Over the years, I’ve fine-tuned my system for staying organized. I’ve experimented with various formats—digital apps, notebooks, and even voice recordings—but what I’ve found is that keeping a small notebook in my back pocket at all times helps me stay on top of things better than anything else.
At one point, I got frustrated bouncing between different apps and notebooks. It felt chaotic trying to keep everything in sync. That’s when I decided to simplify and organize everything into one system that blends digital and analog tools.
Analog Tools for Creative Focus
I’ve always enjoyed writing things down, and having physical notebooks has been a constant in my system. Currently, I carry two notebooks: one for daily or weekly tasks and another for long-term planning. My Custom Traveler’s Notebook is my go-to for everyday tasks, quick ideas, and short-term notes. I love using dot-grid paper because it allows me the flexibility to write or sketch without the confines of lined paper. Occasionally, I’ll use a square grid (I received one as a gift), but personally, I prefer dot-grid notebooks for their versatility.
The distinction between the two notebooks isn’t so much about short-term or long-term planning, but rather about how quickly they fill up. My daily notebook, where I track my to-dos and week-to-week tasks, tends to fill up faster than the long-term one. The long-term notebook is where I keep track of ongoing projects, book lists, and ideas that I plan to revisit in the future.
Why I Prefer Handwriting
Writing things down by hand helps me recall them much faster than typing into a device. When I write in my notebook, I feel more connected to my tasks and ideas. There’s something about the tactile experience of writing that makes it stick. I’ve tried apps like GoodNotes and OneNote, but nothing beats the feeling of putting pen to paper—especially with my Pilot G2 ultra-fine .38 tip. It keeps my handwriting neat, which is important when I need to look back at notes or lists later on.
Digital Tools for Organization and Archiving
While analog tools help me focus, I rely heavily on digital systems for organization and archiving. I’ve been a longtime user of Dropbox—years ago, I accumulated over a dozen gigs through their referral program—but eventually, I switched to Google Drive. Dropbox made some changes that didn’t quite fit my workflow anymore, and Google Drive integrated more seamlessly with how I like to organize things.
One of the key reasons I use Google Drive is for archiving my notebooks. I scan each filled notebook so I can easily reference them later. Apps like Evernote tried to fill this role for me, but I found them slow and cumbersome compared to the simplicity of Google Drive. The ability to search through my scanned notes is invaluable, especially for quick references.
Day-to-day, I still keep things simple with Google Keep, which I use mainly for grocery lists or quick reminders. It’s straightforward and quick, making it perfect for those short, simple tasks.
My Photo and Backup System
Beyond notes and tasks, I also rely on digital systems for managing my photos and videos. Cataloging memories is important to me, especially as my family grows. I recently started using Google Photos to back up all of my photos, and I store everything on multiple hard drives as well. Google Photos’ ability to recognize faces and organize photos by person is a huge help in tracking the passage of time, like watching how my daughter has grown over the years.
This whole process of documenting life has become a priority for me. It probably started when I visited my mom and saw all my dad’s old photos stuffed in a drawer, unorganized and hard to access. I want to make sure that our family’s memories are easy to find and enjoy, rather than being hidden away or hard to sort through.
Why a Hybrid System Works Best for Me
Ultimately, my hybrid system of digital and analog tools allows me to stay productive while preserving important memories and ideas. Writing things down helps me focus and remember tasks better, while digital tools like Google Drive and Google Photos help me keep everything organized and easy to access.
I don’t see myself ever going fully analog or fully digital. I rely on each system for different purposes, and together, they provide the balance I need to stay on top of my work and personal life.
