About My Spiral Notebooks
Since 1977, I have carried a spiral notebook. I learned this from my father, a dairy farmer who always had a pad in this work pants pocket. As he walked or drove his World War II Willis Jeep through the pastures, he would note broken fences or sick cows in his pad as a means of assuring he would remember to give them proper attention.
I occasionally used a note book, but not with Dad’s discipline until 1977. In that year I started my campaign for governor of Florida. I was overwhelmed with people who wanted to give me information: a friend of a friend who would be helpful in Tampa or an idea for a bumper strip. I would come home at night with a jumble of slips of paper and no way to be sure the suggestions would be followed up.
Then I remembered my father – a light went off – and I started my own use of the spiral notebook. The spiral notebook has become my signature. Over 2,200 are stored either at a special collections library at the University of Florida or the most recent three years in my personal office. To some the spiral notebooks are a sign of an eccentric, to others an indicator of disciple. For me it is practical means to maintain a degree of control over my life.
Each individual spiral note book is about half the vertical size of a pack of cigarettes: small enough to fit easily into your pocket; large enough to store four or five days of activities. Each notebook’s cover is either blue, green, red or yellow which to me signify he four seasons of the year. I utilize d the notebooks in that order, blue (winter) always follows yellow (fall) and precedes green (spring). As any book covers less than a week, I am typically working out of several notebooks at the same time. The color code is a way of keeping them in sequential order without having to consult the materials in the notebook itself.
I start each month with a fresh notebook, the color which would follow the last notebook of the previous month. On the inside cover of the notebook I write the information which will determine its overall position in the total collection of notebooks (the first notebook used in July of 2009 would be 7/09A), the date upon which the notebook was commenced and completed, and the information which would assist in recovery of the notebook should it be lost (address, home-office-cell numbers and email address) and, finally, an index of when the sections of notebook were completed by my having finished the “things to do” lists in that notebook.
The daily use of the notebooks has four basic sections:
*log: in 5 minute intervals my activities for that day from awakening to asleep. It is a matter of personal needs and tastes as to how much information to retain. I err on the side of inclusion on the basis that you cannot anticipate when some apparently insignificant data may be exactly what you need. For instance, I keep my morning weight which reminds me how many pounds I have gained (or on the good days, shed). I also record where I am throughout the day: driving to the Miami Airport from 9:15 to 9:50; meeting in the office conference room with named participants on a specific topic from 2:30 to 3:45.
The log is not a diary. I do not record my emotional reaction to what is transpiring or enter editorial comments on subjects or individuals mentioned in the notebook. Rather, the level of detail serves as a memory facilitator. If I know the time, place, attendees at a meeting, even if it were held several years earlier, these contextual items facilitate my recall of the substance of the meeting.
*Take aways from individual or group meetings: Depending on the demands of each day’s schedule, it will generally take me six to nine pages of the notebook, both sides, to complete that day’s log. I will skip forward the estimated number of pages and begin keeping notes from individual met (name, a point of contact – telephone number, address or email address), something distinguishing about the person (white male 40 University of Florida graduate 1992 accounting). For group meetings I indicate the topic of the discussion but do not take stenographic notes, frequently I take no notes at all. What I am most likely to record are those commitments I have made (the things for me to do), specific data points to which I might refer later, and the conclusion of the meeting – what did I learn that is likely to be important or useful.
*Things to do: the last dozen pages of each notebook are devoted to daily things to do list. This list is intended to include all the items I want to accomplish on a particular day, with an indication of the relative priority of each item. As I complete an item it is marked with an OK. If items are not completed, they are noted as being carried over and the day to which they have been reassigned.
Throughout the day as a meet people or participate with groups, receive phone or email messages, the things to do list is extended.
*Lists: the ten pages immediately before the dozen which are designated for things to do can be used to maintain lists related to items of continuing interest. If you are a member of an organization you might want to keep a separate one or two pages to facilitate keeping information relative to that group in one place in each of your stream of notebooks. It is a good thing to keep a couple of pages for your spouse or special other as these are people you never want to be accused of overlooking.
Organizing the notebooks:
When a notebook is complete I place it in a manila envelope about the size of a Reader’s Digest magazine with the business cards, airline tickers, daily schedules, receipts, anything that will help me recall the activities of the days covered in the notebook. On the outside of the notebook I place the designation of the notebook and the opening and closing dates during which I used that notebook.
I place these envelopes in a box large enough to hold approximately fifteen envelopes, the number that would be filled within a three months period. These are stored in a safe place in my office until the materials are three years old when they are transferred to the special collection section of the University of Florida library.
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Benjamin said
This is an excellent explanation of how you use those notebooks! I’ve long wondered just what, exactly, you kept in them and how they were organized. Thanks so much for sharing.
By way of answering your end question, I am always ready to get control of my life. Whether or not I *can* is another question entirely. I keep a notebook, too — but lack the discipline not to include emotional reactions and editorial thoughts about events in my life.
Very much looking forward to seeing what else you share on this blog. Thanks, Senator Graham.
bgnow said
Benjamin, thank you for your kind remarks. As my delay in responding indicates I have been very busy in September including writing op eds on the state of citizenship in America and some observations by my excange student granddaughter and myself on US relations in Ecuador adn Latin America. These will be up on the spiral notebook soon.
I hope you will find disciplined use of a notebook with your own peronal style of personal and editorial comments reflected valuable. Please share your expeiences with its use.
Best wishes, Bob Graham
Paul D. Harvill said
Governor and Senator Graham,
Thanks once again for the excellent discussion and dinner we had at the Governor’s Club in 2007.
This was the dinner that I won at auction at the Florida Wine Festival in Tallahassee. With us were Leah McCarthy, Mickey Adair, and Jerry Phillips.
Having your spouse there too made the evening even more special.
And thank you for sharing some of the “mystery” regarding your notebooks.
Historians will be able to effectively use your notebooks, like yourself in the dispute over who was briefed about what and when regarding waterboarding and the like.
bgnow said
Paul, thank you for recalling a very pleasant dinner – Adele and I hope there will be more to come.
I apologize for the delay in responding. September has been unusually busy including writing several op eds on biological terrorism, citizenship in America and US relations in Ecuador and Latin America. Several of these will be on the blog soon.
I look forward to staying in touch through the spiral notebook.
Best wishes, Bob
Rebecca said
Everybody does this on one level or another, usually more a to do-list that you can enjoy making and then crossing off the items. My grandfather was a farmer too and he also kept a journal of sorts, though nothing this detailed. Where do you find the time?
bgnow said
Rebecca, thank you for your email and your interest in the spiral notebook. The key to its care and feeding is to do it contemporaneously as you use it throughout the day. On a typical day I will have 4 or 5 entries, usually 5 minutes in length, which are listed as “update notebook.” This keeps the notebook accurate based on recording the most recent events.
Excuse me but I’ve got to record this blog response.
I look forward to continuing our conversation through the spiral notebook.
Best wishes, Bob
Ron Phillips said
Governor
I would love to see what was entered in your notebooks back in the 1982 Re-Election race. Your daughter Gwen and I were in the same Florida State Political Science Class that Summer – “Florida Government” – Dr. Daisy Flory’s class – I was leading the Young Republicans at FSU during that time and you came and spoke to the class on one of your work days. When I stood to ask a very pointed question – you responded by asking “Are you Ron Phillips ? – You have been a topic of discussion this summer during breakfast with Gwen and I” LOL – even more humorous we ended up working together a week later at Lake Jackson Clean-up and AP News got our photo together and ran with it. Great memories – would love to see that period in your notebook.
Regards, Ron Phillips
bgnow said
Ron, thanks for the email. I’m sure I have extensive notes on our meetings in 1982 – work days were a time when I kept particularly detailed records. However, all my notebooks, except the last three years, are in a special library collection at – can I say it? – the University of Florida. Therefore I don’t have immediate access. When I have an opportunity, I’ll look forward to reliving that memorable year.
What are you doing now? Have you recovered from your flirtations with Republicanism? Some of the best Democrats are recoveering GOPers.
Let’s stay in touch.
Bob
Don Slesnick said
Dear Bob:
As a witness to many instances of your making entries in a little spiral notebook -I am delighted to read your full explanation of their purpose and use. I always wondered if you really kept them for future reference. In my first year as Mayor, I kept an abbreviated diary but gave out after six months – your comments sadden me as to my lack of perserverance.
Don
bgnow said
Don, thank you for your thoughtful email, but I’m curious. How do you have time to read blogs? If I could be so bold as to suggest, less reading others and more recording your own experiences. It will be invaluable when you write your auto biography.
Don, Adele and I admired the manner in which you exercised leadership during the recent tragedy at Coral Gables High School. You demonstrated exceptional executive control and I’m sure were a source of comfort to the students, faculty and administration at the high school and the citizens of Coral gables. It is in a situation like this that people have the chance to relearn the lesson that who you elect ot public office does make a difference.
Best wishes, Bob
John Stone said
Senator Graham:
I am reading your thoughts tonight with fond memories of my time as a member of your Washington staff in the late 1990′s. The knowledge gained, friendships made and belief in my leadership (and courage to lead) will always be attributed to the opportunities you provided me. God speed and I look forward to continuing to read your wisdom and thoughts.
John Stone
Tallahassee, Florida (and now Birmingham, Alabama)
bgnow said
John, thank you for your email. I appreciate your rememberances of your experience in our Senate office. I was a Congressional intern in 1959 with Congressman Dante Fascell, and gained a respect for the importance fo a hands on exposure to the congressional and political process and am gratified by your reflections.
I am trying to assemble a list of the young people who worked in our Tallahassee and Washinton offices. Please send your address and if your have information on other interns with whom you served I would like to add them to the roster.
I trust you have enough sand in your shoes to eventually migragte back to Floirda. In the meantime continue your good influence on our neighbors to the north.
Bob
John Stone said
Wonderful to hear from you Senator. My address in Birmingham, Alabama is:
John Stone
1414 17th Street South
Birmingham, AL 35205
john.stone@chsys.org
Thanks again and I will certainly research and get additional contact information to you for interns if found. In the meantime, let me know if I can ever help in any way.
Best,
john stone
Karthick said
Greetings from India Senator Graham!
I was looking for a system to help me organise my materials. I am a big fan of taking notes and writing things down (though I have a feeling it will all go digital in a few years time). I loved the read and picked up many many valuable points from here. I thank you for taking the time to write this down.
I’m curious though, could you post a few pictures of completed notebooks? (the inner pages without sensitive information) just to get an idea of the layout? That would be really neat.
But thank you again!
Bob Graham said
Karthick, I am pleasd the information on my care and feeding of a spiral notebook was useful. I am searching for or will produce and send photos of inside pages. I fear you will find them to be terribly boring.
I am curious as to how you located the website and any suggestions as to how I can make it known to others. You thoughts would be apprceciated.
Best wishes, Bob Graham
Karthick said
Hi Senator!
I’m sorry for the late reply. I thought it would be better to experiment with your method for a while before I posted back again. I have been following this and some modifications of it (I use Google Tasks a lot) to organise my stuff around.
I’m still waiting for the pictures of your notebooks! Just a peek into them would be really nice if there’s no sensitive information.
I was referred here by Steve Rubel once and I wrote about your method on my blog too. I hope to finalise a system as carrying around so many notebooks and the laptop and the bag and the camera tends to have me spend a lot of time carrying stuff. But my idea is to put them in one book together.
I love the record log thingy it has helped me recollect a lot better and not concentrate on the nitty gritties.
Thank you and if you have done any refinement to these methods, I would love to hear from you.
The Steve Rubel Tao of productivity | Homepages of Karthick Gopal said
[...] up from Patrick Rhone (http://patrickrhone.com/2009/05/26/my-daily-log/) and Senator Bob Graham (http://thespiralnotebook.wordpress.com/about/), is lifelogging – e.g. logging my day everyday. I use text expansion software (Textexpander [...]
garyslinger.com Blog » links for 2009-11-03 said
[...] About my spiral notebooks and this blog « The Spiral Notebook (tags: productivity notebooks lifestream) [...]
Andreas said
I’m truly impressed! This makes me thinking over again my concept of jotting down notes about my daily doing and being concerning my internship. Thank you very much for that.
Andreas
p.s.: I’m not an native speaker of the english language, so please excuse inappropriate use of words, if it be.
tkscoggins said
Senator G,
Thanks for the details regarding your notebooks. I saw you speaking to one of the MSNBC crew (though I can’t remember which one) and you spoke of how you referred back to your private notes to see if they matched the accounts of some other agency. I admire your discipline and I have tried many systems including notebooks to log events, things to do, etc. I am currently using the moleskines to record such information. When younger, I used a regular monthly calendar and really, really small writing to record the most pertinent events of the day. I am glad I did since I was in an accident and suffered a brain injury. Having even those small notes has helped me remember things that surely would have been lost. I take away some great tips from your post and will try to incorporate them into my own attempts to stay organized and orderly.
Hindi sms said
Hey friend can i publish some part of your article on my little blog of university.I have to publish a good pages out there and i really think your post Fits well into it.I will be grateful to provide you an source link as well.I have two blogs one my own and the other which is my college blog.I will write some part in the university blog.Hope you do not mind.Greetings
Rachel Lamport said
Thank you for the great post – I had fun reading it! I always enjoy this blog.
Paul D. Harvill said
I’m looking forward to your thorough report regarding the BP oil catastrophe.
Nancy L. Stander said
Since you were my Campaign Adviser when I ran for State Representative in ’08, I know first hand how valuable those spiral notebooks are! When we had our first meeting to strategize, that was the first thing you gave me – my very own spiral notebook! Your advice was for me to carry it with me always and make notes of people I met with a blurb about them so I could recall this information upon meeting them again. What great advice and how it continues to help me today! Thanks, Bob, for this and most of all for your friendship, Nancy.
Heidi Fisher Balla said
Gov. Graham,
Many years ago I had the opportunity to be one of the pages in the captital of Florida, when you were the Governor. Thank you for the opportunity. My father, Arley Fisher, also spent some time in the capital doing a student internship with you. Robert Middlemas, I think had a hand in that. Wanted to let you know , dad now resides in Cairo, Georgia. Mom, Nan Fisher, died this past November 1, 2011. I just found your book at our local library and have not even had a chance to read it, but am highly anticipating it when I get off from work tonight. You can contact dad, 229-377-7621, if you get a chance, he would get a kick from hearing from you.:)