I realised the other day as I was working through the address pages in my personal size to transfer them in to my A6 size organiser. How many of these addresses do I really need to carry with me?
So in my address pages I have the persons name (obviously!) their mailing address, telephone number, may be their mobile number and their email address.
I have a lot of the contacts in my phone as well, and these are synced to my computer, but I still like to have them on paper as well....just in case!
I have a full address section in my A5 'stay at home' organiser, so do I really need to duplicate it all in my A6 organiser?
So during my afternoon walk today I started to think this through in a more rational fashion.
- I suppose it helps to have a back up paper copy. But I could easily copy the existing A5 pages and store them in one of our document fire safes.
- If I'm away from the office for more than a day how many times have I looked in the address section of my current organiser? Answer not very often.
- How many of the addresses in my organiser in the last 2 years have I needed to email, phone or post a letter to? Answer not that many.
- What is my main means of contacting people these days? Is it still phone or letter or email? Answer, possibly none of those we are so tied in to messenger and iMessage these days a lot of the people I'm in regular contact with I don't their phone number or mailing address anyway.
By the end of my walk I was starting to realise that the need for a full A-Z address section in my A6 organiser was not going to be needed... But what to replace it with?
Firstly I need to decide who needs to go in to that section, look back at my phone records to see who I called, who I received calls from, and how many times.
Slimming the number of pages down would also lighten the page load as well, giving me more space for other things.
So I've set myself a task to capture the name and address details of people I'm in regular contact with and put them in to some sort of computer file so I can easily up date the few pages I will need to print out when ever the details change.
I have found a convenient of exporting my contact list on my Mac in to a CSV (comma separated value) format file which I can then open in Excel and then manage the contents of that file (delete the unwanted ones) and then do a simple mail merge in Word to create my new 'Essential Addresses' pages.