Ask the readers: Your single best organizing tip or tool?

Baz Says:

July 16th, 2007, 8:00 am

Keep a to-do list (obviously) that syncs with your mobile phone (so you can add stuff as and when you remember it). And make sure every item has a due date.

Mine is currently a hundred and fifty-odd items long.

BUT - every morning I look at that day’s tasks and go “today or not?” If not today I move it back - sometimes by a day, sometimes by a week, sometimes by a month. And sometimes I just delete it. That way the unimportant stuff doesn’t get forgotten but it doesn’t get in the way either.

Jaan Says:

July 16th, 2007, 8:07 am

I’m currently using dopointoh.com, it’s working very well. Before I used to keep an html/txt page filled with notes/websites but do.Oh is working much better for me.

Cheers.

P.S. On Friday, could you talk about how much exercise we need/should do daily?

William Mize Says:

July 16th, 2007, 8:08 am

I can sum up my favorite tool in two words: Google. Calendar.

It allows me to both combine the different facets of my life (writing, work, fitness, social, etc) and differentiate them, make sure I’m touching all aspects and not neglecting any of them.

Best Google application EVAR.

- Bill

Michael M. Says:

July 16th, 2007, 8:08 am

Backpack by 37 Signals. Web 2.0. I can access via Windows at work, Mac at home and iPhone on the go.
After reading his book and attending a David Allen GTD conference, Backpack is the simplest solution (my option). I also print and carry hardcopies of my GTD system so I can quickly add items or review on the fly.

Rolf F. Katzenberger Says:

July 16th, 2007, 8:10 am

Change.

It obsoletes unimportant things. It brings down any method or idea that isn’t timeless. It brings up newer and more important things that you and others can’t resist anymore. Best of all: it’s an organizing tool that operates itself.

You simply have to embrace it.

icetea123de Says:

July 16th, 2007, 8:13 am

Using a filofax-like organiser as a single point of organisation central:

- calender
- to do list, project list, watch-list, later-list
- notebook and INBOX
- important adresses and phone numbers
- important information to have on hand
- tickler
- diary
- …

Don’t let these data spread among dozens of applications and devices.

Mike Says:

July 16th, 2007, 8:15 am

I use TiddlyWiki as my organisation tool. It’s basically a GTD style wiki. On the left hand side there’s a menu of the different locations (e.g. @desk, @home, @writing, @inbox, project list) and each one of these opens a post of next actions for each location. In the post you can highlight items and link to other items in a wiki style.

The system is made of a single html file so it’s very easy to carry around. I’ve got a process that automatically emails the file from work to home (6pm) and home to work (4am or on shutdown). If a todo item comes up when not in front of the computer I add it to the phone task list and transfer it to TiddlyWiki the next time I’m in front of a PC.

William Profet :: OneJobTwoSalaries.com Says:

July 16th, 2007, 8:18 am

Hi Leo and Hi All,

I think that my single best organizing tool is my Split Daily Tasklist. It is a tasklist with a structure I have invented during the years of hard work, tight deadlines and overwhelming.

It is very useful and I am improving it all the time. :)

Regards,
William

Pril Says:

July 16th, 2007, 8:34 am

Google Calendar is great!!!
I can print my calendar and keep it with me
i can have mulitlable calendars in one calendar (color Coded)
so i can see what my partner puts on there and have birthday’s be one color!

it e-mails me daily agenda’s
there are a lot of other features like milk the cow??? it’s a todo list type that is an added feature
you can add city events so you know what is going on!

Just a great tool!

mjh Says:

July 16th, 2007, 8:42 am

google.

1) gmail, with the GTDinbox firefox extension to give it GTD format label.
2) gcal, closely integrated with gmail both ways, in and out.
3) gdocs, which I use for everything from budgets to brainstorming to essays and making tests (I’m a teacher)
4) gnotebook, with the firefox extension to make note taking and clipping oh so easy.
6) greader, to handle my feeds (which I should really call my fixes)

if only google would go ahead and release a money management application.

some people have trust issues with such an investment google. I don’t.

Archaeogeek Says:

July 16th, 2007, 8:43 am

A ubiquitous capture device. It might not be the same device for every location (I have a moleskine for work, but use my mobile for inspiration on the fly) but just being able to write stuff down when you think about it is key for me.

Chip Overclock Says:

July 16th, 2007, 8:44 am

In http://coverclock.blogspot.com/2007/07/gtd-red-yellow-blue-green.html I describe a dirt simple organization method I use in my briefcase on a daily basis: dividing up mateterial into red, yellow, blue and green plastic file folders. For example, anything that has to be done today (paperwork to be given to a client, bills to be mailed) go in the red folder. Contact material or anything related to customer field support goes in the yellow folder. Your mileage may vary as to how you organize your briefcase, and like me you may also have project-specific manilla file folders as well, but dividing stuff up into just four color coded folders is a huge help.

linlu Says:

July 16th, 2007, 8:46 am

Flylady.net. She helped me realize that I needed to apply GTD principles to my home life and not just work. I had work under control using checklists, projects and next actions. I tried the same system at home and failed. Then about a month ago I discovered flylady.net courtesy I believe one of your blog posts. Wow what a difference. My house is clean and so is my desk at work. Many if not most of her basic ideas are just like GTD in a slightly different perspective (control journal, baby steps) and also concrete methods for accomplishing next actions (2 minute hot spots, 15 minute timers). Her most useful tip was to put my daily/weekly lists into shiny page protectors in my control journal. I use a dry erase marker and voila no more killing trees or not doing my list because I can’t print it (or want to avoid the hassle). The best thing about this, I am more relaxed, my blood pressure is finally dropping and I feel less stressed.

Andy Says:

July 16th, 2007, 8:48 am

A stack of 3×5 index cards. (Okay: and a pen and a clip.)

My ubiquitous capture device; my context-based todo lists; my project list. Also to a certain extent my reference file.

Asgeir Hoem Says:

July 16th, 2007, 8:50 am

Google Calendar.

For those who haven’t tried it, check out the SMS service. I receive an SMS one hour before every event, telling me what to do, where to go and when to go there.

“Lecture: Issues in Design at the Life Science Theatre 3pm.”

Ryan Stewart Says:

July 16th, 2007, 8:52 am

My wife.

———————
In honor of Woody Guthrie’s 95th birthday…
———————
She Came Along to Me

Ten hundred books could I write you about her
Because I felt if I could know her
I would know all women
And they’ve not been any too well known
For brains and planning and organized thinking
But I’m sure the women are equal
And they may be ahead of the men

Yet I wouldn’t spread such a rumor around
Because one organizes the other
And some times the most lost and wasted
Attract the most balanced and sane
And the wild and the reckless take up
With the clocked and the timed
And the mixture is all of us
And we’re still mixing

But never, never, never
Never could have it been done
If the women hadn’t entered into the deal
Like she came along to me

And all creeds and kinds and colors
Of us are blending
Till I suppose ten million years from now
We’ll all be just the alike
Same color, same size, working together
And maybe we’ll have all the fascists
Out of the way by then
Maybe so.

wbc Says:

July 16th, 2007, 8:59 am

Fisher Bullet Pen and a PocketMod for ultra portable planning and capturing are the tools I have always with me. Another advantage is that it is as cheap as a sheet of paper, because that is what it is :-) O.k. the bullet pen is not very cheap, but should last a whole life.

If I have more space I add a little 1 week / 2 pages moleskine clalendar to it with some index cards for GTD like next action lists.

And it works for me very well…

-wbc

Lucy Says:

July 16th, 2007, 9:06 am

Greetings.

My favorite organizational tool is my post office box. I visit it once a week (usually Saturday), stand at the counter in the lobby and sort my mail. I use the P.O.’s trash bin. What comes into my house is only what I need to have.

Bills and letters and checks go into my In Box (which by the way is a box with a lid that is wrapped in lovely fabric and has a yellow bow on it so it looks like a present sitting on my desk). Reading material goes on the table by my chaise lounge which is where I do all my reading.

I am crazy about this blog. I love reading about how to be organized and productive.

Cheers.
Lucy

Chris Palmisano Says:

July 16th, 2007, 9:09 am

Hands down, Google Calendar.

My wife and I use a shared calendar that allows us to quickly coordinate our shared events. I just remarked the other day that “I don’t know what we did before Google Calendar”.

Klaus Says:

July 16th, 2007, 9:09 am

My best tip is to choose one tool and stick with it…

As for the tool I must vote for the filofax organizer and a mobile phone to come along. This lets me solve almost any problem…

robyn Says:

July 16th, 2007, 9:15 am

my single greatest organizational tool? the garbage can. more and more i find that the things i save that need to be organized? i don’t usually really need them. so much can be tossed, or not even collected in the first place, that the garbage can has become my best friend and favorite organizer. it’s very freeing to toss stuff!

Leo Says:

July 16th, 2007, 9:19 am

Wow. Some great responses so far. I think this is going to be an awesome thread (it already is).

Thanks everyone!

mamacita Says:

July 16th, 2007, 9:24 am

I just installed a landing strip near my front door, and it is rocking my world. It consists of a set of hooks for backpacks, lunchkits, etc.; a box which holds keys, sunglasses, cell phones, etc.; and a basket for shoes as they come off by the front door. I also keep all of my library books in a bag that hangs off one of the hooks. Life before the landing strip was chaos.

MagnoliaSouth Says:

July 16th, 2007, 9:30 am

My number one thing is an easy and workable task list, or to do list. While I love all of these handy web 2.0 apps, computer software, very neat gadgets like palms and really cool cell phones, they just don’t work for me. I’m a lazy woman, with an even lazier attitude. I might put a task in Remember the Milk, another task in my palm, one in my Gcal and send another text to my phone. With all of these different ways of doing things, I end up spending much more time trying to organize my to do list, or consolidate it, that I don’t get much actually done.

I’ve found that the easiest way to organize myself, my days and so forth is a good paper calendar (I use this one for obvious reasons: photo 1 and photo 2), a sheet of paper that I divide into four sections and a medium sized white board.

For my paper the top left section is my actual running to do list for today, such as call Gail, make a dentist appt. and so on.

The top right section is my running grocery list, or list of things I must purchase such as chicken, birthday card for Bob, etc.

The bottom left is for notes such as calls I made, who I spoke to, appt dates and you get the drill.

The bottom right is whatever I need to move to another day. If I didn’t finish a task, if the dentist office was closed today, so I need to call again or whatever. If I’m told to call back on Monday, then I note that on the calendar.

As for the white board, the kids can make notes (Can I spend the night at Brian’s on Friday? Grandma called), and I can jot down things as I think of them to be added to tomorrow’s to do list, or whatever strikes me.

My calendar, and the white board are in the same location, so I can transfer short notes if need be. I carry my paper task list with me everywhere, so I can make notes at any given moment.

This is much easier for me, and I don’t find that I’m duplicating as much information as I was when I was using all those gadgets and paper organizers and whatever else I tried. This is the only thing that works for me personally.

I love your articles by the way and keep up the good work!

Balfour Says:

July 16th, 2007, 9:35 am

My PalmPilot. It doesn’t really matter which model (mine’s an m515). It also probably doesn’t even matter that it’s a Palm (although it’s a great operating system), but I researched it and this one has been working for me for maybe 4+ years. It’s the PDA concept that I love. It has everything: calendar, address book, to do lists, documents/applications (Word & Excel, although I think you can use others), clock (including alarm), calc, and more. It also synchs with my work calendar, so both calendars have everything. Work calendars in our work network can be “busy searched” to come up with meeting times for two or more people easily. It’s always with me for instant capture. Although, sometimes for speed I put something on a note and enter it later.

The only thing I wish I could do with it is synch to my Mac at home, but I gave up on that till I upgrade to a new PDA. I would also like to improve the list function, but not enough to fiddle with downloading and learning another list program.

Ann Teliczan Says:

July 16th, 2007, 9:49 am

Stickies on my desktop. I have an Apple computer and keep a running to do list on my desktop with the Stickies program. The most important things go at the top. As I get them done I delete them. If something requires filing, I include where it is filed in my Sticky notes so I can find it when I get to it, that way I don’t have a messy office.

Yan Says:

July 16th, 2007, 10:09 am

A notepad and a pen.

Empress Juju Says:

July 16th, 2007, 10:10 am

I second “the trashcan,” although that is the location of last resort for my castoffs, as I prefer to sell, donate, give away or recycle wherever I can. I am also a Flylady fan, and she constantly says “You can’t organize clutter.”

I constantly find that the less I have, the less I have to do!

Grayson De Ritis Says:

July 16th, 2007, 10:13 am

Writing down and making mental note of my top 3 tasks to get done for the day. Everything else seems to fall into place if I do that :-)

Hishtafel Says:

July 16th, 2007, 10:37 am

Color coding.

I’m a visual person, and I find that color-coding my various lists and calendars minimizes the time I have to spend looking at them. This worked especially well when I was in school: I dumped every class syllabus into Outlook, and then color-coded every class period (blue for paper due, yellow for quiz, red for test, etc). It took awhile to set up, sure, but then for the rest of the semester I only had to glance at Outlook to get a very clear idea of what kind of week I was going to have.

~Q

CynicalDoctor Says:

July 16th, 2007, 10:45 am

OneNote 2007 (and one index card/day) to implement the full GTD system.
OneNote is the forgotten gem that I came back to after trying numerous software/paper combinations.
A tutorial coming soon on my blog.

Brian Says:

July 16th, 2007, 10:56 am

I’ve tried a lot of the online list managers available (Backpack/Basecamp, Remember the Milk, etc). Klaus is absolutely right: your time is better spent completing those tasks than switching or customizing tools. No matter how fun it is.

Nothing beats the index cards and pen in my wallet for capturing what’s on my mind anywhere. Anyone looking for a small pen should consider the Swiss Army pen refills from Victorinox–short, slim and durable.

Conner Downey Says:

July 16th, 2007, 11:00 am

Pocket Moleskine.

John-o Says:

July 16th, 2007, 11:18 am

I use a binder cleverly labeled “@ 2007″ with the following divisions

1.) @ Today - With my Emergent Task Planner from davidseah.com
2.) @ Week - The remaining days of the week ETP’s as a skeleton
3.) @ Year - All my historical sheets
4.) @ Diet - Which tracks what I have eaten for the day
5.) @ Fitness - Which tracks my workout routine for the day

Yeah, my binder is with me all the time and it has helped me become a better employee, family member and relationship guy.

Also, I figure when I become accomplished or self-involved enough to write my autobiography, this will serve as a good reminder of my life.

Abhimanyu Grover Says:

July 16th, 2007, 11:20 am

Netvibes: Group of some to-do lists do best for me. (Daily basis)

Google Calendar: To plan the whole day actions (Sometimes, when needed)

Notepad: For Maybe/Sometime lists. (Weekends - Process and collect new ideas for business)

Joel Says:

July 16th, 2007, 11:30 am

Hipster pda.

Extremely flexible and very useful. Need to make a list? got ya. Need to move something around? I can do that. Want to change the colors of the pages? Add some colored 3×5s.

This is the first organization too that I have found that I have gotten used to and have found worth the effort to use. PDAs are too inflexible. I often find myself spending more time fiddling with settings trying to make it do what I want it to, rather than actually doing what I should be.

Lise Says:

July 16th, 2007, 11:35 am

@Balfour: I like my Palm e2, but I find the speed of data entry is soooooo slooooow (I use Graffiti). How do you get around that?

Even after being a productivity junkie for a while, I still suck at organizing my life. I think these are the two guidelines I need to live by:

1) If it’s not on the to-do list, it doesn’t exist.
2) Do one thing at a time.

alexander Says:

July 16th, 2007, 11:41 am

13-pocket paper organizer for my finances

Each pocket is labeled with a company name that sends me statements. Phone, rent, taxes, bills, invoices, etc. Each time I take care of something, I put it in the respective pocket. I create one for each year so when someone asks for my phone contract, I can quickly find it in the proper year/pocket.

In the front I print out 12 month (1 month/sheet) calendar (I use a blank Outlook Calendar template). Every time I add a document, pay a bill, or sign a contract, I add it to the calendar. This becomes my “table of contents” that with one glance I can see if and when I paid a bill or if they sent me a statement at all (even if I take no action).

DebDeb Says:

July 16th, 2007, 11:45 am

This single, simplest thing I do to stay personally organized is to put whatever tool, item, clothing, bag, hairbrush etc., etc., away immediatly after using it. I always know where everything and anything is so I never waste time looking for something. Very efficient. I could tell a stranger where to find anything in my home. I follow the same principles at work with the exception of calendar or project managment. In that respect I am a prolific notetaker and make use of Outlook or whichever Calendar Management tool I happen to work with at that time. I’m a tactile person so notes, notes and more notes, crossing them off as I go. This works for professional and personal goals although I find that the personal goals often require movement to a new date.

Balfour Says:

July 16th, 2007, 11:52 am

Lise - My PDA uses grafitti too. I switch back and forth between grafitti and pulling up the virtual keyboard. Some things –lengthy things, say–I can enter through my computer at work and then synch it to my PDA. For example, I can copy stuff from the web into my computer and then synch it to the PDA. Otherwise, if I need to capture something real fast on the fly, I might write it down and then either later type it into the PDA or, if long, I can type it in at the computer and synch it.

I figure there’s tradeoffs for everything and the PDA is so efficient for me, that the occasional wish for faster typing is well balanced by how great it works for me.

lucky8 Says:

July 16th, 2007, 11:55 am

Without a doubt it’s the pocket mod. On a single piece of paper I can hold a weeks calender, shopping list and all my next actions. And, because it’s so small, there is simply no excuse to not have it with me at all times.

I think the most useful thing I’ve found is, each evening, to use a highlighter pen to mark my MIT’s for the next day, that way I can see at a glance the big stuff but I always have the other things there as well in case I get free time.

santiago paredes Says:

July 16th, 2007, 12:01 pm

my favourirte productivity tip is verry simple:
don’t do drugs on monday morning.
if only i could be more dilligent in its practice…

Polly Says:

July 16th, 2007, 12:24 pm

Palm + Entourage for me. I can enter info almost as fast as I can hand-write. I got the Palm T/X recently, with wifi and wireless keyboard - much lighter than carrying around my laptop!

Having everything in one device is my way of decluttering. I love that I can cut and paste from emails/web, and have whole documents with me without printing them off. I often need a beep beep or popup to remind me to do or go (so I can truly “let go” of using brain energy to remember it). And I’m a writer, so I like being able to write ideas into the palm, without having to retype later.

Dimitar Nikolov Says:

July 16th, 2007, 12:30 pm

Write down, execute and tidy up on the way.

These are is my organization bible. I’ve been living that way since more than two years and I can say that I’m an organized person.

Mike Says:

July 16th, 2007, 12:41 pm

I see a lot of tips involving computers and software, but for me I prefer just having a little whiteboard on my bedroom wall. I have it separated into two sections, a “todo” and a “today”.

“Todo” is a list of general things I have to do, like get my car inspected, buy someone a present, etc. Then “today” is what I need to do, obviously, today! Things can be moved back and forth as appropriate. I find having a specific list for today helps push me to get the important things done in a timely manner.

I also keep two things permanently on the “today” part, which are meditation and exercise. This seems to help.

Bradford-Online Says:

July 16th, 2007, 12:42 pm

I’m new to being organized but two tools have really helped me:

Vitalist.com - an online GTD oriented list application that is straight-forward, easy, and free.

A Habit list - Helps keep my action list from being overwhelmed by every-day things. The explanation is here:
http://www.productivity501.com/habit-list/308/

Judith Says:

July 16th, 2007, 12:59 pm

The recycling bin/trash basket.

Organizing unnecessary items is wasted energy. Admittedly, I don’t consider myself to be at the point of being organized yet. It is amazing how much more in control I feel just by ridding myself of now outdated articles I’d like to read “someday,” or countless meeting notes from which relevant action items have already been extracted.

fp64 Says:

July 16th, 2007, 13:01 pm

I’ve downloaded a weekly calendar template from DIYPlanner.com, made 52 copies, punched holes in them, and put them in a portfolio/folder I got at Walmart. Also put a blank sheet bewteen the months to add notes & to-do’s.
Total cost was about $2.00.
Slightly less than those Dayplanners or Franklincoveys, and essentially does the same thing.

peace - fp

Bill Says:

July 16th, 2007, 13:11 pm

Note Cards.

One can write tasks on them — one per card, or in a list (depending on the type of task in question, I do both), when doing one per card, the stack serves as an easy prioritization scheme.

But wait there’s more:

They can be arranged on cork boards, shared, annotated, torn up and rearranged. They can be used as placeholders, as mini-white boards and as tokens to model ideas. They are easy to carry around, and to attach to other documents.

Further, different colors allow for a visual representation of different kinds of todo’s (as can different annotations).

Finally, they are cheap and most importantly of all: easy (much easier than software) to reconfigure as needs and projects change.

Svakanda Says:

July 16th, 2007, 13:20 pm

I have always just tried to keep everything in my head. I was so inspired by reading your blog last week Leo, I went and bought a pocket calendar, a combo whiteboard/corkboard and some dry erase markers. I hung the board on my bedroom wall, and started to leave…thinking to myself I’d add things as they came up. And right as I thought that, they starting coming up, so I turned around and began writing everything down. Five minutes later I had a list of at least 30 tasks, goals covering the entire whiteboard. I was amazed! Who knew I had so much crap I had to remember all the time. It felt wonderful to write that all down somewhere. I feel like I just shed a large iron cooking pot from my skull! =) I think GTD type culture was a good discovery for me…hur hur!

Dat Nguyen Says:

July 16th, 2007, 13:44 pm

So far Backpack works the best for my lifestyle. One of it’s pages is set as my home page so I see it every time I open a new window. Because I spend so much time in a browser, it’s helpful to be constantly reminded that I have things to do. As someone that is starting on GTD-type methodologies, it’s perfect as setting it as a homepage sneaks it into your life — I’m all about disruptions of the positive kind.

Jared Says:

July 16th, 2007, 13:45 pm

I’ll go for the blatant suck up move…

Zenhabits.com…Really. The trips here have been good in keeping my focus and the feedback everyone gives has been invaluable. It went from a “favorite” to a button on my toolbar. Thanks for a great one stop resource! Its very appreciated!

Matteus Says:

July 16th, 2007, 13:57 pm

I totally agree with Yan: A pen and a notebook. And the word no.

Dave M Says:

July 16th, 2007, 14:30 pm

I honestly wish I could settle on an organizational tool/tip/whatever.

I use Outlook exclusively at work and try like heck to follow GTD. I sync Outlook to an older Palm Pilot, but it gets the job done. I find that I don’t use the palm much while out and about because I find it to be difficult to use (for inputing data). The handwriting recognition is a pain and I end up backspacing more than anything. :-)

I’ve also tried using a paper notebook, but that drives me crazy because I can never find anything.

Lately, I’ve been playing around with note taking apps like EverNote, and Google Notebook. The concept is really cool, but settling on a tool is still a challenge to an eclectic A.D.D. techno geek like me!

Next week, I start a new job and will be issued a Blackberry. Who knows what’s in store for me there! I’ve been reading about how to use GTD with a blackberry and it sounds pretty straightforward.

I’m also considering a switch to something more simple like ZTD! :-)

Brian Keith Says:

July 16th, 2007, 14:32 pm

Always writing down ideas, immediately, in my pocket sized moleskine.

TheKNiCK Says:

July 16th, 2007, 14:36 pm

Google Calendar and Remember the Milk. Google Calendar does events very well and will even email your schedule to you. However, as far as tasks go it’s kinda weak. And of course it doesn’t do lists at all. Remember the Milk does lists and tasks very well, including repetitive tasks. And it has a plug-in to Google Calendar for one-stop shopping!

The only weakness in the above is no goal management. I found simple*logy too, well, simple. I have too many roles and goals to limit myself to one long-term, medium-term and one short-term goal. I was using tiddlywiki. I liked it a lot, but got out of the habit. Bad me.

Oddex Says:

July 16th, 2007, 15:33 pm

A white board marker and my bathroom mirror. It wipes off just like a white board and I look at it every single morning. I list of my MITs, anything I need to remember for the day. I also have “SMILE!” at the top of my mirror and “Pati : Latin : to suffer” at the bottom. And just in case you are wondering. Pati (pat-eye) is the root word for passion. So passion stems from your ability to suffer for what you are passionate about.

Debbie Says:

July 16th, 2007, 15:34 pm

Mine’s old: A (good) place for everything, and everything in its place. By finding places that are easy to get to for all the things I use most often, and places that are pretty easy to get to for the things I use less often, I spend less time dreading doing things and more time actually doing things. [And as people have already implied above, the place for things you never use is elsewhere (trash can, place that accepts donations, etc.).]

When my organization system is not working for me, I try to make sure I’m not doing something just because it’s the traditional way to do it, but because it’s a way that works for me. For example, most people put cleaning supplies and the trash can under the sink. My kitchen time got much better when I put a rack for tall things (cookie sheets, cutting boards, etc.), a rack for lids, and a stack of pans under there instead. My dish soap and sponge are on the counter, and all other cleaning supplies are in the broom closet. My trash can is in an open area next to the stove where I don’t have to open a cabinet door to get to it.

Dale Says:

July 16th, 2007, 15:39 pm

I’m experimenting with many of the organization gadgets available on the new iGoogle page.

quench Says:

July 16th, 2007, 15:46 pm

I use TASK TOY to keep all my to-do lists. So simple, color coded, no distracting images or anything. It’s my home page, so it’s always reminding me what to do.
http://www.tasktoy.com/

C:\arlo Says:

July 16th, 2007, 15:47 pm

Online: Remember The Milk to + Google Calendar (with e-mail and SMS alerts for the most important tasks) to implement GTD; I’ve tried 30Boxes, Todoist (close 2nd but still in an early stage, IMHO), Hiveminder and Vitalist, but the Gcal + RTM combo seems to be the right one for me.

Analog: A Minerva Fluo pocket notebook;

Nico Says:

July 16th, 2007, 16:35 pm

MOLESKINE + pbwiki.com + Mobile (SE W880i)
that’s it !

Sara Says:

July 16th, 2007, 16:39 pm

Simplify, simplify, simplify! (Closely seconded by a notebook and pen) :)

Chris Magnusson Says:

July 16th, 2007, 17:27 pm

Treo 750, syncing with a hosted Exchange account.

I have all my contacts, tasks, non-archived email, and appointments less than three months old on the Treo. I also use eWallet for logins and anything I want secured, plus ListPro for general lists.

I also use Plaxo to keep my Google Calendar in sync with Outlook, which is synced with the Exchange server, and then the Treo.

So yeah, the Treo is my tool of choice.

Jez Says:

July 16th, 2007, 17:38 pm

Quickwrite on the palm - it’s a predictive text (like t9) keyboard software. Saves so much time on data input - put in whole words instead of abbreviations! I even use my palm to write letters with this!

Dave M Says:

July 16th, 2007, 19:08 pm

@quench: Wow! I just spent about 30 minutes playing around with Task Toy and I’ve VERY impressed. I also checked out Remember the Milk, but I have to say I prefer Task Toy. It’s so clean and simple to use. It has pretty much everyone one would need for following GTD. Thanks for the tip!

Zen Zoomie Says:

July 16th, 2007, 19:23 pm

This probably won’t be a very popular answer, but I absolutely love Microsoft OneNote. It came with the version of Office I have to use for work, so I figured I’d give it a chance–and it’s been fantastic. (I don’t use a tablet pc..just a regular laptop).

Craig huggart Says:

July 16th, 2007, 19:42 pm

Never rely on a single point of failure. I’ve seen people pay $1000 to hear speakers at a conference and only have one pen to take notes.

It’s a great feeling when one thing breaks, gets lost, or runs out of power, and you have another one in reserve!

bongofever Says:

July 16th, 2007, 20:16 pm

A steno pad and black Flair pen.

Ash Haque Says:

July 16th, 2007, 20:19 pm

I keep my calendar / to do lists updated and synced (with plaxo); outlook, google calendar, ical, and remember the milk

M. Nagler Says:

July 16th, 2007, 20:35 pm

A little free program, “Chaos Manager” does the trick for me. Keeps me on time to get things done.
Website: http://www.chaosmanager.net

Bettina Adragna Says:

July 16th, 2007, 21:39 pm

My hipster PDA, pierced version, works very well for me.

quench Says:

July 16th, 2007, 22:11 pm

@Dave M: Glad you like the looks of TaskToy. I think it’s been around for a while - I’ve always wondered why more people haven’t used it. Maybe because it’s too clean and simple? It’s true it doesn’t have a ton of features and doesn’t sync with any calenders or whatnot, but it has transformed my way of getting my to-dos down. Especially love the color coding.

Jasi Says:

July 16th, 2007, 22:19 pm

have.. less.. stuff.

Greg Says:

July 16th, 2007, 22:42 pm

I use: Outlook, a Palm Pilot and a Moleskine journal. I have my Outlook tasks set up with a personalized version of the @ list that David Allen suggests. I like this because I can create tasks in Outlook and then sync to my Palm which I carry to meetings. I use Hotsync to keep my tasks and calendar synced - I like my Palm because it is small and I can access it easily at home.
I like to use Outlook - home and office - because I have been using it for years (and that is what my work provides). My handwriting is terrible and I am in front of my computer all day anyway. I have my Moleskine tabbed for different meetings and use that to centralize all my written notes throughout my various meetings. I also have found a good pen that I like to use.
I also use Outlook, Yahoo calendar and their free syncing tool to keep track of my personal calendar. In general though, I have not found a web based application that I find easier to use than the system I have developed over the years - I really want to - just haven’t found the right tip yet.
One other tip that I picked up from GTD is the use of a tickler file. I have a different file for each day and for each month. Helps me to quickly get things out of my inbox to a place where it is available when I need it.
I am also a doctoral student and use OneNote quite a bit for research and keeping track of what I read.

My system works for me - and I am always making minor tweaks.

Monica Ricci Says:

July 16th, 2007, 23:24 pm

Tool: Planner. Paper or electronic matters not.
Tip: Unapologetically take control of your time and priorities.

Use these two together and see what a powerhouse you become. And you get a lot of cool stuff accomplished. :)

~Monica

H-Why Says:

July 16th, 2007, 23:33 pm

Best organizational tip is… Delegate.

Learn to trust people with critical tasks in all areas of your life. When you learn to effectively delegate tasks you actually find that it is easier to keep the stuff you cannot delegate better organized.

Jeri Dansky Says:

July 17th, 2007, 0:05 am

Tool: Junk Mail Elimination tool kits, such as this or this.

Patrick Allmond Says:

July 17th, 2007, 0:51 am

“What’s your single best organizing tip or tool?”

Focus on the tip part before the tool part. Or as I always say when looking at software solutions “Process first. Tools second”. Find out what system (process) will work best for you. And do not base it on any tool. Base it on how you want to manage your information.

Your process will dictate your tool. DO NOT make your tool dictate your process. Do not get something like BackPack and think it will help you get organized. Figure out how you want to manage your time, life and to do lists and the see if Backpack or any other tools you are looking at will support them. Doing it the other way around is a recipe for disaster.

xoxo
Patrick
http://stopdoingnothing.com
“Action is the great thing that escapes most people”

Nxqd3051990 Says:

July 17th, 2007, 1:15 am

Tip ?
1- No web-based program. Cause I don’t know what to do when it has no electricity, or website problem. Desktop app is my choice, i know what i do. My fav desktop app : Mylife Organized
2- I use GTD mod system that compatible with my life, my study.
nXqd

zephyrr Says:

July 17th, 2007, 1:42 am

keeping important todos on my blackberry calendar

Alfa Says:

July 17th, 2007, 1:58 am

It’s gotta be my old trusty whiteboard.

Abhijit Says:

July 17th, 2007, 1:59 am

The best organisational tip/tool for me is actually a philosophy - Stay Organised!

The most liberating form of organization is knowing that you don’t need to organize, because you’ve already put stuff away right. Of course, this doesn’t work with large projects, but doing it with 95% of all your projects (which are generally minuscule) leaves you with a lot of free time for the 5% (large ones). The 2 minute rule of execution explained by David Allen might as well be stretched to 5 or 10 minutes, but staying organized is a big liberator.

Of course, when you’re free of all organizational inhibitions, your trash can will be an invaluable tool.

tim woodhead Says:

July 17th, 2007, 2:58 am

Filofax and notebooks for portability just discovered this website via 43 things lots of good advice now just got to implement it.

Remps Says:

July 17th, 2007, 3:53 am

1) IMAP Email. I have my own domain which permits me to have an IMAP accounts. This means that the folders I use in Thunderbird are the same as when I see it using webmail or using any email program on another computer. The Folders correspond to basic GTD. My PCS phone can access the same, no sync required! I have only two accounts, one for personal, one for professional. I use simple affordable hosting (glowhost.com)

2) Backpack. It’s simple but has great features. I have a paid plan so I have the Calendar functionality which is well worth it. I don’t have or require a blackberry. It sends me SMS messages, I can send it email from my no-frills PCS phone. I have a Mac Widget which loads my lists and pages quickly. It’s mostly for my personal organization.

I use Highrise to manage contacts and interactions for my freelance efforts. I use Basecamp for projects I’m working on with others or where I need to track my efforts or take a more detailed approach than Backpack. All the above are from 37 signals: http://37signals.com/

3) Moleskin. I love pen and paper. That being said, I cut off the corners of a page once it has been appropriately archived or completed.

Red Zinnia Says:

July 17th, 2007, 6:10 am

Mine’s a tip (I’m not much into tools) ~ ~ “Do it now”.
The trash can would be a close second. . .

Georgio Says:

July 17th, 2007, 6:45 am

“What’s your single best organizing tip or tool?”

Best tip (and then the tools flow from it) is to use the ZenHabits website. Over the past 3 months my life has become so much more focussed and my efforts more productive thanks to Leo’s great tips. What’s better is that he is such a blanaced guy that th etips don’t just tell you how to pump more widgets, but how to have a great family life..which is the point of pumping widgets for me anyway. In summary, ZenHabits is the best organizing tip/tool for me.

Reg Tait Says:

July 17th, 2007, 7:59 am

My local Oxfam - quick and painless disposal of many unneeded items in the last month.

Greg Says:

July 17th, 2007, 8:21 am

Looks like I strayed from the single best tool question: my simple answer I use my tabbed Moleskine for everything that I write down. Keeps things in one place.

Mike G Says:

July 17th, 2007, 9:28 am

iGTD for the Mac. It’s free and the author is constantly improving it.

I just downloaded Journler for the Mac. It’s another free tool. It has tips for how to apply it to the GTD (and for that matter ZTD). It’s a bit redundant to use both for GTD/ZTD but if you’re a Mac user you should get both and then figure out how to use them in your daily routine.

Dale Says:

July 17th, 2007, 10:49 am

Do it.
Do it right.
Do it right now.

Brandie Kajino Says:

July 17th, 2007, 13:20 pm

So many great tips! I have to agree with Monica in unapologetically taking control of your life. Say no more than yes.

My favorite tip? You control your life - whatever electronics or paper you use, make them work for YOU not the other way around. Does Outlook really have to stay checking your email every 5 minutes? Maybe, but I bet you’ll get a whole lot more done if you check it a few times per day. That goes for the Blackberry too! Afterall, there are so many tools, and one to fit everyone - so use what works, but make it work for you! :)

Ross Says:

July 17th, 2007, 16:14 pm

After trying out dozens of web/computer based task management systems, I have found that pen and paper are the best method. From that, I have developed my own template I like to call a Daily Action Map that help me process work as effectively as possible. I wrote an article (along with a free download) on using Daily Action Maps that I’m sure you would find interesting. The focus is on three tiers of making progress toward completing goals, not just getting tasks done - the rest is explained on the site.

LisaS Says:

July 17th, 2007, 22:31 pm

Like many others, I use a single notebook to catch everything–scribbles of essays, meeting notes, to-do lists, etc. As I reach the end of a notebook–about every 3 months–I leave a day to clear my to-do list and to review my notes. I tab the notes and lists that I might want in the next month or so, transfer the phone numbers to the new notebook, and continue with life. That one day of transition makes a lot of difference in sanity–there’s a sense of closure that comes with the process.

TechTalk Says:

July 18th, 2007, 11:17 am

Combination of Vitalist (awesome GTD’esque task list with mobile, RSS, and many other options) with Jott for voice-recording transcripted emails to myself or my list, Google calendar, gmail, and google docs.

Ryan Wagner Says:

July 18th, 2007, 20:42 pm

My Life Organized and Gmail…two great tools that I don’t think I could do without!

Terry Says:

July 18th, 2007, 23:14 pm

I have a landing strip and life has changed a lot since getting it. I have it in the laundry room where we walk into the house. Kids backpacks go there, every day shoes get hung there, my purse and car keys go there. I also make sure I go through the mail the minute I walk in the door. Junk mail goes right in the garbage and bills go to the office to get paid. Microsoft Money also changed my life and now I pay all my bills online. No more stamps or balancing my checkbook by hand. These are all my best time saving tips.

Also, I have an awesome filing system in my office. No longer fumbling through to find stuff. It’s all right at my fingertips.

dave Says:

July 18th, 2007, 23:52 pm

Read GTD 3 weeks ago, it’s made such a difference to my life.

outlook on my laptop:
- lots of outlook rules to sort incoming mail into folders

- configure a search folder so only shows unread messages, in all folders and sub-folders. This folder is where i live, everything else is hidden and filed away. (turned _off_ the feature that automatically marks messages as read)

- configure so that it’s only checking mail every hour (instead of 5 minutes)

- outlook tasks with the usual GTD categories

when I check my email: I follow GTD principle for clearing your inbox using outlook tasks to manage next actions.

Outlook address book synching to cellphone.

Paper based calendar - i don’t need a lot of stuff in my calendar, when i am with a customer i don’t want them to be waiting while i fumble with a PDA to book my next meeting with them.

Palm Pilot - used to synch with task list only. Cellphone has addresses. I need the PDA less and less because apart from ‘errands’ i have my laptop when i am at home and in the office.

I use a moleskine to keep a log of everything I do when i am working. I use this to fill out my timesheet at the end of the week. Today’s notes look like this:
7:45 Just: arrived at work, cafe breakfast
7:45 Next: clear email
8:15 Next: work on x
8:45 Just: work on x, 5 min phone call from a
8:45 Next: work on x

This log helps me keep myself on track and i put the occasional idea in there that I pick up during my weekly review.

OK so what’s my best organising tip or tool? Set up outlook so that you can only see the unread emails, it makes such a difference.

Dave

Lisa Says:

July 19th, 2007, 8:42 am

iGoogle, gmail and del.icio.us

For del.icio.us I use lots of tags but most important: toread, tolisten, toblog

At work I use Microsoft Outlook

Lily Says:

July 19th, 2007, 9:02 am

FlyLady Routines….. flylady.net

Brad Says:

July 19th, 2007, 20:39 pm

After trying just about every possible tool, I have settled on Outlook2007 (connected to an Exchange server), OneNote 2007, and a Blackberry (syncs with enterprise server - live syncing with all Outlook data). Every day I fund a new reason why I love OneNote. I spent the better part of the week explaining to colleagues why the tagging feature of OneNote is a godsend.

Joseph Says:

July 19th, 2007, 23:22 pm

Google Desktop has proven to be excellent for me. Although it takes up some room (I have wide screen so its not as bad), it is fairly unobtrusive. Right now I have my my email appearing as it is received, controls for iTunes, a note pad, and most importantly a to do list. It is a simple way to remember important tasks without any of the frills that become distractions in time. One of the best uses of technology is Google Calendar, which sends me a text message reminding me of important events. I get reminders for concerts, meetings, and other stuff. Highly recommended.

mdjenko Says:

July 20th, 2007, 17:39 pm

ditto Google calendar - I am a teacher and I also create a public class calendar which sends free sms messages to my students reminding them of homework ! they love it

A 57 pence pad that fits in my wallet + a space pen - great when ordering a big round of drinks!

Vitalist - how can something this good be free?

Sam Grady Says:

July 22nd, 2007, 5:30 am

My good old fasioned diary. On a Monday I list the current projects that are on, then daily I list my tasks. Also I find if you can’t shut down your connection, like me, then a good way of not getting distracted to ‘just check something out on the web’, is I write it in my diary. Just a quick note to remind me, then when tea break or lunch comes, I can shoot through my list.

Leo, can I just say what an amazing wealth of information this site is. Keep up the amazing work!!!