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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 April 8, 2019

                22 Tips for Effective Deadlines

                22 Tips for Effective Deadlines

                Unless you’re infinitely rich or prepared to rack up major debt, you need to budget your income. Setting limits on how much you are willing to spend helps control expenses. But what about your time? Do you budget your time or spend it carelessly?

                Deadlines are the chronological equivalent of a budget. By setting aside a portion of time to complete a task, goal or project in advance you avoid over-spending. Deadlines can be helpful but they can also be a source of frustration if set improperly. Here are some tips for making deadlines work:

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                1. Use Parkinson’s Law – Parkinson’s Law states that tasks expand to fill the time given to them. By setting a strict deadline in advance you can cut off this expansion and focus on what is most important.
                2. Timebox – Set small deadlines of 60-90 minutes to work on a specific task. After the time is up you finish. This cuts procrastinating and forces you to use your time wisely.
                3. 80/20 – The Pareto Principle suggests that 80% of the value is contained in 20% of the input. Apply this rule to projects to focus on that critical 20% first and fill out the other 80% if you still have time.
                4. Project VS Deadline – The more flexible your project, the stricter your deadline. If a task has relatively little flexibility in completion a softer deadline will keep you sane. If the task can grow easily, keep a tight deadline to prevent waste.
                5. Break it Down – Any deadline over one day should be broken down into smaller units. Long deadlines fail to motivate if they aren’t applied to manageable units.
                6. Hofstadter’s Law – Basically this law states that it always takes longer than you think. A rule I’ve heard in software development is to double the time you think you need. Then add six months. Be patient and give yourself ample time for complex projects.
                7. Backwards Planning – Set the deadline first and then decide how you will achieve it. This approach is great when choices are abundant and projects could go on indefinitely.
                8. Prototype – If you are attempting something new, test out smaller versions of a project to help you decide on a final deadline. Write a 10 page e-book before your 300 page novel or try to increase your income by 10% before aiming to double it.
                9. Find the Weak Link – Figure out what could ruin your plans and accomplish it first. Knowing the unknown can help you format your deadlines.
                10. No Robot Deadlines – Robots can work without sleep, relaxation or distractions. You aren’t a robot. Don’t schedule your deadline with the expectation you can work sixteen hour days to complete it. Deathmarches aren’t healthy.
                11. Get Feedback – Get a realistic picture from people working with you. Giving impossible deadlines to contractors or employees will only build resentment.
                12. Continuous Planning – If you use a backwards planning model, you need to constantly be updating plans to fit your deadline. This means making cuts, additions or refinements so the project will fit into the expected timeframe.
                13. Mark Excess Baggage – Identify areas of a task or project that will be ignored if time grows short. What e-mails will you have to delete if it takes too long to empty your inbox? What features will your product lack if you need a rapid finish?
                14. Review – For deadlines over a month long take a weekly review to track your progress. This will help you identify methods you can use to speed up work and help you plan more efficiently for the future.
                15. Find Shortcuts – Almost any task or project has shortcuts you can use to save time. Is there a premade library you can use instead of building your own functions? An autoresponder to answer similar e-mails? An expert you can call to help solve a problem?
                16. Churn then Polish – Set a strict deadline for basic completion and then set a more comfortable deadline to enhance and polish afterwards. Often churning out the basics of a task quickly will require no more polishing afterwards than doing it slowly.
                17. Reminders – Post reminders of your deadlines everywhere. Creating a sense of urgency with your deadlines is necessary to keep them from getting pushed aside by distractions.
                18. Forward Planning – Not mutually exclusive with backwards planning, this involves planning the details of a project out before setting a deadline. Great for achieving clarity about what you are trying to accomplish before making arbitrary time limits.
                19. Set a Timer – Get one that beeps. Somehow the countdown of a timer appears more realistic for a ninety minute timebox than just glancing at your clock.
                20. Write them Down – Any deadline over a few hours needs to be written down. Otherwise it is an inclination not a goal. Having written deadlines makes them more tangible than internal decisions alone.
                21. Cheap/Fast/Good – Ben Casnocha in My Start Up Life mentions that you can have only have two of the three. Pick two of the cheap/fast/good dimensions before starting a project to help you prioritize.
                22. Be Patient – Using a deadline may seem to be the complete opposite of patience. But being patient with inflexible tasks is necessary to focus on their completion. The paradox is that the more patient you are, the more you can focus. The more you can focus the quicker the results will come!

                Featured photo credit: Estée Janssens via unsplash.com

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