Yes, I’m a curious guy. I can’t help it. Please indulge me! 
One important element of any GTD implementation is our little friend, the ubiquitous capture tool (UCT for short). This is GTD speak for the tool you use as a GTDer to quickly capture anything – and I mean anything – that pops into your mind, no matter where you are and no matter what you are doing. So, basically, you get it out of your head and capture it for later processing and organizing. Popular examples of UCTs are: a plain notepad, a Moleskine, a PDA or a (smart)phone.
I am curious about the ubiquitous capture tool you, my faithful reader, use in your GTD implementation. A simple notebook perhaps? An expensive Moleskine? A web application? Something else entirely? Let me know in the comments section!
While you’re at it, let me know why you have chosen this particular UCT and if you use different UCTs at home, at the office or on the road. Good luck and thanks for indulging my curiosity!
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I’ll be kicking off by telling you about my own UCT. It’s not a Moleskine (I have several unused Moleskines in my drawer at the moment). It’s not my PDA that I use for all my lists.
It’s just any pen and any plain piece of paper I happen to have on me (gasp!). I just make sure I always have a pen and some pieces of simple paper in my pocket.
At home, these pieces of paper get tossed into my in-basket immediately. At the office I collect these pieces of paper in one place (my pocket or my bag) and immediately put them in my in-basket when I come home.
On the road I use the same UCT, but I also frequently use my mobile phone to record voice memos. I transcribe these voice memos at home and put them in my in-basket.
I’ve chosen to use pen and paper as my UCT because it is portable, flexible, fast and fun to use!
How about you?
Just a pen (a good one, feels good in my hand, is fun to use) and a stack of index cards
I use the GTD TiddlyWiki printed out on index cards, and I always keep a spare card (or 10) for capturing. That and my trusty G2 pen, and I’m good.
I like Merlin Mann’s implementation: the Hipster PDA
http://www.43folders.com/2004/09/03/introducing-the-hipster-pda/
http://en.wikipedia.org/wiki/Hipster_PDA
I always carry it in my pants pocket with a pen. It’s ready when I need it. Keeping it clipped together with a binder clip keeps me from having free floating index cards in my pocket.
The slim profile makes it invisible so that there is no bulge in my pocket (Honey, is that your Hipster in your pockets or are you just happy to see me?).
I can always refresh it by adding new 3 x 5 index cards that I can find anywhere.
I no longer need to buy planner pages that fit specifically for the planner I bought.
I used to use a tiddlywiki but it got too fiddly.
I use a palm with handyshopper. Handyshopper is the ONLY database program I’ve found that quickly and simply sorts and filters by TWO tags.
so next-actions @home and someday/maybe @work are two different things, even though they’re in the same list.
I use index cards, with any pen or pencil that is at hand. For long term collection, I use ThinkingRock, from http://www.ThinkingRock.com.au
I always keep a few pieces of paper in my wallet, and a pen handy. Everytime I just down something, I stuff it in my back right jeans pocket. Since I typically wear the same jeans for a week at a time, my back right pocket is an inbox which at least gets emptied once a week.
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If I’m at a computer, I send a quick email to myself. If not, I’ve been trying jott.com from my cellphone.
mine
- paper (folded like pocketmod) & a small pen. Fit well in my pocket. Use it when I am off line or away from my computer, act also as my off line to-do-list. Load to thinking-rock asap.
- I have Nokia 6225 in which I can record my voice. Useful when something pop up while I was driving. Load to thinking rock asap.
- thinking rock (when I work on my laptop) and it’s now my gtd aps. simply press F6 to post a though & I can process later (once a day).
Palm TX PDA!
@All:
Thanks for responding to my post so far… and for satisfying my curiosity. It’s great to see that you have all worked out a simple, elegant and suitable capture tool for yourself. Very inspiring!
Does anybody else want to share his/her UCT?
Casio PV-S450 Pocket viewer PDA. There is a freeware application called “iscratch” which is basically a drawing program, but which I use as a handwritten note taker. There’s no handwriting recognition and only a 160 pixel horizontal resolution, but the vertical resolution is unlimited. It’s like having a digital version of a long strip of paper!
At work I carry around an A5 hardcover notebook that serves as my UCT. I put it inside of a writing pouch (for lack of a better word…see this pic. It stores a pen, has room for business cards, provides me with scraps for stuff I think for at home or for my blog and provides room to keep those as well. I put everything in there and zip it up.
Personally I use a variety of tools depending on where I am at the time. If I’m in the office it’s just individual sheets of paper as suggested in the GTD book. If I’m on the move I just keep a ‘random thoughts’ word doc going on my PDA. I ‘unload’ this to paper when I’m back at my desk, or e-mail them to myself at work when I’m online at home. In the car, I have a Nokia phone with digital recorder which I can record to via my hands free kit. This is quite safe and easy if you know the keyboard shortcuts and sound quality is clear.
The only times I don’t have a UCT are when I’m in the gym or in the shower, which I guess invalidates the U in UCT if we’re being picky! Then I just memorise them until I have a UCT – that’s my tradeoff between getting them off my mind versus looking a geek! But a GTD system means I can remember one or two good ideas for a short time as I’m not trying to remember dozens of others simultaneously like before. Joking apart though, I’ve had many a good idea while on the treadmill or the rower! Any suggestions?!
If your phone has an mp3 player in it, then you could use it for music while working out, and capturing good thoughts with the voicerecorder.
But then again, recording while running on the treadmill and panting in your phone isn’t really attractive either
I’m using MyLifeOrganized app at my desktop and its PDA Windows Mobile companion on my smartphone when I’m on the road.
I used to walk around with a moleskine in my pocket. But I soon found out, that there was a lot of situations, where the moleskine was lying on a table somewhere, or in the pocket of the wrong jacket/trousers. The result was, of course, that ideas got lost instead of getting
For me the perfect form of slips of paper to keep in my wallet (as others have already mentioned) is the blank business card. I buy a stack of printable, perforated sheets of business cards (like these from Avery), tear ‘em up, and keep a stack on my desk for easy loading into my wallet. When I write something on a card, I then put the card in a front pants pocket, where I’ll easily remember to put it in my inbox when I get back to my desk.
A Pocket Briefcase from Levenger with 3-5 VERTICAL cards. Now with a small pen with the pocket briefcase.
This is “money.”
Levenger: http://levenger.com/
Pocket Briefcase
3×5 cards
And I probably broke the theme putting in the addresses!
[Edited by gtdfrk: fixed hyperlinks so theme isn't broken anymore!
]
I use iGTD for mac and my phone.
iGTD lets me add actions at my computer anytime with a F key and syncs with my ical.
While not at my computer I use my mobile phone (cheap nokia) this helps me keep track of my @home actions as it syncs with my ical via bluetooth.
This means that i can add an action on my phone and it will bluetooth sync to my mac at work where i move it from the inbox to it’s required location. Works great, no notes and pretty much one system.
I print off the forms from diyplanner.com, where you can find version 3 of the HipsterPDA, and I use the Rollabind/Circa system to hold it together (you can find examples on flickr), and a razor point pen to jot things into it.
I wanted the paper and pen for speed of capture and portability, which was essential for my success. I’ll respond to a tech question by going over to the next building, and with all the people speaking to me, I often times end up with 5 or 6 new actions or projects before I can get back to my desk. Palms are great for reference, but just too slow at data entry, but the hPDA works great for me.
I’ve tried pretty much all othe options above. The best answer for me is sending myself e-mail on my blackberry. It’s 1) with me all the time 2) a cut and paste away from Results Manager.
for years I used a pocket moleskine as a quick jotter and sketchbook. To avoid forgetting it, I eventually turned the moleskine into my wallet too, and kept it in my back pocket with a pen or two. This worked, however notes would stay in the book and eventually get shelved, without action. My system was too linear and bound.
These days, it’s all about 3×5 cards. I carry many around with me in the same spot- back pocket. Somewhere i found a leather jotter with just enough room to use as my wallet, so i’m back in business. I fill one or two cards a day with tasks, music to check out, important dates, phone numbers and all those bits we collect. Then, when i get home, i process the card, sending bits to google calendar and my backpack (37signals).
Its an evolutionary process. As a designer, i like the non- linear aspect of cards. I can take notes for one project over the course of several days, and keep the cards with the rest of my sketches. I’ve found a new love for the paperclip. And to top it off, i can use any type of paper I want, trim up some velum Bristol and marker paper, and I’ve got a pocket sized studio.
I use Jott. I’ve got my Outlook rules set up so that when a Jott comes in, it is immediately filed in a task list.
@seaofclouds
I wanted to avoid the non-linear pages problem as well. The Circa/Rollabind system is patented (and therefore the punches are costly), but the main selling point is that you can take sheets of paper out and put them wherever you want them. Since I keep things sorted according to the GTD categorization system, it was essential that I be able move and add cards where I want them according to context. I just bought the portable punch from Rollabind for my HipsterPDA cards which is probably the cheapest way to use the system. It takes some time to print and punch the cards, of course, but do it in advance, have them at the ready when you need them, and it works pretty well.
I use 10.5 x 7.5 cm (4″x3″) paper pads, kind of like a waiter’s order pad. The cardboard backing slips in a pocket in my wallet behind the credit card slots and the 80 sheets of paper (total thickness 6mm) are there waiting to scribbled on whenever I open my wallet. each idea gets its own page. When I get back to my desk the sheets get ripped from the pad and thrown into the inbox. Once processed they scrunch up really satisfyingly
The fact that the pad is in my wallet makes it pretty much 99% ubiquitous. The pads are dirt cheap (about 30 €cents each) and lightweight.
As for the pen, I use my Cross sliding gel-pen, feels great to write with and is comfortable in trouser pockets. If I had problem keeping it ubiquitous I could also use the attachment to keep it on my keyring, but I haven’t needed that yet.
I use the traditional hipster PDA from Merlin Mann. But I may adopt the one with a ring to hold the cards.
I use a bic 4 colors pen, so that I can have different colors when I write and never get a problem of dry ink.
On my computer, I just love EssentialPIM for reminders, note taking and contact reference.
I like also using an excel file like yours but only for my blog, as I have hundreds and hundreds of ideas, that are waiting to be done, and my cards can’t hold them.
By the way, will you ever release a version of your Excel template? If that’s a never, then I will have to make mine, but I just don’t have enough time right now!
@Argancel:
Yes, in fact I will be putting some time in it this very weekend. I don’t have much time either for these sideprojects, but I promised to release my Excel sheet (at least a free, “as is”, simplified version of it) in the near future!
@Simon:
I really like the idea of sticking the pad into your wallet. I must try that one day!
I use set of old business cards punched at top left, held together by key ring. It is easy to carry in a pocket.
[...] know what capture tools do you use, in the comments. Thank You Note I wish to Thank gtdfrk for this post that inspired me to blog about capture [...]
I use my Motorola Q or pen and paper. The Q is no iPhone but I can use Jott or I can get to GMail via my web browser. I prefer http://doanepaper.com but any single sheet of folded up paper will do. When it’s folded it’s a little stiffer so I can jot notes in hand, and I unfold it when I’m at a desk. -probably over explaining how paper works there, but it’s another argument for simplicity.
First off, I use my Pocket PC (ETEN Glofiish x500+) and ListPro software to manage my Next Action, Project, Someday/Maybe, among a few more lists I’ve added up.
The great thing about handheld computers, among an effective way to manage your whole GTD-system, is the UTC-capabilities it offers – If you have the right software though. The tools I use are note-taking software, and a voicememo software. I can also use the built-in camera to capture various things, but that doesn’t happen quite often.
For speed and convenience I’ve mapped the different softwares to hardware buttons, so that when I need to capture something I can do it in fast.
Finally I’ve purchased my wrist-watch with a built in microphone for voice recording – and I can use it pratically EVERYWHERE! It’s waterproof (3-10ATM) so I can use it in the shower, etc. It’s ROM-memory size is 1GB (there are other sizes too), so recording time exceeds my needs (260 min for 128MB – ???min for 1GB!)
Recording quality is crucial, when you’ll use the device in places like the shower, car, and surely other noisy places. So the samplingfrequency is 32KHz, and the bitrate for it’s sound format (MP3) is 32Kbps to 256Kbps.
You can also use it for MP3 playback, or as an portable U-drive.
Other important feauters: Fast to use, nice design, build-in hi li-ion rechargeable battery, battery Life: More than 9 hours continuous playing when fully charged, etc!
A must-buyer for every GTD:er!
//Christo
@Christo:
That sounds like a really cool tool!
Do you have a link to the product somewhere?
Jep, it’s really good! It is really as ubiquitous as something can get..;-P Especially in the shower, car, but also in bed….you know when you’ve just woke up and the ideas just keep on coming in – and you just don’t wanna pick up a pen and paper =P
I’ve purchased my from RightWholesale (http://www.rightwholesale.com/).
Chinavasion (http://www.chinavasion.com/) also offers similar products. There’s also other webshops with these kind of products available, although i prefer the two mentioned.
The watch i bought is: http://www.rightwholesale.com/MP3_Player_Watches/c36/p442/Watch_Recording_MP3_Player_,_3-10ATM_water-resistant,_USB_1.1/product_info.html
Check out their assortment to find the right watch for your needs
A very affordable investment! =)
Best Regards, Good luck, and thank You for this site! Has helped me alot!
//Christo
I have my Yahoo e-mail open all day, so to jot things down while at the computer, I open the Notepad feature. While on the go, nothing beats a small notebook and a good pen.
[...] that discuss a complete and fun ubiquitous capture system can be found on sites like Zen Habits, Getting Things Done, 43 Folders, Michael Shannon, and Planner Hack. Some web applications can be used for ubiquitous [...]
I use a Palm PDA at work, which is always at my desk. I use this for those quick ideas and capturing notes. Then I sync/send it to my Nokia smartphone for an extra copy and for final processing.
I use the hipsterPDA while on the go. I have a cover I made with an old manila file folder, with the cover made with the cover generator at eleven21.com and held together with duct tape (the cover is glued to the manila folder first). I also added a pen holder and I keep it all together with a clip.
I transfer all my “Stuff” to ThinkingRock when I capture everything. I use TR to organize everything. I keep appointments, projects and my tickler file. I heavily use the reference section where I take interesting articles and such that I want to read later and add them. I keep them organized using the topics so I can quickly retrieve them.
I also modify and customize the hPDA templates for my own use (I should publish them one day), since right now I am job hunting and I have a set dedicated to that.
Nothing, absolutely NOTHING beats a small digital recorder as an UCT. I always carry my Sony ICD-ST10 with me. It has 5 diferent sections. You can record up to 99 messages in each of those. I use it not only driving, but even at my desk. It’s great because it’s instantaneous, and you can keep track of some sound-related things that you cannot jot down on a paper. Congratulations for this GTD helper forum!
I use 4×6″ index cards, folded in half for rigidity and size. To write, a slim Parker stainless-steel ballpoint, or the $8 Rite-in-the-Rain pen (a Space Pen by another name). I @context things on the fly if I can, as my key @’s are usually with me. Failing that, I use the blank ‘UCT’ pages.
I also take snaps and voice-record memos with my tiny phone (Pantech C3), which I wear on a lanyard around my neck or keep in my pocket. No need for a watch.
My degree was in product design, so I’m always cooking up some hare-brained scheme to make all this better. Currently it’s a Tyvek scroll, 2″x3.5″. May not get past the drawing board, despite the product itself BEING a drawing board.
I set up a speed dial key under the letter “I” (for “Inbox”) on my blackberry that calls my mobile phone voicemail and goes straight to leaving a message (accomplished this by inserting a pause and then the # key to go straight to leaving a message). I then went to my cell phone service provider’s webiste and enabled voice to text conversion for voicemails left from my cellphone number. My voicemail is converted to text and emailed straight to my blackberry so that I can quickly copy and paste the note as a task/project/note. The whole process takes litteraly seconds and I can do it while driving very safely.
[...] that discuss a complete and fun ubiquitous capture system can be found on sites like Zen Habits, Getting Things Done, 43 Folders, Michael Shannon, and Planner Hack. Some web applications can be used for ubiquitous [...]
I use a combination of an Olympus Digital Voice Recorder and a physical Paper datebook.
I also recently started an account on http://lifetick.com/ to help organize goals.
I do slip into the grab a piece of paper and a pen at times, but am trying to limit that behavior.
I am still new to the GTD and Zen Habits ZTD systems, but so far the recorder is working quite well, despite having some awkwardness. I still have not mastered and effective datebook only system(and the datebook I prefer is sadly not terribly portable), but combined with the voice recorder works really well.
I am looking into getting Dragon Naturally Speaking to assist me, as I have fibromyalgia and other issues. My voice recorder will complement that very nicely. On a final note, the recorder also helps me with other aspects of my professional and student needs such as recording any meditation scripts I come up with, and I have used it for that in conjunction with drumming for my Leading a Meditation class. I believe it will become even more valuable if I chose to lead workshops in the future.
I have tried to use a variety of capture tools…index cards and otherwise, and have finally found the one tool which seems to be working during on-the-go moments. Please note that I reiterate that this is only for use on-the-go and is in addition to my physical planner which I use at home and at work which has a capture sheet separately.
The one item which I always have in my hand is my cellphone. My cell, though v cheap, has a touchscreen (Samsung Star). Instead of the main wallpaper display,I have put small thumbnails of ‘notepads’. I have incorporated three of them – a blue, green and yellow. The blue is to capture ‘@work’ items, the green is to capture ‘@outside’items and the yellow is to capture ‘@home’ items. I just tap on whichever is the right tile to use, and type in the item in short. It seems to be the one instrument which is least bother, always in my hand, and captures every single item, whether am commuting or in a meeting at work. Otherwise I would sometimes miss out writing on the index cards I used to carry because of having to pull it out which I didnt find always convenient to do without attracting too much attention. However, there is a catch with this phone based system. Till I get a new phone with an upgraded version of this system, the only prob is I need to have the capture tool cleaned out everyday or every two days i.e. the items have to be incorporated into the ‘capture’ section of my physical planner since the notepad cannot contain more than a few tasks at a time. But till date that has not been a problem for me personally. I have also found that the forced review every night/ two nights also perhaps helps me adhere to the GTD system more authentically since it recommends frequent ‘dumping’. So overall am very happy with this.
I use a combination of an Olympus Digital Voice Recorder and a physical Paper datebook.
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