{"id":84421,"date":"2022-11-18T12:32:00","date_gmt":"2022-11-18T16:32:00","guid":{"rendered":"https:\/\/www.shortform.com\/blog\/?p=84421"},"modified":"2022-11-28T14:46:15","modified_gmt":"2022-11-28T18:46:15","slug":"how-to-organize-information","status":"publish","type":"post","link":"https:\/\/www.shortform.com\/blog\/how-to-organize-information\/","title":{"rendered":"How to Organize Information to Stay Productive"},"content":{"rendered":"\n

Do you feel disorganized at work? Do you know how to organize information?<\/p>\n\n\n\n

In Building a Second Brain<\/em>, Tiago Forte explains that the organization of your external storage system is the most important component of increasing your creativity and productivity. He breaks down how to organize information into six main areas.<\/p>\n\n\n\n

Read below to learn how to organize your external storage system.<\/p>\n\n\n\n\n\n\n\n

How To Organize Your Storage System<\/strong><\/h2>\n\n\n\n

Forte explains that the organization of your external storage system (ESS) is the most important component of increasing your creativity and productivity<\/strong>. Creating folders and sub-folders in your digital storage system will allow you to easily locate and utilize saved information. We can break Forte\u2019s system into six main areas so you can learn how to organize information\u2014four of these areas are part of the organization system he calls PARA.\u00a0<\/p>\n\n\n\n

(Shortform note: While Forte says that the highly organized digital working environment of an ESS will increase productivity and creativity, recent studies on physical working environments suggest that this may not be the case.<\/a> Psychologists found no difference in productivity between people working in organized environments and those working in cluttered ones. However, the people in cluttered environments produced more unique and interesting ideas\u2014they were more creative.<\/em> If the observations from this study on physical<\/em> work environments hold true for digital<\/em> work environments, then your creativity might benefit more from a more integrated or \u201ccluttered\u201d ESS, rather than a highly siloed one like Forte recommends.)<\/p>\n\n\n\n

The Six Main Areas of the ESS<\/strong><\/h3>\n\n\n\n

The first section in your storage system will be an <\/strong>inbox<\/em><\/strong>. <\/strong>This is the first place your information and notes will go when you save them. Forte explains that you should sort information into a more specific folder later to save time and ensure it\u2019s put in the best location. He elaborates that sorting information is time-consuming and if you feel you have to save and sort in one go, you might be discouraged from saving information altogether. Further, you\u2019ll make the best decision for how the information can be used (and thus where to sort it) after <\/em>you\u2019ve had time to reflect on it. We\u2019ll discuss how to sort information later in the guide.<\/p>\n\n\n\n

The next section will be a <\/strong>management folder<\/em><\/strong>, where you\u2019ll keep track of your progress toward active goals and projects. <\/strong>Forte also recommends including a to-do list<\/a> in this folder that outlines the tasks you need to complete in the next week or so. <\/p>\n\n\n\n

Your <\/strong>current goals folder<\/em><\/strong> is where you\u2019ll store information and notes pertaining to the goals and projects you\u2019re currently working on. <\/strong>(This corresponds to Forte\u2019s \u201cProjects\u201d folder in the PARA system.) <\/strong>Within this folder will be subfolders for each goal and project.<\/strong> For example, you may have one sub-folder for a book you\u2019re writing, another for a career goal you\u2019re working toward, and a third for a computer desktop you\u2019re building. <\/p>\n\n\n\n

Your <\/strong>ongoing engagements folder <\/em><\/strong>will contain subfolders for information on commitments that require continuous maintenance. <\/strong>(This corresponds to Forte\u2019s \u201cAreas\u201d folder in the PARA system.) <\/strong>For example, you may have a sub-folder for your home decor, romantic relationship, or pets. <\/p>\n\n\n\n

Your topics-of-interest folder<\/em> will contain subfolders for concepts or areas that you\u2019re interested in learning more about but haven\u2019t yet turned into a project or engagement.<\/strong> (This corresponds to Forte\u2019s \u201cResources\u201d folder in the PARA system.) For example, you might have a sub-folder where you store information that relates to the question: What is the meaning of life<\/a>? When these sub-folders start accumulating lots of information, you might consider moving them into the current goals<\/em> or ongoing engagements <\/em>folder. For example, you might decide to write an essay on the meaning of life and move the sub-folder on this topic into current goals.<\/em><\/p>\n\n\n\n

Finally, the hold folder<\/em> is where you\u2019ll store old or currently irrelevant material\u2014<\/strong>things you want to place on hold for the time being. (This corresponds to Forte\u2019s \u201cArchives\u201d folder in the PARA system.) This is where you\u2019ll move sub-folders from current goals<\/em> once they\u2019re completed, work you did for projects that you decided not to use, or any information you\u2019ve saved that doesn\u2019t fit in any current goals, ongoing engagements, <\/em>or topics-of-interest <\/em>sub-folders.<\/p>\n\n\n\n

GTD: An Alternative Method For Recording and Organizing Important Information<\/strong><\/h3>\n\n\n\n

In Getting Things Done<\/em><\/a>, <\/em>David Allen presents an alternative method for recording and organizing important information that he calls the Getting Things Done (GTD) Method. Many of the \u201cfolders\u201d Allen recommends creating to organize information<\/a> correspond to those recommended by Forte. However, Allen suggests a further division of information, including nine main folders in his method.<\/p>\n\n\n\n

Allen suggests that you immediately sort information into the appropriate folder rather than into an inbox folder<\/em>, as Forte recommends. If the information you\u2019re saving is relevant to something you\u2019re currently working on, Allen recommends sorting it into a project support materials <\/em>folder, which corresponds to the project subfolders of the current goals folder<\/em> in Forte\u2019s method.<\/p>\n\n\n\n

If the information requires you to take action but you don\u2019t already have a relevant project in the works, Allen recommends creating a new project in a project lists <\/em>folder. Allen\u2019s project lists<\/em> folder corresponds to your current goals folder<\/em> in Forte\u2019s method.<\/p>\n\n\n\n

If the information isn\u2019t currently actionable (meaning it\u2019s useful but not relevant to a current goal or project), Allen recommends placing it in a reference list<\/em> folder. In Forte\u2019s method, this information would be sorted into one of your topics of interest<\/em> or ongoing engagement <\/em>subfolders, depending on where it would be the most useful.<\/p>\n\n\n\n

If the information isn\u2019t currently relevant but you still find it interesting and might want to revisit it in the future, Allen recommends sorting it into a someday\/maybe<\/em> folder. While Forte\u2019s method doesn\u2019t have a folder that directly corresponds to this, the hold folder<\/em> is fairly similar because it\u2019s where Forte recommends storing information that\u2019s not currently relevant.<\/p>\n\n\n\n

If you\u2019ve saved information somewhere but realize it\u2019s useless, Allen recommends moving it to a trash<\/em> folder to delete it. Forte doesn\u2019t include this folder because his method is intended to help you only<\/em> save information that\u2019s important and relevant, as we\u2019ll discuss in the next section.<\/p>\n\n\n\n

Allen also recommends creating a number of folders to manage the progress and deadlines of your goals and projects: a waiting-for list<\/em> folder to manage tasks<\/a> you\u2019re waiting on others to accomplish, a tickler list<\/em> folder with date-specific reminders about when you need to get future tasks done, a calendar list<\/em> folder to keep track of other important dates, and a next actions<\/em> folder to contain your to-do list. In contrast, Forte recommends simply managing your progress and keeping a to-do list of your active goals in your management<\/em> folder.<\/p>\n","protected":false},"excerpt":{"rendered":"

Do you feel disorganized at work? Do you know how to organize information? In Building a Second Brain, Tiago Forte explains that the organization of your external storage system is the most important component of increasing your creativity and productivity. He breaks down how to organize information into six main areas. Read below to learn how to organize your external storage system.<\/p>\n","protected":false},"author":14,"featured_media":13068,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[7,43,30],"tags":[809],"class_list":["post-84421","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-lifestyle","category-self-improvement","category-work","tag-building-a-second-brain","","tg-column-two"],"yoast_head":"\nHow to Organize Information to Stay Productive - Shortform Books<\/title>\n<meta name=\"description\" content=\"Staying organized is the key to being productive and more creative. 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