I’ve been reading this discussion board for ages, so I thought that was about time to share my setup. (not English speaking, apologies for typos)
I am not that avid/organised not taker, so I am looking for simplicity. I don’t even need to reviews notes regularly, things are also on things3 and my gmail, and my work files are more than often on my clients onedrive/gdrive etc.
So I have those 200 notes that I want to keep a little organised
This is the setup that I am going for:
Meta
Me - (my life)
Home - my home
Family - mother and sister
Belongings - car, motorbike, etc…
Taxes
Consultancy
Clients - A note for each client with the essential information
Requests - I actually use more gmail or things3 to track requests… but perhaps I should at least copy them here
Templates - checklist and procedures
Webinar - notes about professional webinars that I attend
Materials - passwords, documents, operational material that maybe fit in 3.1
Learning
Albanese
Webinars - this can overlap with 3.4.
Coding - snippets
Pleasure
Travel
DIY
Podcast - (or any other topic that grab my interest)
Research
Concepts - some kind of evergreen notes
Questions - questions that I ask myself with details about it
Entities - research on companies and people
Steal it - ideas and inspiration found around
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Unsorted
My doubts and thoughts
Basically my areas are “I am not getting money for this (2)”, "I am getting money for this (3) and “I hope to get money for this one day (6)”
All the others are notes that I am trying to save somewhere. I am doing everything by spotlight and often I search by a keyword rather than by category
I have area of research for my profession (3), but I am also keeping notes for topics that I want to research, they can be part of my profession in the future (or a side part), but they are not part of my consultancy profession. In 3.4 I put notes about webinar that I followed strictly related for my consultancy business, in 4.2 webinar, but can also be articles and papers, regarding other topics. Are they overlapping?
Not sure if the categories under research (6) can be placed as areas
I keep task in things3 with a bit of GTD style and I use a lot the calendar for timeblocking and Trello for when I need a higher view.
I personally really like how clean and simple this is. Because of the way you organized it you still have space for 100 clients if you need it.
On a mostly unrelated topic, how do you keep track of how many hours you’ve worked for each client for billing purposes? This is something I’m currently struggling with keeping track of
thanks! I’ll check it out!
Speaking about time tracking, in my opinion it’s a bit of a double edge sword and I found that having a relax approach to it make me work much better.
If I can, I break down projects by daily efforts… so for a 50 hrs project I just block 2 hours each day for the next 25 days. No need to stress for each minute that I spent on something and I get deep focused on my work.
I tried a service called reclaim.ai with you set a task (from google task I think), you say how many hours you need and it will break it down in your cal, but I found it too aggressive on filling my calendar.
I personally value long term relationships with my clients, so I rather do time blocking to be sure to advance on the project. If it requires me few more hours I am ok with it, it builds a relations. But this is really down to your type of client and work.
I have a client were I am just doing the tasks that he does not care of doing, in that case I bill/track by the hour (and always 1 hr minimum).
The lads on the Cortex podcast are all-in on time tracking, and they’re smart productive people. So I thought, let’s give it a go.
So I recorded my data for a while, but then I realised that I was never looking at the results.
(I did the same for my finances a few years ago: dutifully recorded every transaction in a double-entry ledger. The data was beautiful. But I never looked at it! So I stopped doing that as well.)
Strangely enough I did have great success a while back using an app called Sorted. My job was mad busy and it was the only way that I found to actually get the important stuff done. It’s definitely worth a look, but I no longer use it.