This is post 6 of 6 in the series “Middle Way Method”
In our lives we experiance data overload. To much data comes into our heads for us to keep, let alone process. This means that we all need a system for capturing data. Think about all the times where you found something you needed for later, and by the time you needed to use it was lost. This is a major problem to-day. How do we capture data, turn it into useful information, and then take action on it. I define data as information, which has not had importance added to it yet. Once it has importance to us it becomes information.
Data comes to us in two forms, analog and digital. Analog data are the random slips of paper, or notes you have floating around. Digital data is composed of emails, pictures, text or office documents.
To handle all of this information we need systems in place that make it possible for us to take all of this data in, and at the correct time process it into information, and then make use of the information at the correct time.
Our systems for both analog and digital data need a few things in common:
- An in-box, a place to do the first capture of data
- A Method to sort, and process, save, or trash data based on its current relevance
In-boxes
Think of an email in-box, it captures all the emails, which are sent to you prior to reading, or deleting emails. You may have filters in place to help decide the fate of emails.
For our capture tool we need the same thing. A way to capture all data until it is time to process it, and empty the in-box. This way we do not lose valuable information. An in-box is a tool that is readily available to you, and that you are comfortable using.
Methods for Sorting Data
With all the information that comes your way you need to develop methods to deal with it all. Just as with email not all data is equal. There is junk data that will come your way.
Data can be sorted by date. An example of sorting by date is a tickler system. A tickler system uses 43 folders, or their digital equivalent to allow you to place data in a folder for the month or day it is needed.
Data can can also be sorted using taxonomies of various types to group related data together. This is especially useful with digital data, but you can easily create your own system to put analog data together in this way.
Ways to Capture Information
There are many ways to capture information. You can use a tickler system, notebooks, tablet apps, wikis, and any other system you can think of.
Tickler systems are a classic. They have stood the test of time, if they are used regularly.
Notebooks, also can be invaluable. They can provide a common spot for capture of most data before it is processed. Notebooks are so useful that most of the other systems, like wikis and tablet apps attempt to mimic the notebook, with some sort of taxonomy added.
Conclusion
To properly capture data is the goal of your system. Try to find ways to capture data in as few places as possible so that it can be processed quickly. Remember, just like you quickly ditch spam emails, ditch the spam in your data. Once the data is processed and useful save that information in the correct place for the right time.