A few final thoughts on the notebook system:
> I take a lot of notes, but only use about two notebooks/year. 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 re-copying 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 use color to distinguish sections.
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.
