Work Smarter with a Notebook Organization System

You’re tired of messy notes.

You flip through pages, searching for that one important detail—but it’s lost in a sea of scribbles.

You need a notebook organization system that keeps everything structured, easy to find, and actually useful.

Whether you’re tracking tasks, planning projects, or taking meeting notes, a good system helps you:

• Stay organized without clutter
• Keep track of daily and weekly priorities
• Quickly find important notes when you need them

Digital tools can be distracting. That’s why I rely on pen and paper—it’s simple, reliable, and keeps me focused without the noise of notifications.

This is the system that works for me. It keeps me on track and in control of what matters. It may work for you as well. Or you might tweak it to fit your own style.

Take it. Adapt it. Make it yours.

Here’s how to get started.

#1. Get a Notebook and Pen

First, get tools you enjoy using.

Sounds simple. But it matters.

A good notebook and pen make note-taking something you want to do—not just something you have to do.

My go-to notebook? The AHGXG Bullet Dotted Journal. It’s affordable ($12.99). It lays flat, has a pen loop, and gives you 320 pages to work with.

Other affordable options include:

• Amazon Grid Notebook
• LEUCHTTURM
• Lemome
• Beinushor
• Paperage Dotted Journal
• Dotted Bullet Journal

Now for pens.

I prefer rollerballs. They write smooth, dry fast, and don’t bleed. My favorite? The Cross Townsend. It’s sleek, balanced, and feels like quality in your hand.

Other great pens:

• Cross Century
• Tombow Rollerball
• Scrivener Rollerball

Don’t settle for tools you don’t like. Find a notebook and pen that feel good to use. When you enjoy them, the habit sticks. And when the habit sticks, you win.

#2. Prepare Your Notebook

A notebook without a plan is just paper.

If you want to get the most out of it, you need a notebook organization system. A simple setup that keeps you focused, tracks progress, and helps you find what you need—fast.

Learning how to organize notes effectively ensures you’re not wasting time flipping through pages looking for important information.

Ever tried flipping through random pages, hunting for a note from last week? It’s frustrating. Worse, it wastes time. A solid system fixes that.

Here’s how I set mine up:

• Create a section for miscellaneous notes
• Create a two-page monthly spread
• Create a two page spread for every week
• Set aside a section for notes
• Set aside a section to track miscellaneous things

I'll explain these in turn below.

a. Create a section for miscellaneous notes

Ideas hit at random times. If you don’t capture them, they’re gone.

That’s why I set aside pages in the back of my notebook for miscellaneous notes. I label it "Thoughts."

This is my safety net. Anything that doesn’t fit elsewhere goes here.

Think of it like a junk drawer, but one you actually use. Instead of scattering ideas across sticky notes, emails, or phone apps, everything lives in one place.

b. Create a two-page monthly spread

Every month, I map out my priorities.

I focus on three areas:

• Work
• Home 
• Personal

This isn’t wishful thinking. It’s about writing down what must happen.

Then, I list daily and weekly priorities (basically habits). Not complicated goals—just simple, repeatable actions that move me in the right direction.

For example:

• I don’t set a goal to “lose 10 pounds.” I track my workouts and eating habits.
• I don’t aim to “read 50 books a year.” I track daily reading time.

Compare this to the usual approach—setting big goals without a plan. You get excited at first, then lose steam. But with small, trackable habits, you stay consistent. And consistency beats motivation every time.

Once I have my priorities and habits listed, I check in daily throughout the month. No guessing. No drifting. Just progress.

c. Create a two page spread for every week

Every week, set your sights on your priorities.

I like to do this on Sunday afternoon or evening. If not, first thing Monday morning.

At home, my wife and I sit down to review and plan. At work, I take the same approach to prepare myself and my team.

Here’s what this looks like:

Before explaining the details, here’s my process: Every 4-5 weeks, I create 4-5 of these two-page spreads back-to-back. That way, when something comes up for a future date, I have a place to jot it down.

On the right-hand side, you’ll see "Priorities."

I stole this idea from Wes Gay, and it works like a charm.

On the left-hand side, you’ll see "P" (Planned) and "D" (Done). You have to make time for your priorities.

Here’s how it works:

• I transfer my "P" (Planned) items to my calendar.
• Once scheduled, I mark the "P" complete.
• When the task is done, I mark the "D" (Done).

This simple system keeps me locked in on what matters.

Beneath this, you’ll see "To-Do."

This list includes tasks I need to:

• Complete
• Delegate
• Schedule
• Check the status on

These aren’t top priorities, but they need attention.

I start my to-do list at the beginning of the week. Then, I add to it as things come up. If I get a request via Slack, Teams, or email, I drop it here. This keeps my head clear and my tasks in one place.

Finally, on the left side of the page, you’ll see abbreviations for the days of the week (M, T, W, etc.).

Here’s how I use them:

• I add meeting times next to the date.
• The rest of the space is for daily to-dos.

After that, it’s simple—just get things done.

d. Set aside a section for notes

I keep my meeting notes as close to my weekly spread as possible.

Why? Because flipping through pages to find notes is a waste of time.

For structure, I use:

• Bullets = Notes
• Circles = Tasks
• Stars = Priorities

I also date my notes and write down who I met with. That way, I can reference them quickly when needed and use my digital calendar as a cross-reference.

Ever tried finding notes in a digital app? Scrolling through endless files, searching by keywords, hoping you named the file right? A notebook doesn’t have that problem. It’s simple, fast, and always accessible.

e. Set aside a section to track miscellaneous notes

Some things don’t fit in any section.

Over time, I found I needed a place for random details—important numbers, login info, book recommendations, etc.

Now, when I start a new notebook, I create a "Miscellaneous Tracking" section at the back. It keeps my notebook clean and my brain clear.

Make this work for you

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Taking notes with pen and paper isn’t just about writing things down—it’s about staying focused, organized, and in control.

The right tools make the habit easy to stick with. A solid system makes your notes useful, not just clutter on a page.

Here’s the formula:

1. Get a notebook and pen you enjoy
2. Set up a system
3. Make it a habit

Digital apps can be messy. Scattered notes lead to wasted time. A structured notebook gives you clarity and keeps you moving forward.

Start today. Grab a notebook. Set it up. Use it.

The more you do, the more you’ll realize—this isn’t just about taking notes. It’s about taking charge.