Managing the "i" in CIO - My personal system - Post #1

Over the last 15 years I have had a "system" of keeping track of my everyday items. Like most people, I tweak and twist my system, try new tools, new methods, and new technology. A few people have asked this year what my system is and how I keep track of all of my responsibilities. I had to think about it for a bit but decided that it might be actually worth writing down how I manage the information that comes to me throughout my day. Please note that my system probably won't work for you but my hope is that you might pick up a few things that improve how you work your information flow.

To start, there are a few items worth noting that have shaped my system over the years.

1. I have come to realize that the perfect system does not exist. The newest application, device, book or gadget does not work unless it fits in my day unobtrusively.
2. Out of respect for others I minimize the use of technology in meetings. Pen and paper show respect and do not distract from the conversation. ANY technology used during a 1:1 meeting will distract from the personal feeling of the conversation.
3. My brain absolutely cannot remember everything I need to without writing it down. I must have a reminder based system and some notebook that I can refer back to.
4. I cannot separate my different roles into different systems. If I have a todo at work, a todo at home and a todo at church they ALL have to be managed out of one system. This frequently trips people up. One person = one system.
   

Here are the tools that I use:

Hardware
MacBook Air
iPhone 4
iPad 2
Legal Pad
Pilot G2 Limited - black gel ink

My hardware is a bit Apple slanted, but the products I use have a specific place in my system and work cleanly. Obviously my MacBook Air is my workhorse. I use it as my primary business, teaching and personal system. I take it to every meeting, however only use it before or after the meeting or if I need to look at specific material for reference during the meeting. The lid is CLOSED as much as possible.

My iPhone is my primary voice communication device and is used to log quick todo's, answer email in free spaces of my day and my link to my family when I am away on business.

My iPad is my bridge device. When I am at home and have carved out time to work I use my iPad as much as possible. It is less obtrusive to my family and they feel like they can still interact with my as my head isn't buried in my laptop. On planes I used the iPad almost exclusively as it is the perfect form factor.

Software
Toodledo - used for all todo's
EverNote - used to remember key items
iCal - all events professional and personal
Mail - all email professional and personal

I will outline in my next few posts about how I manage the everyday barrage of information and requests using the tools listed above. My next post will outline how I manage my calendar....