Section by Section - Health & Fitness

I added a Health & Fitness section into my personal planner back in August.  I used it faithfully until I hit Total Planner Chaos.  Now I am back to using it again, and it really does help me keep on top of things (I back filled all the information I skipped entering during my hiatus).  Since November is American Diabetes Month, I am going to show you specifically how I use my planner to manage my diabetes.  I know this won't apply to most of my readers, but I think the same process can be used to track other conditions or health information.  So here we go...

Health & Fitness Section

Medical List - This is a dated list of each medical appointment I have and the purpose of the appointment, or anything significant related to Medical (such as when I started taking a new medication)  This serves two purposes, first, it helps me at tax time to calculate my medical mileage and to make sure I have the necessary receipts.  Second, it is very helpful when talking to medical staff to quickly be able to give them information they need, such as last flu shot, or when I was diagnosed with something or started taking a medication.  This list gets archived into my medical binder at the end of each year.  I am also going to start capturing this information in Evernote so I can have access to previous years information on the go.

Medication List - I use a Filofax Cotton Cream To Do list Sheet, since it has double spacing.  For each medication I track the pharmacy, prescription number, medication name, dose, and when the prescription expires.  Sometimes I also include how many refills I have left.  I only list out medications that I take on a regular basis.

Vitamins List - I use a Filofax Cotton Cream To Do list sheet for this as well. I list the name and dose of any over-the-counter vitamins I take on a regular basis.

Medical Notes - I use Filofax white ruled note paper because it is thin (so I can keep a lot of it in my binder) and cheaper than cotton cream or colored paper.  This is just a running notebook of medical information.  If go to a doctor visit, I keep notes at the appointment, or I enter notes as soon after as I can.  I put the title (usually the doctor/company name), date, day of the week.  I also track any medically related phone calls and who I spoke to.  The notes mainly consist of what we talked about, any changes to my care, any procedures they did, and any specific medical condition or diagnosis information they give me.  Since it is a running notebook, my current page is marked with a custom fly-leaf I made with slotted holes so I can move it when needed without opening the rings.  It has a side tab so I can quickly get to the right page.  I also have a Leuchtturm pen loop attached to the fly leaf.  These pages get archived to my medical binder.

Diabetes , Fitness, and General Health Tracking (My Logbook) - I use bright quadrille paper from KiddyQualia. The paper is so bright and fun, and is thick enough to handle darker ink gel pens.  I have one page per day and track blood sugar readings, if the reading is 'off' then I highlight it and try to figure out why and write notes about that.  I include how I am feeling (stressed?  Headache?), nutrition information that may affect my diabetes, If I changed settings on my insulin pump (like suspending or temporary basal rate).  This page is also where I track exercise (since it has a large impact on my blood sugars), water and Diet Pepsi intake (I'm trying to quit this habit), and what day of the Infusion Set and Glucose Sensor I am on.  These pages get archived to my medical binder.

I have been tracking weight and my measurements and detailed nutrition information in a bound notebook, but I may end up moving them to this section as well.  Another idea is to record workout sessions, specific sets and reps, weights, etc.

Reports - This is specifically related to diabetes.  I upload all of my blood sugar and sensor readings online so that my doctors can access it.  I run reports, and then I shrink them to fit into Filofax Personal paper.  I print them out weekly (on Filofax Cotton Cream Paper) and then analyze the reports and write notes.  This helps me to spot patterns for when blood sugar readings are off.  I write notes on the back of the report and come up with ideas of what I want to focus on for the next week.  The reports are tiny but I can still read everything.  This is one of the main reasons I'm considering moving up to A5.

I am very pleased with how this section has kept me focused on my health, and has come in handy for taking with me to doctor appointments!

Other Sections (related to Health and Fitness)

Emergency Information Sheet - Name, contact info, medical conditions, emergency contacts, PCP, Allergies, Blood Type

Weekly Calendar - (Filofax Week Per Page + Notes)

I track days I have to do a set change or sensor change.  Since this isn't on set days of the week, it is hard to keep track.  So I use a Martha Stewart Dew Drop to indicate the next time I need to do a set change, and another one for sensor changes.  Once I have done the change, I put a little MarkIt Dot next to the date (Orange = Set Change, Green = Sensor Change), and  move the dew drop.

I also put my Fitness goals on the Notes page and tick off the boxes as I complete them.  If I miss them, I circle the box in red.  I also put MarkIt Dots next to the dates/times (Purple = Cardio, Blue = Strength Training)

I highlight any medical related appointments in pink and put Pd. next to them if I have paid my copay.

I write down when the next order of my medications need to be refilled

Info Section (I Use Day Runner A-Z tabs).  This holds doctor, pharmacy, and insurance company contact information, as well as my online account information for each of these places (user name and passwords are coded, not actual)

Whew, that was a long post. Thanks for reading!

~Tonya

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Total Planner Chaos

It's amazing how a small little detail, like not being able to carry your planner with you everywhere, can throw you into total planner chaos.  I know because this has just happened to me.  It all started when I decided to carry a smaller purse.  I can get my personal sized planner in there, but not without difficulty.  Soon, I just stopped carrying it with me.  That meant I couldn't write in appointments while I was out, I had to get the appointment card and write it in my planner later.  This led to forgetting appointments and double-booking.  I couldn't jot down notes, or things that I wanted to remember later. Sure, I had my iPhone with me, and that was my plan - I would use the phone and just sync up with my planner, but I'm a paper sort of girl, and didn't ever really like typing into the phone.  So that just didn't work.

Not having everything in my planner, made me stop trusting it, and then I stopped using it.  I stopped writing appointments and to-dos, I stopped tracking my health and fitness activities.  Everything.

It's probably been a month or two, and now my life just feels like a mess, and it's stressful.  I need to get it together.  First thing I'm going to do is make sure I have a purse that will easily fit my planner!  I'm going to make sure I go back to daily planning.  I've seen the dark side of total planner chaos and it's not fun!

Have you ever had something like this happen to you?  How did you bounce back from it?

~Tonya

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Section by Section - Tackling the To Do List

I thought it would be fun to take a look at my planner(s) section by section.  Since I was asked (quite a while ago - sorry) to do a post on how I manage my to do list, I thought I would start with my to do list section first.

I actually manage my to do lists differently for work versus personal.  This is because I have a lot more tasks for work than I do for personal, and it requires a lot more structure.  So this post will focus on work task management.

I have a section in my planner specifically for my to do list. I use the JEN action planner notebook pages and cut and punch to fit the A5 planner.  I like these pages specifically because each page is numbered, as well as each item on the list.  So if I want to refer to a task, I can do it by number (e.g. Page 4, line 3 I use Page:Line naming convention on the list). It also has a column next to the task where I can put a date completed.  I can quickly glance at a page and know which items are outstanding.

When I process meeting notes, any action items get transferred to my to do list. If I'm on a call, any action item goes on the to do list.  If I get an email, I move it to my @action folder in Outlook and add the task to my to do list.  Of course, if there is something I can take care of right away, I do it instead of writing it down.  The to do list is for tasks that I can't get to or complete immediately.

I don't usually schedule specific to do's for a specific time, I just block out chunks of time on my calendar to work on my to do list.  Then I scan through my list, pick the task that I need to work on, and start working.  When the task is complete, I put a checkmark through the number and write the complete date next to the task.

Here's a sample page and some of the conventions I use:

If I need to delegate a task, I circle the initial(s) of the person it has been delegated to.  Once the task is completed, I check off the number and write in the date completed.  If the task has a specific tracking number associated with it. I write down the number and highlight it with a Frixion highlighter.  Once the item is complete, I erase the highlight.  This makes it easy to see which ones are outstanding.

If I need to delete a task, I X out the number and draw a link through the column where I normally put the date.

If I need to postpone the task or move it to my 'someday/maybe' list, I draw an arrow through the whole number and column where I normally put the date.

Once a page of tasks is complete, I put the date I finished the page under the start date and draw a line through the page.  Usually I paperclip the completed pages together, and the paperclip also acts as a bookmark to mark my spot in the to do section.

Please let me know in the comments if you have any questions or want more info on my process.

~Tonya

Mulling Over My 2014 Setup Options

I can't decide what I want to do for my setup for 2014 - the problem is I have way too many awesome binders that I want to use!  I've purchased a few more since my last collection post.

I have an A5 Ochre Malden - I was using this as my work binder, but switched to an A5 Osterley in Grey.  I thought the Osterley had a more polished professional look than the Malden.  I think the Malden is rugged and timeless, perfect for to hold all of my reference information.  So that one just needs to be set up.  

I have a new (to me) Franklin Covey classic binder.  I think it is the Her Point of View binder in black from around 2007.  It is full grain leather, the most buttery soft leather I have ever felt, seriously.  I want to use this for everything.  I bought it for work because I live in the US and it is so hard to find A5 paper and binders - especially with Filofax hole spacing (and I'm way too Type A to re-punch if I can see the 'wrong' holes)!  So I have all my meeting notes in the A5 and I don't have a good way to archive them.  I don't really want to spend at least $50 on an A5 binder to use just to store old meeting notes.  I do reference my old notes occasionally, so I like to keep them and be able to leaf through them.  Anyway, the FC classic size fits 5.5 x 8.5" paper and has common hole spacing to other US binders and planners - and has 1.25" rings!

Here's what I'm contemplating for 2014 setup:

1. Moving from my personal size up to A5 size, and using the grey Osterley as my personal binder.  Using the FC classic as my work binder.  This would be costly, since I have all of my 2014 calendars, papers, etc. for the personal size and I'd have to re-buy for the A5.  I like the idea because I would be able to fit more pages into my binder.  I work from home, so I don't really have to lug around my planner too often.
2. Move into the FC Classic for personal and work - can I be a one life one planner kind of girl?  This leaves me without using a Filo as my main planner,  and I love my Filofaxes (Filofaxi?)
3. Stay in the personal size for my main personal Filo, and move to FC classic for work.
4. Scrap the whole idea of moving - stay in the personal size for main personal Filo, and stay in A5 Osterley in Grey for work.  If so, I need to find a use for my FC classic - it's just to amazing to sit around unused.

So what do you think I should do?  Please let me know in the comments, your input is greatly appreciated!

~ Tonya

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Time for a change

I decided to switch out my main Filofax from the plum to the orange Osterley.  I tweaked the setup a bit as well.

I was in the mood for something bright, so I made new dividers and tabs, rearranged some sections, and added a new health section.  This is where I keep notes related to doctor appointments, and a daily logbook for tracking exercise, water intake, blood glucose readings, and general health info.  I keep one month of pages behind this tab and then archive them to my health and fitness Filofax.

I also brought back my notes section.  I had moved it out into a notebook that I kept tucked into the front pocket, but by moving the section to the middle of the filo, I don't have any problems with hitting the rings while writing.

I took out the brown today ruler and use a ribbon paperclip to mark my spot instead.

One of the biggest changes was adding side tabs into the mix.  I normally hate side tabs because these get crushed by the pen loops, but these are no ordinary side tabs.  They are actually page markers I made that use a clear fly leaf that can be taken out and moved as needed to hold my spot (like the today ruler).

The last tweak I made was to remove the month section and add the horizontal year planner back in.  I never used it because I hated having to open the rings to take it out and write on it.  So I made it removable by reinforcing the holes with washi tape and clear hole reinforcers, and then slitting the holes.  Easy.  Now I can take it out, write on it, and pop it back in without opening the rings.

This is one fat Filofax, but I love it!

~Tonya

A5 Ochre Malden - Set Up and Ready for Work

Once upon a time, I used a bunch of notebooks to keep track of my work things.  One notebook for meeting notes, another notebook for tasks, Outlook for my calendar, and lots of file folders for printed out paper for various projects.  I thought maybe, just maybe, I could use a Filofax to organize it all.

So I went on the hunt for a new binder.  I knew it would need to be an A5, I wanted one that would lay flat, look professional, and only get better with age, even after lots of daily use.  So I set my heart upon the elusive A5 Ochre Malden.  I found one on the Filofax UK site and had to pay a hefty sum to get it shipped across the pond to the US.  It will be worth I said to myself, I will love it, and I will use it forever, and it will make me so much more organized.  So I tendered the money, and waited.

It finally landed on my doorstep and I went to work setting it up.  It came out of the box with a couple of scratches on it.  I don't mind - I like that it makes the binder more rugged and loved looking.  I expect it will get scratched and abused much more over time.

I made the front cover using a picture of a Tiffany charm bracelet (something I'm coveting at the moment) printed out on cardstock paper and overlaid with velum (to soften the look) and a sticker that says 'Sparkle' because I need to remind myself to sparkle at work!


I also made my own dividers.  I used an aqua paisley paper on the front, shocking pink polka dot paper on the back for an unexpected pop of color, and some washi tape.  Rather than laminating the dividers, I used Mod Podge.  I love this stuff.  Laminated pages seem too stiff to me, but the mod-podged (is that a word?) pages are flexible and strong at the same time.  Plus I used the glossy finish, so they have a nice sheen to them.  I use the back side of the divider as a dashboard for the section when needed.  I decided to use the girl of all work business tabs, and it came with twelve sections.  I think it's overkill, but for some reason I decided to use them all anyway.



Meetings Section - I deconstructed a Rhodia meeting book notebook for my meeting notes.  I have almost a full notebook in here.  Once I get through these pages I'll need to archive.  I use a small oli clip to mark my place.

Deadlines Section - I use the JEN Action planner for my to do list.  The pages are slightly larger than A5 so I had to cut them to size and punch them to fit. I've used these pages and my own interpretation of the autofocus list system for a very long time and it just works for me.   I'm planning a separate post for how I manage my task list. (Sorry, had to pixelate out the list since this is for work).



Schedule Section -  I do have the week on two pages schedule, which I am experimenting with using.  Since I use Outlook for meetings, I am using the Filofax pages to track my time, and note my three most important tasks for the day.  Not sure if I'll keep up with this, but trying it out.


My other sections are:
Projects - I print out information that I need to refer to frequently for projects

Notes - stores important reference information not related to a specific project

Upcoming - things I need to put on the agenda for upcoming meetings

Outgoing -  really doesn't match the tab name, but I use this to track things I'm waiting on from other poeple

Travel - holds itinerary, travel rewards club information - pretty much anything related to work travel

Expenses - so far section is empty, but will hold receipts and expense report info for business travel

Urgent - holds information related to career development (Because it's urgent that I keep up to date on this, right?)

To Do - long term to do items whenever I have some downtime

Contacts - Frequently used company numbers, company locations

I have a scratch pad at the back where I can jot down information as needed.

So that's the setup for now :)

i {heart} Washi Tape!

Just because I love washi tape, here's a picture of how I store mine.  



This jar sits on my shelf in my studio/office.  Yes, It's not the most organized, but I love the way it looks, and that makes me smile every time I see it!  Besides, I have an inventory of all my tapes in my washi tape binder, so I know everythig I have.  Once my collection gets a little bigger, I'll separate out the tapes into different jars by color.





Do you own a lot of washi tape?  If so, how do you store your collection?