From Chaos to Clarity: My Simple System for Organizing the Remarkable 2

You know that feeling when you’re sure you left your keys on the table, but now they’re nowhere to be found? That’s how I feel when I try to find my notes on my Remarkable 2. I know I wrote it down. I know it’s in there somewhere. But where? Seriously — where?!

As a COO, my days are packed with meetings, planning, and ideas that hit me at random times (usually in the shower or at 2 AM). My Remarkable 2 is my go-to for keeping track of everything. But taking notes is only half the job. Finding them later is the real challenge.

One morning, right before an important meeting with my CEO, I felt that challenge was in full force. I needed my notes on the operations budget. I’d written them down — I was sure of it. But as I scrolled through file after file, panic set in. My notes had vanished into the digital abyss.

That’s when it hit me: “If I can’t find my notes when I need them, what’s the point of even taking them?”

Step 1: Building Folders That Work for Me

I took a hard look at my role and responsibilities. Instead of dumping everything into a handful of generic folders, I created ones that reflect the key parts of my work:

1. Meetings — Subfolders for Ex-Com meetings, department updates, vendor talks, and one-on-ones.
2. Projects & Initiatives — For major efforts like the new factory, SAP rollouts, IPO preparations, and ESG roadmap initiatives.
3. Departments — Separate folders for Procurement, Supply Chain, Production, and Quality.
4. Strategic Planning — For growth strategies, budgets, and operational plans.
5. Personal Development — For leadership insights, learning, and self-improvement.

Now, when I open my Remarkable 2, everything feels just right! It’s like stepping into a neat and tidy office instead of a messy desk. Folders are just the beginning — they really shine when they have clear, easy-to-remember file names.

Step 2: Naming Files That Don’t Confuse Me

I used to name files based on whatever popped into my head. Let’s just say that didn’t go well. Now, I keep it simple:

1. Date (YYYY-MM-DD) — so I can sort things easily.
2. Keywords — a quick summary of what the note is about.
3. Context — where or why I took the note.

For example:

• 2024-06-15_OperationsBudgetReview
• 2024-06-12_OneOnOne_FactoryManager

This way, I know exactly what’s in a file before I open it. No more clicking through a dozen notes titled “Meeting Stuff” or “Important Ideas.” But I needed one more thing to tie it all together — a simple way to categorize everything.

Step 3: Tags to Keep It All Connected

I used to tag notes with everything under the sun, which left me more confused than ever. Now, I stick to just five key tags:

1. Operational Excellence — For process improvements and quality control.
2. People & Leadership — For team management and leadership insights.
3. Customer Focus — For anything related to customer satisfaction.
4. Strategic Growth — For long-term plans and big goals.
5. Risk & Compliance — For managing risks, vendors, and systems like SAP.

These tags provide a simple and quick way to cross-reference notes! If you're looking for all the notes related to improving efficiency, just search for "Operational Excellence." And if you need some ideas for developing the team, you can easily check "People & Leadership.”

With folders, clear file names, and smart tags, my Remarkable 2 finally felt under control. But did it actually work?

Early Days, But It Feels Good

I recently began using this system, and I’m excited to share that the difference is already amazing! No more endless scrolling that makes me want to toss my Remarkable out the window. Now, when I need to find a note, I know exactly where to look.?It’s quicker, more peaceful, and truly effective!

I’m not saying it’s perfect — yet. I’m ready to adjust and fine-tune as I go. But for the first time, I feel like my notes are working for me, not against me.

What About You?

If you’ve ever misplaced a note when you needed it or felt overwhelmed by digital clutter, trust me, I understand. We can all relate to this!

• How do you keep your notes organized?
• What’s worked for you? What’s been a total flop?

Here’s to fewer lost notes and more peace of mind!