Month: December 2013

A few final thoughts on the notebook system:

> I take a lot of notes, but only use about two notebooks/year with the Iquelrius books.  It is a sad day when the front and back meet each other as then it is time to start a new notebook.  I always go back through the current one and transfer to the new one items for staff/committees that are still pending and that I don’t want to lose.  (My staff hates it when it’s “new notebook time” as things that have been dormant are suddenly back on the discussion list!)  I also review the front section to see if there are any “to do” boxes still unchecked that need to be brought forward.  And then I carry around both notebooks for a week or so rather than recopying the notes I need from the “old” book to discuss at current meetings.

> I use the first page of the notebook to write down things I need to remember — so I have them in one place for handy reference.  Names of new employees in other departments.  Budget numbers.  Copier code for the special copier.  This saves me time from hunting for the information…and, like everything else, I always have it with me in the office.

> It is common knowledge amongst my staff that “the notebook never lies.”  It becomes a reference and decision arbitrator when there is confusion about “what did we decide” or “who was going to follow up with that”.  Usually a quick glance in the notebook will resolve any of those kinds of questions!

> Having notes for several months in one place helps greatly with perspective.  I can look at budget projections and see if our trend line has been increasing or decreasing.  I can tell when items have remained on the agenda and been undone for months.  I am reminded that employees with issues also have good things that we have been discussing.  

As I said in Part 1, this is how I use the system and it works very well for me.  I know others who have modified it to put tabs for different sections/agendas instead of using it back to front.  Others pay attention to the colored border on the pages of the Iquelrius.  

However you make the system yours, I hope you try some version of it.  Collaboration and communication are so important to every organization and I know of no better way to keep track of the information that fosters both.

In addition to using your notebook as described yesterday, create a second function by starting in the BACK of your notebook working forward.  In this section, I dedicate one page for each employee I supervise and committee I am on.  I use these pages to keep a running agenda of things I need to discuss with the person/group during the next time I meet.

I start in alphabetical order, but you can see it doesn’t always stay that way!

Around this time of year, or on January 1 when people make resolutions, many say “I need to get more organized.”  One way to do it is to utilize a notebook system.  One of my mentors taught me this when I was first elected to chair a national organization, and I have been using it for the 20 years since.

The notebook system is really two notebooks and a to-do list in one.  You can use any notebook, but for some reason the Iqueirius* spiral notebooks seem to be the perfect size.  (I know several people who have switched to these and they seem to be the winner even over electronic systems.)

People can use it any way that suits them, but this is my preferred method:  Start in the front and keep notes from all your meetings.  It comes in so handy to have all your notes in one place.  People who take notes and then file them with the appropriate project or committee folders invariably need those notes at another meeting or during a conversation with someone else.  Keep it all together and I’ll bet you will be surprised how often you refer back to things.  Don’t devote one whole page to a meeting — when your notes end from one topic, just draw a line and move on to the next meeting.  

If you have a task or something that requires follow up action from you, make a check box next to it in your notes.  You’ll instantly know that you need to do something and it won’t get lost when filed away in a folder, etc.  Thus your notes become a running to-do list — and since you will get in the habit of carrying your notebook with you, you’ll have many opportunities to see the unchecked boxes as a trigger to get things done.

More tomorrow on Part 2 that really makes the magic of synergy occur.

Notebooks:  www.miqueirius.com  Made in Spain Item #42237  4-subject notebook 6×8 Assrt Clr Ruled  UPC:  8-422593-422373   Available at most Barnes & Noble stores and at some larger Target stores

Sample page from one of my notebooks: