My hybrid system, using a Moleskine Large Squared notebook, mailing label checklists, Outlook and a XYRON machine

My calendar is printed 4/page from Outlook, weekly view.


(Although there are multiple calendar week pages printed in the example I printed for this picture, I usually only print one (the upcoming week) at a time. This allows me to use Outlook and my Palm for future planning, but to draw on the most updated printouts in my notebook.)


I cut these out and run them through a XYRON machine. This allows me to write on the whole sticker, with no taped edges.


(I had the XYRON in the house. I'm not suggesting buying it for this purpose. The same effect is easily (but less conveniently) produced with a glue stick.)


The page with the calendar is marked with a little white tab on the right hand side of the page.


Recurring daily tasks are printed on a standard 30-up mailing label sheet, in a relatively small (8 pt.) font with the text direction adjusted, such that the tasks are viewed with the mailing label held vertically.


I use the number zero as a "checkbox" before each item, with a space separating it from the task description. This way, I can list a dozen recurring checklist items on a mailing label, rather than three or four.


Friday's checklist is different than Monday through Thursday. This system makes a specific weekday schedule easy to configure and remember.


I have a different mailing label held in the regular (horizontal) fashion, printed with some personal checklist items (also using the character zero, "0", as a checkbox), with the numbers 1, 2, and 3 listed for the top three priorities of the day.


Thus, for each morning, I stick two mailing labels on the page; one vertically (the recurring task list routines) and one horizontally (personal checklist with space to record top 3 priorities). This allows me to use the pages of the notebook in an open-ended yet waste-free fashion, without having to know in advance how many pages each page needs.


I take a lot of notes, so I like having the entire "rest of the book" available at all times.


The multi-colored tabs are for the tops of the pages of on-going lists, @contexts, etc. They are removable. The little white tabs are much less removable, so they work best for the weekly schedules, which are permanently in one place.


I keep all this stuff in my GTDmobile.


(I also print a copy of the Outlook calendar for our refrigerator.)

  • tvpk 8y

    Nice ideas, please post some pictures with a higher zoom-level ;D
  • Juggling Frogs PRO 8y

    Thanks for looking! The xyron and the labels have made things so much simpler for me.

    @Ratpoison: I snapped a picture of today's lists with a better zoom for you here:
    Close up by Juggling Frogs (clkl)

    Today is Friday, my most complicated day of the week, so I use multiple task list labels. The other weekdays have just the two (one vertical, one horizontal.)
  • Wendy PRO 8y

    Wow, I really like your system! I might try adopting it to my own needs. Thanks for the ideas!
  • Tricia PRO 8y

    awesome! The vertical label checklist is genius. I've been trying to figure out a way to get repeating tasks in my face daily. I have a smaller xyron and love it.
  • Morgaine Swann 8y

    Hmm - I'm digging the idea of the checklists for repetitive tasks. I'll have to see how I can use that.

    Your system is a thing of beauty. I've only reached that level of organization a few times in my life, but I'm determined to get back there, ha ha!
  • Jennifer George PRO 8y

    The label idea is very original and interesting!
  • Juggling Frogs PRO 8y

    Thanks, everyone, for all the kind words. It works very well for me. I hope it is helpful for you, too!
  • anselm23 PRO 8y

    Now this is awesome. I have much to do in organization-fu, I see.
  • SewPixie 8y

    brilliant! The labels for the recurring tasks is just the tip of the iceberg on how genuis you are!
  • Juggling Frogs PRO 8y

    Hmmmm... "Genius"..... I like the sound of that!

    Thank you!
  • Alex 8y

    I love your setup! Thanks so much for posting it (and for posting a closer zoom).
  • edelmak 8y

    Wow....great system, Carolyn. I have already started to incorporate some of your techniques....brilliant.

    Thanks for posting it!
  • Juggling Frogs PRO 8y

    That's fantastic! I'm really glad it was helpful.
  • emooreathome 8y

    I love your system. I saw it a couple of months ago and just searched to find it again. What size do your calendars print out? And what size is your XYRON?
  • Juggling Frogs PRO 8y


    Thank you! I print weekly calendars in landscape format from Outlook, setting the printer's options to 4 per page. The Xyron is the 510 model, 5.1" wide. (I bought it, and my supplies from

    All the best,
  • mjyo 7y

    Hi, I'm mike and I am an admin for a group called Routines and Rituals, and we'd love to have your photo added to the group. We'd also love for you to join too.
  • captcreate 7y

  • The European 6y

    Hi, I'm an admin for a group called Your Moleskine, and we'd love to have this added to the group!

    I agree that is so cool and creative !!
  • captcreate 5y

    Hi, I'm an admin for a group called Open notebooks, and we'd love to have this added to the group!
  • Treeumph 5y

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Taken on February 22, 2007
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