Writing Things Down: Switch To Paper Today!

Excellent post, Nick. I’ve been subscribed to Backpack for a while, but over time I’ve realized that I just need to stick to paper more often than not.

Ever had to plug in a pencil? Didn’t think so. (Please don’t actually try it. I won’t reply if you write in to complain.)

Awww! But… but…but I’m SURE the tip fits in a socket… can I try just once?

This was a great post. Seriously, people are forgetting that simple things work. I needed to write something down the other day, realized I was in the car, away from the computer and didn’t have my cellphone handy… by god, there was a pen in the console.

I used it, and then sat there for a minute thinking, “Hm. That’s pretty handy.”

(Then I felt like an idiot for sitting in my car staring at a pen.)

Correct time management principles work with paper and electronic tools alike. For example, Total, Relaxed Organization (TRO) training is designed to boost productivity either way.

However, not all tools are equal, even among paper planners. The best paper system I’ve seen combines simple Day Timer pages with sticky notes, but you have to know how to use it. Likewise, paper and software have huge tradeoffs. Two of the biggest advantages of software you missed:

3) Capacity: Paper systems max out fast if you’ve got a lot to track. The right software can handle more without overwhelming you. (If you’re a CEO, consider electronic or a dedicated admin.)

4) Intelligence: The latest software can make smart recommendations for next tasks. Like a good admin, it suggests but doesn’t enforce. Paper just can’t do that. (See GTD Software Comparison Table.)

So use paper or software, but know why you’re using which and how to use it right, or you’re going to struggle either way.

I am with you Nick, but I’m still going to throw in a few buts…

1. Always accessible - am I the only person who’s wasted hours of her life looking for a pen (or pencil?) I pick them up and put them down in the weirdest of places - rarely somewhere I can quickly lay my hands on one. Still quicker than an electronic equivalent though I grant you :-)

2. Maybe you should get in touch with Strathclyde Police. They’re trialling a move away from pen and paper… http://www.strathclyde.police.uk/index.asp?docId=5042

3. Is there a reason why you’re leading on pencil rather than pen - or do you see them as interchangeable? There’s a difference in the way they feel, the way we use them, impact on our handwriting etc. Could argue a pencil is more accessible as easier to carry without fear of ink leaking… but then probably need to transport pencil sharpener too, or have lots of pencils around the house/office so I can always find one.

Looking forward to learning more. When does todoodlist come out?

Joanna

Great post. Sometimes the old way of doing things just works best.

Nick

Great post - thank you. My job involves periods of time in an office followed by time ‘in the field’ away from power sources. When away from the office, laptops and PDAs die, requiring a return to paper. That said however, during extended periods in civilization, I have tried a PDA and can see the advantages that Kevin mentions above:

Every now and then, when things get frantic, I get frustrated with trying to track everything in a (paper) notebook and spend half a day inputing it all onto the PDA. All is then rosy as I can link tasks, projects and contacts. In addition everything fits into a pocket sized lump, as opposed to the A5 Filofax, which inevitably is at home, or on the desk when required. About a fortnight later however, I get frustrated with the software’s inflexible templates and the fact that everything takes so long to access and amend, so I spend another half a day writing it all back into a notebook. Again, everything is then clearer, as I can see all my projects and tasks on A5 paper as opposed to a tiny screen. A few months later however, I get frustrated……

The fact that it takes me longer to get frustrated with paper, probably means that I am more atuned to it. The issue remains however, what type of notebook to use - a large one which gives you a good overview but ruins the cut of your suit jacket, or a pocket one which is always with you, but makes tracking projects difficult. I therefore look forward to next week’s post.

Thanks again.

Marcus

Nick,

I can’t agree with you more! I used to be on the “bleeding edge” of the latest technology dodads, but gave that up when I realized I was spending more time learning how to use them - than actually using them! Paper and pencil works great for me.

And your comment about having a better memory - that’s a great bonus! I also think it slows us down - in a different way than the fumbling on a PDA that you mentioned. There is something quaint and nostalgic about pencil and paper - and I can’t tell you how many of my friends, upon seeing me work that way, have switched back, too. I ruminate much more effectively with a pencil in my mouth than a PDA. (I don’t recommend a PDA in the mouth, by the way.) :)

Hi again! Said it before - I really like the illustrations you create for your posts. Indeed, for all the reasons you mention, paper beats PDAs.

Apart from missing the reminders, there are two other things I struggle with with my little back-pocket notebook, and I’d love to hear if you have a take on those:

1. No easy backups - if I leave my notebook somewhere, not only will some stranger have a real laugh (not really a bad thing), but I’ll instantly be completely disorganised.

2. No insert operations - you can never plug a thought between two lines… so I end up leaving a number between the two lines that points to the line that should have been inserted. Somehow, that’s distracting when you quickly read through notes (though still not as distracting as having to fool around with a PDA :)).

Thanks!

Thanks all!

@Joshua — I too was a long-time Backpack user. I still use Writeboards to submit guest posts; they’re free and they work wonderfully.

@James — There’s a compromise to be had somewhere there. (Plugging a pen into the cigarette lighter in your car, perhaps?)

@Kevin — Thanks for your thoughtful and useful addition. Whilst I agree that capacity and intelligence are very useful at the high end of the scale, I’m not sure if they benefit everyone.

Anyone who hasn’t checked out Kevin’s TRO offering should head over and have a look, by the way. I downloaded the preview last month and it’s packed full of great practical advice.

@Joanna — I’m the same! I tend to buy pens and pencils in boxes. I simply keep one at my desk, one in the car and one in my jacket. The rule is to always put each one back when I’ve used it — never to take it with me somewhere else. It doesn’t always work out, but I’m getting better!

Thanks for linking to the police trial of the PDAs. It will be interesting to see if they stick with it or go back to paper, and how many other branches follow suit. Frankly I doubt it will remove much of the overhead for them.

I mostly talk about the pencil because it embodies simplicity, but pens are great too. I find the pencil more conducive to doodling, writing lists and thinking through the page; I tend to smudge ink in my frantic scrambling to get my thoughts onto paper.

Re: Todoodlist — officially, it will be released when I’ve finished laying it out! Unofficially, the release date is currently set for Friday 28th March 2008.

@Charles — Absolutely! I’ve recently ditched my digital camera to go back to lomography and Polaroids — I revel in the old stuff.

@Lisbeth — Good point about slowing us down in a different way. I suppose paper encourages us to remove ourselves from the frantic pace of our electromodern lives.

How I chuckled when I read your aside about a PDA in the mouth — you will see why in next week’s illustration!

@Marcus M — I try to cover a broad range of notebooks that should suit all in next week’s post. Stay tuned!

@yungchin — Thanks for stopping by again! Regarding backups and inserts:

There is a risk of data loss inherent in almost every storage system, be it online, paper-based or on a handheld device. The difference with paper is that, when you lose it, you’ve usually only got yourself to blame! As personal data recording systems go, it’s probably more secure than most electronic setups.

Your point about insert operations is very interesting! It’s one of the things I thought about when creating Todoodlist, and I think my method of handwritten to-do list solves it! Basically I don’t use a flat hierarchical list like most do — more on this in the future.

I’ve been finding myself more and more frustrated with the computer…I tried switching to a wacom tablet with Windows Vista built in inking and handwriting recognition…that’s still not cutting it for me.

Next up is a tablet pc. My thought, you get the best of both worlds, free form sketching and note taking, combined with the software you like. I’ll let you know how that goes.

But yeah, I’ve recently found myself coming to love my paper planner for tracking my hours. It makes it a lot easier when I have to fill out my timesheet.

Really enjoyed the article. I’m pretty much a paper list person too. I have 3 notepads on my desk at my day job: phone calls & notes, I.T. to do list, & Design to do list. At home for freelancing I use sticky notes. Each note as a task on it and there is still room to add extra info to it later. The nice thing with sticky notes is that I can rearrange them by priority without having to create a whole new list every time, and when one task is complete it can be filed into the recycle bin. Although paper is working great I have picked up an iPod Touch, that has come in handy for some quick notes when I don’t have any paper with me (I always carry a pen though).

I’m definitely a paper person for to-do lists and so on. I prefer to use a software calendar, especially as it’s pretty much compulsory at work for scheduling meetings given that it’s a multi-site company. Since I have to do it anyway, I don’t want to duplicate it all on paper.

Never been a fan of computer based productivity activity. I honestly cannot see how it is more effective than pen and paper (anyone want to enlighten me?). I spend enough time on the computer without having to refer to it whenever I need to know my projects :)

James, Organize IT

@Michael — I’d be fascinated to hear how you get on with a tablet PC. It really does seem like the next logical step, but the handwriting and voice recognition software I’ve used so far required too much initial training and wasn’t quite accurate enough for me.

@Shawn — I love your multi notepad and sticky note approach; very versatile. I must confess that I quite fancy an iPhone, but only to make calls! The calendaring/to-do aspect doesn’t interest me any more.

@plonkee — Absolutely; sometimes you don’t have a choice! I think I could change a lot of companies for the better by going in and bringing them back to basics.

@James — I completely agree! My Mac is addictive enough as it is; who needs more excuses to sit in front of it?

Thanks for your feedback all! Do keep your thoughts coming.

I hear there’s a piece of pen and pencil management software you can download that helps you to organise your writing implements… ;-)

@Joanna: — Ha! I wouldn’t be surprised if someone reading this stole the idea and marketed it! They’d probably sell millions. :)

Very well put Nick. I agree with all your points when it comes to pointing out pencil as the most mighty tool ever, at least for a writer. I can bet that some people would totally lose track of reminders, bills, drafts and all that without the use of softwares that we are used to. But again without a pencil and paper the ideas would have never surfaced for some of the greatest apps out there.

All in all, a great post that reminds us the power of pencil at a time where most of us have even forgotten what our writing looks like on a piece of paper.

Cheers!

Just quote Blackadder and I’m yours for life.

Wha? Oh, right, paper productivity systems. Absolutely. Sometimes the simplest solutions, etc., etc….

Quite apart from the whole beauty of having a non-electrical and highly portable note-taking method, two of your arguments in favour of the pen(cil) are particularly fine: it encourages creativity and discourages computer-related physical ailments. We need this. And your book.

Nick, very convincing arguments. Looks like a lot of readers prefer pencils too.

Perhaps for most people a pen is best, but I believe there are some people who find modern technology more efficient than a pen.

My girlfriend is an attorney with about 80 active clients, frequent in-person meetings, court appearances, business lunches, and filing deadlines.

She relies on her PDA to remind her of all of these events.

She uses Vitalist for her to-dos. While driving in the car, she can quickly add something to her to-do list by quick-dialing Jott on her cell phone and using their voice-to-text technology. It’s just as quick as grabbing a pen and writing something down.

Most of us don’t have to track as many appointments and to-dos as a lawyer does so have no need for all of these tools.

My father is also an attorney. He uses a pen and paper system to track his to-dos as he’s not as comfortable with technology.

I believe each person should find and develop a personal productivity system that works best for them. This article is great in pointing out that for many of us, a pen and notebook is all we need.

@rjleaman - Thanks for the lovely words! There are a wonderful number of pencil references littered throughout Blackadder. I contemplated using the image of Rowen Atkinson with pencils in his nostrils and underpants on his head (this one), but felt it might betray my own insanity.

@sterling - Completely agree. Productivity is a personal thing unique to every individual. I can definitely see the advantage of electronic systems for incredibly busy people, for the capacity reason that Kevin stated earlier.

I also know from experience that paper-based systems can and do scale up rather well too. I mention how in the book, and will be talking about it in future on PTO.

@Nick - I realized another one of your points. My girlfriend also shares her to-do list with a virtual assistant. As you mentioned, collaboration is where fancy software makes sense.

I just have one tips to using paper.
1. make sure you empty your pants pockets before washing. I don’t know how many lists, and memo books have been drowned in my washing machine.

I use a stack of index cards and a ruber band now. That seems to work best for me. The cardboard stands up better in my back pocket then a small memo pad or piece of paper.

I have been using pad and pen/pencil for ever. I figured it worked for me in school and it works now.

It makes me stop and think and not have it end up being some mindless operation i do without even realizing. Writing it down commits it to my memory. Typeing it into some great task editor just means it will get lost in the ether.

“Sticking a rubber on the end of it’s about as clever as the marketing guys got.”

This made my coworkers look at me funny…hehehe But I did upgrade from Pencil 2.0 to Pencil 2h…

“4. It’s always charged up
Ever had to plug in a pencil?”

yes… (this isn’t my attempt… but had the same outcome)
http://www.metacafe.com/watch/726251/turn_a_pencil_into_a_light/

Though I have to say something about the overall article, I really wonder about folks when we need to be told to use pencil/paper… It’s like rediscovering the wheel, or that we can just walk places instead of taking the car.

I’m a big fan of the WTD system. ;)

Do you know how grudgingly I switched back to paper? I am the same person who poked fun at my hubby for his paper to do lists as I lived the good life with my palm..my treo too, my email reminders and pc calendars..

All so fruitless because I always, ALWAYS forgot to look at them unless they were making some kind of annoying noise. I would skip inputting info because it took too long..

*sigh* they were such good ideas though

My hubby would have given me a knowing smile and a kiss on the forehead if he could see me now, rediscovering paper. Bless his heart, he would never
“I told you so” me… which would make me want to stomp off as though he did :)

But lets not get too crazy here. I do still use gadgets too and I WOULD gasp and plot against someone if they tried to take ‘em away!

*suspicious squint ’round the room*

lol at hyrcan’s comment :)

btw - very nice site!

Great post!

I used the HipsterPDA for a while, and I’m thinking of going back to it. I’m using Backpackit (http://www.backpackit.com/) which is an amazing application, and very simple as far as note taking and lists go, but the problem I find is that I can’t go anywhere without bringing my computer. I’d like to have my goals with me more often, but the computer less. I’m going to give the HipsterPDA another go, in hopes of liberating me (somewhat) from my laptop.

A few questions that came up while reading this are…

1. Without a reminder system that notifies you automatically, aren’t you creating open-loops for yourself that will ultimately clutter your mind? That’s the one advantage I see to having a PDA notify for you.

2. As for organizing, I think that paper is excellent in many ways. However, when writing long essays, I can’t write anywhere near as fast as I can type. It takes me a lot longer to write a paper than to type it out. Are word processors holding us back, or helping us (in terms of productivity)?

@Daniel: Good advice! (Although even a PDA won’t remind you not to run it through the wash!)

@hyrcan: I had no idea pencils could be used as flashlights! Will the wonders never cease? Thanks for sharing.

@JEMI: Thanks for the lovely words. Glad that you’ve rediscovered paper. You’re right about gadgets, though; they’re a blessing and a curse! I think there’s a balance to be found somewhere in between technological abstinence and full-on gadget geekery!

@reyalP: I talk about how to set reminders without a PDA in Todoodlist, but basically, the idea is to wean yourself off electronic reminders by replacing them with simple paper notes and Post-Its whilst improving your memory at the same time. Eventually, you reach the point where your no longer require constant electronic beeps to get you through your week.

I’m planning to write about typing vs writing vs dictating and their effect on our productivity in future; stay tuned! To answer your second question: don’t replace everything with paper; only use it where it works best for you! Word processing definitely has a firm place. :)

And when is Todoodlist coming?

@AC: It will be out this Friday 28th March. Those who’ve signed up for the announcement at Todoodlist.com will be the first to hear and will each receive an early bird discount code to say thanks.

A full announcement will follow on PTO on Friday. From then on, a semi-normal posting schedule will resume!

Good Post,
Makes ya think and yes I do use paper a lot of sketches and priority lists.
Thanks so much,

John

Been trying to get into all the latest web apps for doing these things for some time but can never seem to get my head around it. Maybe I should stop fighting it and through myself into pen and paper, I do do a lot with paper at the moment but there is no elegant system merely a scatological collection of words and doodles on the backs of old envelopes! For those who manage to find the pen but not a piece of paper, I came across this a while ago http://notespaper.com/ pretty silly but it put a smile on my face.

Great post thanks for the tips.

Nick, reminders are not just “pushing” us through the week. On the contrary: I need electronic reminders to get into the flow. It’d be such a hassle to monitor a clock on the wall because I got a pending appointment. When I work in the flow state of mind, I lose control over time, and this is what I *want*, what I *need*.

Excellent post! My HipsterPDA, and I, salute you!

I would be interested to hear more about how you are using Things to augment your paper methods.

The most important thing is to use a technology that works. We have an excellent technology for information storage and transfer, for which the utilization skills have been around for centuries and which is already user-friendly. It’s called a book.

That said, the paper system never worked for me. I’m over fifty years old, and for thirty years, I tried paper-based lists, address books, datebooks, and the like. I forget to refer to them, lose them, send them through the laundry, and the like. A little over a decade ago, I bought my first PDA. I’ve been through several models, and am now using that bottom-of-the-line Palm model. It’s backed up on three computers… but more important, I DON’T MISS APPOINTMENTS. I DON’T LOSE PHONE NUMBERS. I HAVE ACCESS TO THE USEFUL INFORMATION that I used to keep in a collection of notebooks on the lowest bookshelf… but now I have it with me AND it’s digitally searchable.

As for my handwriting, I’m afraid it’s a lost cause. Back in the early 1970’s, when I was in high school, I gave up handwriting for printing because I couldn’t read my own handwriting. By the late 1970’s, in college, I had to go to printing in all caps, because i couldn’t read my own printing. And after decades of working in a hospital, and signing my name dozens (sometimes hundreds) of times per day, my signature has devolved to four loops and a squiggle. (There’s probably also a smidgen of passive-aggressive tendency after being told so often how bad my handwriting is, that I refuse to improve it now!) I’m hardly a world-class typist, but my typing is way better than my printing… and, if I type, I’m more likely to be able to later reconstruct what I meant.

I completely agree with you. I have blogged about it here :
http://mandarvaze.wordpress.com/2007/09/28/ubiquitous-capture-tool/

Excellent post! I’ve been a big pen and paper user all my life, even though my work revolves almost entirely around the web.

There is something to be said about having a tactile organization system that makes it much easier to concentrate on my tasks.

Then again, I live and die by my Moleskine. =)

I love the fact that electronics can remind me that it’s time to do something, so for me a notebook is for ideas, not organising.

I do agree though that the pencil is a supreme thing. Why? Because it works in the wet.

All hail the notebook. Analog is the new digital. ana(B)log is the new Blog: [http://tinyurl.com/4wcvj2]

don’t you think that when world is facing a problem of global warming and urging to have more trees then we should save trees and go e (elcetronic)

Hello Noname. I reckon that if we don’t make paper then people will stop harming trees. If that happens will end up with even more de-forestation. So notebooks are good for the environment.

Just found your blog and really enjoy it.

I’m back to pencil and paper after attempting to be more Web 2.0. I’d diligently created a very complete calendar on my laptop with all those key family dates, meeting dates, notes and to do lists in one place. It was a thing of beauty and I’d adapted quickly to using it. Then through the magic of synching I lost it all. That was six months ago and my trusty pencil (with eraser end) and paper, month-at-a-glance calendar are still working, no crashes or memory overloads.

I still use the laptop for many things that used to be paper intensive, but I trust my schedule and overall organization to the pencil! (not pen)

@Noname & @Nick Booth - On the green issue, I’ve not found significant research that favours either direction. As this post in the LA Times points out, it could go either way.

@Kellie - I’m the same — I use both for different things. For me, the pencil rules supreme for day-to-day organisation. It’s not so great for web design, though. :)