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Index Card Hacks

Index Card Hacks
Index Card Hacks

    I love index cards. I’d like to blame Merlin Mann and his hipster PDA for this obsession, but I don’t use a hipster PDA and still I find myself unable to pass the index card rack at Office Depot without stopping for a look.

    Index cards provide a sturdier alternative to notepad paper, making them ideal for “throwaway” notes like directions or phone numbers — notes I’ll need to carry around a bit but won’t need to keep permanently. They’re also useful for note-taking for any task where you’ll need to re-order the notes later — I use them a lot in my research to record quotes and reference information. And if you’ve never indexed a book (and who has?) you might not realize that they’re pretty useful for indexing, which I think might have something to do with why they’re called “index cards”.

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    How to make vertical index cards

    The manufacturers of index cards seem intent on frustrating me in my quest for vertically-aligned index cards. It’s as if a secret cabal of paper goods producers has gotten together and decided that nobody could ever possibly want cards in profile layout (3″ wide by 5″ tall). They do love to tease, though — Post-It has sticky-backed index cards in with a profile layout, but they’ve decided to make them a non-standard 3″ x 4″, which is useful only for mocking me.

    So I make my own. First I got one of those cheap plastic paper cutters designed for scrapbookers and other crafters, and later I found an old-fashioned guillotine-style cutter at a garage sale for $5, with a cast-iron cutting arm and a blade that’s seen better days but works well enough. Then I picked up a bulk package (500 cards) of 5″ x 8″ index cards. Then I got cutting! Here’s what I do:

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    1. First, set up the cutter. You can, of course, use the cutter’s ruler to measure each cut, but that’s a) slow and b) sometimes inaccurate. Instead, I use a guide — another index card to measure my cuts against, so I end up with standard-sized cards. On the guillotine-style cutter, I tape a card up against the cutting edge, and feed the big cards in from the outside; on the paper trimmer, I do the opposite, so the card hangs over the outside edge.
      This is what the paper cutters look like after setting them up to make vertical index cards
      • Line up the big cards, a few at a time, with the guide card. You have to experiment a little to see how many you can cut at once. On the trimmer, I can only do two at a time; on the guillotine, I can do 4 or 5 at once (I could probably do more if the blade was sharper). Make sure the cards are stacked together evenly, and are pressed solidly against the guide rail.
        Using the guillotine cutter
          Using the trimmer
          • Cut once, then re-align for a second cut: The first cut leaves a 5″ x 5″ square. Move it forward and line the new edge up with the guide card.
            Using the guillotine cutter to make the second cut
            • Cut again. The second cut will leave you with a stack of 2″ x 5″ leftover strips. If you’re a big reader (like I am), congratulations — you’ve just solved your bookmark problem! If you’re not a reader, I’m sure you can find another use for your card strips — or give them to your kids (if you have any) and see what they come up with.
            • Enjoy your upright index cards. Each 5″ x 8″ card makes two 3″ x 5″ cards, whose layout roughly matches that of regular letter or A4 notebook paper. I find this layout easier to work with — a stack fits in the hand better, and is easier to write on. And there’s more room for lists (I could put them in two columns on “wide” cards, but that doesn’t scan well).

            How to make dry-erase index cards

            The dry-erase index card hack

              Vertical index cards are great for checklists, and I wanted to make a weekly task checklist I could slip into my Moleskine, so I wouldn’t have to copy recurring tasks into my next actions list every week. That means it has to be something reusable (it’s no use moving these tasks out of my Moleskine if I’m going to have to rewrite the list every week anyway) and something I can keep with my current tasks as I move forward through the notebook.

              This is what I came up with:

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              1. Write your list. Write down your list, leaving at least 3/4″ between the left edge of the card and your list items. Within that margin, (about 3/8″ from the left edge) draw a small checkbox for each task. I’ve done a weekly task checklist, but anything you do where you need to make sure you do each step would be appropriate.
              2. Comparison of tapes as dry-erase surface

                  Put a piece of clear sticky tape along the left edge, covering the checkboxes. This is your dry-erase surface. Line it up flush with the left edge. For best results, use the shiny kind (with the glossy finish); the matte- or satin-finish tape (sometime called “invisible” tape) will not erase as well.

                • Trim if needed. Any overhang will be annoying and will gather lint in your pocket or bag and dry-erase ink when you erase.
                • Use a thin dry-erase marker to check things off. Yes, it’s one more thing to carry, but I always have a bag with me anyway so it’s no big deal.
                • When you’re ready to start the list over, just erase your checkmarks. Use a tissue, paper towel, whiteboard eraser, your finger, or even your shirt if you don’t mind having marks on your clothes. Erase from right to left, so the ink doesn’t smear onto the unprotected paper part of the card.

                True, you could just write your list in ink and make your checks in pencil, but a) pencil rarely erases entirely, and b) rubber erasers degrade the surface of the paper.

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                If you really like the idea of a portable dry-erase board you can fit in the back pocket of your Moleskine (or just tuck into the pages), try covering the surface of a card with 3″ packing tape. This could be used to make any index card template from DIY Planner reusable — I can see this being useful for the mind-map template, if you’re the kind of person who likes to make mind-maps. Treat cards with dry-erase ink on them carefully — direct contact shouldn’t hurt them, but anything that rubs across them will take ink with it.

                What other index card hacks have people come up with? How do you get through the whole pack of cards? What possible use are 4″ x 6″ cards? Let us know in the comments.

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                Last Updated on October 15, 2019

                Is Procrastination Bad? The Truth About Procrastination Revealed

                Is Procrastination Bad? The Truth About Procrastination Revealed

                Procrastination is very literally the opposite of productivity. To produce something is to pull it forward, while to procrastinate is to push it forward — to tomorrow, to next week, or ultimately to never.

                Procrastination fills us with shame — we curse ourselves for our laziness, our inability to focus on the task at hand, our tendency to be easily led into easier and more immediate gratifications. And with good reason: for the most part, time spent procrastinating is time spent not doing things that are, in some way or other, important to us.

                There is a positive side to procrastination, but it’s important not to confuse procrastination at its best with everyday garden-variety procrastination.

                Sometimes — sometimes! — procrastination gives us the time we need to sort through a thorny issue or to generate ideas. In those rare instances, we should embrace procrastination — even as we push it away the rest of the time.

                Why we procrastinate after all

                We procrastinate for a number of reasons, some better than others. One reason we procrastinate is that, while we know what we want to do, we need time to let the ideas “ferment” before we are ready to sit down and put them into action.

                Some might call this “creative faffing”; I call it, following copywriter Ray Del Savio’s lead, “concepting”.[1]

                Whatever you choose to call it, it’s the time spent dreaming up what you want to say or do, weighing ideas in your mind, following false leads and tearing off on mental wild goose chases, and generally thinking things through.

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                To the outside observer, concepting looks like… well, like nothing much at all. Maybe you’re leaning back in your chair, feet up, staring at the wall or ceiling, or laying in bed apparently dozing, or looking out over the skyline or feeding pigeons in the park or fiddling with the Japanese vinyl toys that stand watch over your desk.

                If ideas are the lifeblood of your work, you have to make time for concepting, and you have to overcome the sensation— often overpowering in our work-obsessed culture — that faffing, however creative, is not work.

                So, is procrastination bad?

                Yes it is.

                Don’t fool yourself into thinking that you’re “concepting” when in fact you’re just not sure what you’re supposed to be doing.

                Spending an hour staring at the wall while thinking up the perfect tagline for a marketing campaign is creative faffing; staring at the wall for an hour because you don’t know how to come up with a tagline, or don’t know the product you’re marketing well enough to come up with one, is just wasting time.

                Lack of definition is perhaps the biggest friend of your procrastination demons. When we’re not sure what to do — whether because we haven’t planned thoroughly enough, we haven’t specified the scope of what we hope to accomplish in the immediate present, or we lack important information, skills, or resources to get the job done.

                It’s easy to get distracted or to trick ourselves into spinning our wheels doing nothing. It takes our mind off the uncomfortable sensation of failing to make progress on something important.

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                The answer to this is in planning and scheduling. Rather than giving yourself an unspecified length of time to perform an unspecified task (“Let’s see, I guess I’ll work on that spreadsheet for a while”) give yourself a limited amount of time to work on a clearly defined task (“Now I’ll enter the figures from last months sales report into the spreadsheet for an hour”).

                Giving yourself a deadline, even an artificial one, helps build a sense of urgency and also offers the promise of time to “screw around” later, once more important things are done.

                For larger projects, planning plays a huge role in whether or not you’ll spend too much time procrastinating to reach the end reasonably quickly.

                A good plan not only lists the steps you have to take to reach the end, but takes into account the resources, knowledge and inputs from other people you’re going to need to perform those steps.

                Instead of futzing around doing nothing because you don’t have last month’s sales report, getting the report should be a step in the project.

                Otherwise, you’ll spend time cooling your heels, justifying your lack of action as necessary: you aren’t wasting time because you want to, but because you have to.

                How bad procrastination can be

                Our mind can often trick us into procrastinating, often to the point that we don’t realize we’re procrastinating at all.

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                After all, we have lots and lots of things to do; if we’re working on something, aren’t we being productive – even if the one big thing we need to work on doesn’t get done?

                One way this plays out is that we scan our to-do list, skipping over the big challenging projects in favor of the short, easy projects. At the end of the day, we feel very productive: we’ve crossed twelve things off our list!

                That big project we didn’t work on gets put onto the next day’s list, and when the same thing happens, it gets moved forward again. And again.

                Big tasks often present us with the problem above – we aren’t sure what to do exactly, so we look for other ways to occupy ourselves.

                In many cases too, big tasks aren’t really tasks at all; they’re aggregates of many smaller tasks. If something’s sitting on your list for a long time, each day getting skipped over in favor of more immediately doable tasks, it’s probably not very well thought out.

                You’re actively resisting it because you don’t really know what it is. Try to break it down into a set of small tasks, something more like the tasks you are doing in place of the one big task you aren’t doing.

                More consequences of procrastination can be found in this article:

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                8 Dreadful Effects of Procrastination That Can Destroy Your Life

                Procrastination, a technical failure

                Procrastination is, more often than not, a sign of a technical failure, not a moral failure.

                It’s not because we’re bad people that we procrastinate. Most times, procrastination serves as a symptom of something more fundamentally wrong with the tasks we’ve set ourselves.

                It’s important to keep an eye on our procrastinating tendencies, to ask ourselves whenever we notice ourselves pushing things forward what it is about the task we’ve set ourselves that simply isn’t working for us.

                Featured photo credit: chuttersnap via unsplash.com

                Reference

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