or accounts, my own notes in the margins are very useful in reminding me of the tone of the meeting and in ensuring that I follow up anything - such as data or stats that may need to be confirmed or are dubious.

Ah, this is actually helpful. One thing in which I definitely have to improve is how to formalize meeting notes. I never thought about recording the tone of the conversation!

 

[Scepticalscribe]

Ah, this is actually helpful. One thing in which I definitely have to improve is how to formalize meeting notes. I never thought about recording the tone of the conversation!

Well, I have noted to myself - in asides - comments such as "minister not sympathetic", or, remarks that suggested the political and cultural complexion or demeanour of an individual, which might not come across in formal notes.

This would help to inform my own analysis.

In turn, my reading of these would - or could - enable me to advise my own principal - for example - that I doubted whether a particular initiative might be supported by the minister in question; tone matters, and - in meetings with several different interlocutors, asides in my own margins along the lines of "sharp exchange" - would allow me to draw conclusions and shape my own interpretations (and subsequent advice, recommendations, and warnings) accordingly.

I have found it to be useful, as, firstly, it is contemporaneous with the actual notes of the meeting, and secondly, it allows me to see with great precision, exactly where tension (or revealing comments) may have occurred in the meeting.

Other asides such as "enthusiastic" or "depressed" would also appear.

 

[yaxomoxay]

Well, I have noted to myself - in asides - comments such as "minister not sympathetic", or, remarks that suggested the political and cultural complexion of an individual.

In turn, my reading of these would - or could - enable me to advise my own principal - for example - that I doubted whether a particular initiative might be supported by the minister in question; tone matters, and - in meetings with several different interlocutors, asides in my own margins along the lines of "sharp exchange" - would allow me to draw conclusions and shape my own interpretations (and subsequent advice, recommendations, and warnings) accordingly.

I have found it to be useful, as, firstly, it is contemporaneous with the actual notes of the meeting, and secondly, it allows me to see with great precision, exactly where tension (or revealing comments) may have occurred in the meeting.

Other asides such as "enthusiastic" or "depressed" would also appear.

Very nice, thanks for the tips. My goal is to reach the point in which I can write decent a decent memorandum of conversation. I think I'll try this during the next mtg.

 

[Scepticalscribe]

Very nice, thanks for the tips. My goal is to reach the point in which I can write decent a decent memorandum of conversation. I think I'll try this during the next mtg.

That is one of the reasons I like lined pages in notebooks, and generously sized margins.

And again - a plug for (and a plus of) the Leuchturrm 1917 is the excellent quality of the paper, the lined pages, generous margins and very comfortable size (A5, which I prefer to A4, as one needs a table or desk to be able to use A4 comfortably) for use, even if I have to write with the notebook balanced on my knee.

 

[nrvna76]

@yaxomoxay @Scepticalscribe

Great tips and conversation! Love your draft notes @yaxomoxay!

I’m trying a combination of bullet journaling and reminders in my work phone. Considering getting an iPad to help jot notes while I’m at home that I can share to the work phone. Write personnel assessments, etc.

Love the tips about adding tone notes to meeting notes @Scepticalscribe, truly is a great idea if I can make that a habit. I often get to involved in the meeting to be that diligent with notes. Work in progress.