The way I currently run my Hipster PDA is as follows:
I keep a stack of white, lined file cards plus a few colored cards together with a binder clip.
The card(s) on top are what I’m currently working on, followed by blank white cards and color cards. Then I add one colored card as a divider, followed by “dead” cards — they’re completed so far as the Hipster PDA is concerned (more on this later).
At the back, after another color card divider, are “reference” cards. This is information I will need to know at some point in the day — an address to mail a package to, a grocery list, notes on topics or projects I’m not actively working on.
The top line of each card is reserved for tags. I mark cards based on the project they’re related to, and next action required – usually trash (throw it away) or file (in a file box, or copy to a tiddlywiki). At the end of the day (or as opportunity affords itself) I review all of the cards. Because some of the cards contain sensitive information, I don’t throw them in the nearest trash can as soon as I’m done with them; I wait until I’m back at my desk and shred them.
The file box has tabs according to project, usually story, game or blog post ideas. This is for when I don’t have time to transcribe things into a tiddlywiki or write an article immediately, so the data doesn’t get lost. The file box also has blank cards; I restock the Hipster PDA when I file. If the box starts getting full, I either have too many blanks on hand or I need to spend quality time reviewing the box.
One extra trick I’ve learned is to keep a mini file-box, about an inch thick, in my bag. If during the course of the day I’m taking a lot of notes and need to restock, I can pull out dead cards and replace them with blanks. The contents of the mini-box then get reviewed at the end of the day, sorted into the main file box or shredded as required.
The process works for me. I’ve gotten strange looks at the day job from people who lug big yellow legal pads and clipboards full of crumpled papers around while I’ve got a binder clip with 3×5 cards in my shirt pocket. Because I use a rudimentary tag system and a file box, however, I can pull up notes on past meetings and old projects easily.