Wisdom is the prime thing

After a few iterations of various time and life management solutions, I finally decided on a paper-based solution. Let me share with you some pictures and explanations of my very own Hipster PDA.

What is a “Hipster PDA”?

In a word, it’s a paper-based personal management kit, introduced on 43Folders. The original design uses a stack of 15 or so 3×5 index cards clipped together with a binder clip. Oh, and a pen. That’s all.

Total cost: less than $5.

It doesn’t get more simple or elegant than that. No batteries, no recharging, no bulk, and no worries about losing it. Beautiful.

On these index cards you keep lists of your tasks, todos, doodles, … absolutely anything and everything you want! Your “PDA” fits into your pocket and goes everywhere with you. Some put different color cards into the stack to separate things visually. Others use prepared templates to print out index cards at home as needed. It’s up to you what you do with your planner. You can find more nifty ideas online for ways to organize your planner. Also, you can find pictures of how others organize their stack. They range from super minimalistic to impressively creative.

They are especially handy for people interested in implementing GTD.

Why not an electronic solution?

I’ve tried an electronic solution for about a year now, and had some success with it. But there is a large component missing: it is not portable. The system was on my home computer, a minimalistic solution I devised where individual files correspond to my lists. But to be able to add items at any time and edit my lists I need constant contact with a computer. That is not a problem a good portion of the day, but there are so many times when I’m not at a computer and have a great idea, or a thought I want to record, or something I want to draw. A PDA doesn’t do it for me: I want less to carry, not more. And carrying a $400 iPhone isn’t my idea of simplifying: I’d be too paranoid about it getting lost, dropped, or stolen.

Nope, something more primitive is what I need. Something that I can use everywhere; that is cheap to build, replace, and maintain; highly accessible, and doesn’t encumber my creativity.

And so I come back to pen and paper.

What is unique about my solution?

There are other tremendous pages about Hipster PDAs on the internet. So what makes my solution interesting? For me it is a complete “reduction-of-junk-in-my-pockets-and-psychic-entropy” system. In other words, it takes the place of my wallet as well. In my pockets I carry a cell phone, a minimal set of keys, and my notebook.

As Thoreau says, “Simplify, simplify, simplify”.

What does it look like?

Good question. Here it is:

On the left are simple index cards. I use grid index cards and write on the blank side. The grid-lines on the back show through just enough to help you keep everything orderly without being obnoxious.

On the right there is a large pocket where I keep my driver’s license, bank cards, and any other cards that are absolutely necessary on a day-to-day basis. On the right side there is also a front pocket where I keep my bus pass, my medical directive, and any cash I have (a rarity!). I also stick 5 sticky notes to the front.

How much does it cost?

Less than $20 at Staples. The Buxton case is less than $10, a few hundred index cards cost a few dollars, the sticky notes cost a few dollars, and the Zebra F-301 compact pen (highly recommended) was a couple dollars.

How does it work?

Simply.

The sticky notes are for quickly jotting down any thoughts that come to me. All I have to do is open up my notebook and make a note, a drawing, anything. Then later, when I have more time I can process these scribbles and put them on the right index cards.

The card stack I use is also very simple. Let me describe the cards I’m carrying right now. Right now I have 13 cards on me, which fits fine in the left-hand card holder. Three of them are blank, in case I need to start a new card while I’m out and about, give someone my contact information, or need a funnel for pouring some transmission fluid, … the banal quotidian.

Four of my cards right now are “context cards”. At the top I write the context. My “@home” card is a list of tasks to do at home. “@Meeting” are things to do at the hall. “@Phone” is a list of people I need to call. “@Bookstore” is a list of books or topics I want to research the next time I’m blessed to be in a bookstore.

On these cards I draw a line down the middle (using another index card, of course). I leave the last grid square empty so that I can put an ‘X’ in the square when the action item is complete. When the card gets full, I copy the unused tasks onto another index card and rip up the used one. Ripping up a todo list gives you a satisfying feeling of accomplishment.

Another card I have is called “Projects”. This is a list of all projects I’m working on, where “projects” is defined (per David Allen) as: “every ‘open loop’ in your life or work which requires more than one physical action to achieve”. The next individual action required to move a project forward is stored on other index cards by context. Each time one of those actions is completed, another action needs to be added to keep the project moving forward. Having a list of open projects keeps a “stake in the ground” so that the project doesn’t get dropped. Regular reviews of the Project list ensures that you are staying on top of all the projects in your life.

Then I have two other cards, which I’m proud of. The first one is called “Roles” and the second one is “Goals”. “Goals” is a list of my lifetime dreams. It’s a list of things I want to be and do in my life. It has all sorts of things, from “Memorize the entire Bible” to “Smile at strangers” and “Be a better teacher”. The “Roles” list is a short list of all the roles I play in my life: employee, son, Christian, etc.

My remaining cards are notes for individual projects I’m working on. For instance, one is titled: “Project: GTD system”. On these I usually make mindmaps to help me organize my thoughts. I use a card like this for preparing for talks I have in the next few weeks, jot down illustrations or ideas that could come in handy, and keep my assignments fresh in my mind.

That’s the whole system!

What’s the benefit of this system?

One of the most welcome surprises of this system is how much more productive I’ve become, and not just on a “plowing-through-work” level. It’s true that on the ground level, I’ve definitely become more effective. Having a list of people to call on my person at all times means I’m able to use a lot of in-between times (like walking to the bus stop) to call people throughout the day. So I’m definitely getting more done on a typical day.

But that’s not been the real surprise. It’s been amazing how much more oriented I am with my life’s goals and projects. I take some time every day or two on the bus to look at my list of goals and see if I have at least one project for each goal to make sure I’m making progress in my life in the greatest sense. Then I look at my list of Roles and make sure that for each I have at least one project to help me faithfully discharge my responsibilities. Finally, I look at my project list and make sure that for each I have at least one Next Action on one of my context lists to ensure that each project is moving forward.

Having the sticky pad right at the front means that recording any random thought is a breeze. I can whip out my notebook, take out the pen and jot the thought down in just a few seconds. Since it’s so simple, I am capturing everything that crosses my mind that I think I should do. As soon as I say the words “I should” or “I will” or “I’ll have to”, I immediately take out my notebook and write it down — right there on the spot.

Because my notebook is my wallet, I am forced to take it with me everywhere. I literally am not able to leave home without it. So I can be productive any time of the day, from first thing in the morning, to the last thing I do before bed.

This system allows me to have a top-down and bottom-up approach to organizing my life. Productivity on that level is both satisfying and enjoyable.

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I’m loving my new setup! Do you have any thoughts or ideas for improvements? Please let me know!