Just wanted to blog some major points about my personal productivity system in under 5 minutes before I start work. Note: you may see GTD-like terms but my system is not really strict GTD, I have just borrowed some good ideas:
For a PDA, I use a Timex Datalink USB watch and some software I wrote to convert my Google calendar to appointments I can load into the watch. It is mostly "read only" during the day but works fine for me. I can see my schedule and contacts; I can get reminders and alarms; and if I don't have paper and pen on me I can take notes (text entry is really not that bad on it for small notes).
Ubiquitous capture: I normally carry some 3x5, unlined index cards around in a snack-size ziploc (just fits) and also carry a pen (both in my pants pocket normally). At the end of the day or week or whatever I "process" them. I will often keep grocery lists, important todo checklists, etc. on there as well and occasionally will leave them on my computer desk or laptop keyboard as a reminders.
I use a coil bound Blue Line for meeting note capture and a scratch pad. I normally transfer everything on the page that is required into an email to myself or some type of document for later use and cross off items so transferred so I know I have them captured elsewhere. For scratch pad notes (e.g. phone numbers, etc) I do the same or just turn the page and start fresh when a page is full or I need to go to a meeting.
Calendar: I use Google calendar all the time and download Ical backups as part of my watch calendar updating software (see above). I normally set email reminders for important meetings and get an agenda in my inbox as well.
Inbox on desk: I normally work at home so I have a separate inbox for home and work. This is basically a cheap, dollar store, tiered system consisting of three levels. Level 1 (top) - my personal inbox for all bills, notes, documents, etc. Level 2 - Personal "hot file" area. I keep any ongoing stuff (e.g. quotes for work around the house) in files here as well as dropping in processed documents that need to be filed... I normally file as soon as something is done but late at night the file drawer makes one of our dogs yap (no idea why) so I tend to to throw things into the Level 2 tray and file en masse. Level 3 - "hot file" for work... I keep a client file I am using in there with the current document (a report, standards doc, todo list) binder clipped to the front of the file.
Long term file storage for all files is done in filing cabinet, one for work and one for personal. I currently don't have a work filing cabinet as I am using some file dossiers but need a filing cabinet soon. I just don't generate much paper for work as I am a software developer and prefer to work on the screen when I can.
Finally, I use TODO List (http://www.abstractspoon.com) to manage client info, long term todo lists, packing lists (e.g. for trips), and so forth. Everything yuou can imagine goes into this system. I am gradually trying to get to the point where I use it for everything but have some issues around printing off info from it and so on.
That's about it. One day I will look back on this and laugh just as you are laughing (mockingly) now. :)
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