organizing notes

My Documents


  • Project Folder
  • old
  • YYYY
  • deliverables
  • clips?
  • category folder
  • expenses? expense reports and digital receipts
  • regs - passwords, registrations, etc...
  • nice notes - thank you letters, etc.
  • Personal folder
  • info or important health account data, friends contacts, etc
  • clips
  • writing - personal writing, notes, letter, drafts,
  • taxes folder
  • logs
  • activity log
  • travel log

Naming convention:


  • initials : author initials or source initials
  • monthday : 2 digits each
  • type : type of document

TODO Lists

  • Work
  • Outlook based
  • Tickler File
  • Must Do List
  • E-mail to TODO
  • Personal
  • Google Tasks

Weekly Review Steps

NOTE: Clean-up temp folders

  • Collect loose paper notes and materials. (business cards, receipts, etc. - put in in basket for processing)
  • Get IN to zero
  • Empty your head (write down any new projects, action items, etc.)
  • Review Action lists (Mark off completed actions & review for reminders of further action steps to capture)
  • Review Previous Calendar Data (review for remaining action items, reference information, etc.)
  • Review Upcoming Calendar Data
  • Review Waiting For List (Records appropriate actions for any needed follow-up & check off received items)
  • Review Project and Larger Outcome lists (ensure that at least one kick-start action is in your system for each)
  • Review Any relevant checklists
  • Review Someday/Maybe List (Check for any projects that may have become active and transfer them to "Projects" & delete items no longer of interest)
  • Review "Pending" and Support Files (Browse through all work-in-progress support material to trigger new actions, completions, and waiting-fors)

Six Level Model for Reviewing Your Own Work

  1. current actions
  2. current projects
  3. areas of responsibility
  4. 1-2 year goals
  5. 3-5 year vision
  6. big picture view

  • projects: clearly defined outcomes and the next
  • actions to move them towards closure
  • horizontal focus: reminders placed in a trusted system
  • that is reviewed regularly
  • vertical focus: informal back of the envelope planning

Task Lists

  • @ANYWHERE : Actions that can be done anywhere (rare?)
  • @CALLS : Phonecalls
  • @ERRANDS : Actions that I can do while going about
  • @HOME : Actions that can only be done at home
  • @HOME_PC : Actions that can be done at a PC (home PC?) about home.
  • @REVIEW : Items for review. Should be only text. Attachments should go to my Dropbox folder.
  • @WAITING_FOR : Tracker items that need to be follow-up later
  • @WORK : Actions that can only be done at the office.
  • @WORK_PC : Actions that can be done at a PC (work PC) about work.
  • @AGENDAS : Notes on what to discuss with different people
  • SOMEDAY_MAYBE : Idea parking lot