Paper task systems: how to get organised with paper

Paper is alive and well. In an age dominated by digital tools, a surprising number of people still consciously choose a paper-based task system. And rightly so: paper can work just as well as digital, provided you organise it smartly and keep it up to date consistently. In this blog, we delve deep into the world of paper-based task systems. What do you need to know, what should you pay attention to, and how can you get the most out of it?

Why choose paper?

A paper task system offers unique advantages that cannot easily be matched by digital systems:

• Immediate overview: With a single glance at your notebook or planner, you can see where you stand. No endless scrolling or searching for the right tab.
• Fewer distractions: Paper does not send notifications, tempt you with other apps, or distract you from your tasks.
• Active processing: By writing by hand, you process information more consciously. You remember what you write down better and think more critically about what you write.
• Creative freedom: You can draw, make diagrams, draw arrows and determine your own layout, without the limitations of software.

Who does paper work best for?

Paper is ideal for people who like tangibility, overview and structure. Even if you are on the go a lot, a compact notebook can be more practical than a laptop or tablet. Paper also works well for those who are easily distracted by digital stimuli.

What makes a paper task system successful?

The success of a paper system depends on two things: structure and discipline. Without a fixed layout and regularity, it quickly becomes a mess. Below you can read how to prevent that.

1. Choose the right system

There are different ways to organise your tasks on paper. Choose a system that suits your working style:

• To-do pad: Ideal for those who like simplicity. A new list every day, clear and quick.
• Bullet Journal: A flexible system that combines tasks, notes, appointments and ideas. Perfect for creative thinkers and people who like to reflect.
• Diary or planner: For those who want to link their tasks to specific days or times. This combines planning and task management in one.
• Project book: Handy if you are working on multiple projects. Use a separate section of your notebook or a separate notebook for each project.

Tip: Try out different formats: from small pocket notebooks to large A4 notebooks. What is easy to carry with you, and what do you prefer to write in?

2. Create structure

A good paper-based task system stands or falls on a clear layout:

• Work with fixed sections: For example, create separate pages for “Today”, “This week”, “Later”, “Projects” and “Ideas”.
• Use symbols and colours: Ticks for completed tasks, arrows for postponed actions, exclamation marks for priorities. Colours can help you quickly see what is important.
• Distinguish between tasks, projects and notes: Keep separate lists or pages so that you don’t get everything mixed up.
• Number your pages: This makes it easy to refer to and find things.
• Work with indexes or tables of contents: Especially useful for larger notebooks or bullet journals.

Sample layout:

Section	Explanation
Today	Tasks you want to do today
This week	Belangrijke acties voor deze week
Projects	Important actions for this week
Later	Ideas and tasks without a deadline
Notes	Short notes, phone calls

3. Keep track consistently

The power of paper lies in daily updating. Make it a habit:

• Start and end your day with your system: Start by reviewing your list, end by ticking off and planning new actions.
• Cross off what is done: This not only gives you satisfaction, but also keeps your system up to date.
• Rewrite what remains: Tasks that you have to write down again and again deserve extra attention. Ask yourself why they remain.
• Schedule a fixed time for weekly review: Look back on what you have done and ahead to upcoming tasks.

Taking professional notes on paper

A paper task system stands or falls with good notes. Get inspiration from the blog about taking professional notes:

• Write concisely: Only write down what is really important. Avoid unnecessary details.
• Use headings and white space: Divide your page into clear blocks. This will help you find information quickly.
• Work with a fixed layout: The Cornell method, for example, is ideal: divide your page into main points, details and a summary.
• Distinguish between action points and background information: For example, put action points in a separate column or mark them with a symbol.
• Ensure a logical order: Work from main to secondary issues, and use arrows or numbers to indicate connections.
• Use abbreviations and symbols: This keeps your notes short and clear.
• Review regularly: This allows you to see which actions are still pending and prevents information from being lost.

Tips for lasting success

• Take your system with you wherever you go: Choose a format that fits in your bag so you can always take notes and update your notes.
• Don’t be afraid to experiment: Adjust your layout if something isn’t working. Every system is personal.
• Combine where necessary: Use paper for overview and reflection, digital for archiving or reminders.
• Remain critical: Does your system still work for you? Evaluate regularly and adjust where necessary.
• Make your system fun: Use nice pens, stickers or a nice cover. This makes working with your system a pleasure.

Paper is not inferior

Don’t be fooled into thinking that digital is always better. A paper task system works great if you set it up properly and keep it up to date. It’s all about overview, structure and a system that suits you – not the medium. Paper offers peace of mind, overview and room for creativity.

Choose wisely, set up smartly, and make paper your productive environment.

Good luck!

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