I love little scraps of paper, cute notepads, and sticky notes (in all colors, sizes, and shapes). I love how versatile they are, but I also love a clean space/desk, and I hate the look of notes all over the place (in both my personal and professional life).

When a brilliant idea hits me in the middle of doing something else, I grab the nearest sticky note. While watching television at night, I’ll scribble something on the corner of my crossword puzzle. During a workshop, I’ll write myself a reminder on the corner of the workbook. Even in the middle of the night, I have been known to roll over and write myself a note.

Then I’d spend the next week wondering where that brilliant idea went.

If you’ve ever discovered a mysterious note that says, “Call Jayne about the thing,” and had absolutely no idea what “the thing” was, welcome to the club.

The challenge isn’t coming up with ideas. I have a lot of ideas, and I’m guessing you, your team, and executives do as well. The challenge is knowing where to find them when you need them.

I’ve never lost a great idea because it wasn’t good enough. I’ve lost plenty because I wrote them on the back of an envelope, a sticky note, or a meeting agenda that disappeared before I needed it. 

The problem is that many of us don’t have a system. What we need is a consistent capture system that cuts the time spent searching through notebooks, sticky notes, emails, and scraps of paper.

One of the most interesting discussions I’ve seen recently among productivity experts and office professionals is the realization that the biggest challenge isn’t organizing notes. It’s capturing them quickly enough before they’re lost. Many people report that their best ideas arrive when they aren’t sitting at their desk. They happen while walking, driving, cooking dinner, or switching between tasks. 

The good news is that there isn’t one right solution. Since only one option never works for me, I’ve listed a few that may work for you.

#1: The Dedicated Notebook

There is something powerful about having one notebook and only one notebook. Not six notebooks or a notebook, plus sticky notes, plus cute note pads. Just one notebook.

In this single notebook, you write every idea, reminder, meeting note, and random thought into the same place. Many successful executives still swear by this approach because it eliminates the question of where to write things down.

The key is consistency. If you choose this single notebook approach, you must commit to carrying it everywhere. And don’t lose it!

#2: The Capture Pad

Some people prefer a legal pad or a notepad that sits beside their computer. This was my default when I was on a client call or delivering an online workshop.

Then I would jot down ideas, reminders, and follow-up items as they occurred to me during the day, at the workshop, or on the call. At the end of the day, if there were items I hadn’t completed, I would review the page and transfer anything important into my to-do list, or sometimes just start a new page for the next day. And yes, I was creating multiple to-do lists this way too, which wasn’t efficient, but I did capture the ideas in one space.

But this can be a great solution for some people. It works especially well for people who spend most of their day at a desk, and on days when I’m trapped at my desk, it works well. It didn’t work well on the days I wasn’t at my desk all day.

#3: Voice Notes

Not everyone thinks through writing. Some people think out loud, and voice notes help people who are primarily verbal or not at their desks during the day.

If you’re driving, walking through an airport, or rushing between meetings, recording a quick voice memo can be incredibly effective.

The beauty of voice notes is speed. You can often capture a complete thought in 20 seconds that would have taken two minutes to write. You can email it to yourself or the appropriate person, too, so it doesn’t get lost.

#4: Your Phone’s Notes App

My phone is always within reach, and a simple notes app can be an excellent capture tool. The secret is keeping one running note or inbox rather than trying to decide where every idea belongs.

Capture first and organize later (much like using voice notes).

#5: The ReMarkable Tablet

You’ve probably heard me talk about my ReMarkable tablet before. What I love about it is that it combines some of the best elements of paper and technology. Mine is a ReMarkable because I love that it syncs with my laptop, but you could use virtually any tablet, too.

I can handwrite notes naturally, sketch ideas, mark up documents, and still have everything stored electronically. Unlike a pile of notebooks, my notes are searchable and accessible. I can email these notes, turn them into typed notes, and I can search them as well (which you cannot do with sticky notes!).

For those who love the feeling of writing but want the convenience of digital organization, a ReMarkable can be a wonderful middle ground.

It’s not the right solution for everyone, as it is similar to, and has similar drawbacks to, the one-notebook approach, and it can often feel like the “capture first and organize later” approach, but it has become an important part of my own system.

#6: The Index Card Method

This is wonderfully old school, but it still works.

You need to carry a small stack of index cards. Each idea gets its own card. At the end of the day, sort them into categories: tasks, projects, ideas, and follow-up items.

Simple. Portable. Effective.

The Most Important Rule

After trying countless systems over the years, I’ve discovered that the best note-taking system isn’t the fanciest. It is the one that works for me. The one I will not just set up but also use.

A beautiful notebook that stays in your office is useless when inspiration strikes in the grocery store. A sophisticated app doesn’t help if it takes five clicks to open. All the beautiful sticky notes can easily fly away and get lost.

The goal is to make capturing ideas effortless. Because here’s the truth: your next great idea probably won’t arrive when you’re sitting quietly at your desk with perfect lighting and a fresh notebook. It will show up when you’re rushing between meetings, standing in line for coffee, or halfway through unloading the dishwasher.

When it does, be ready.

Your future self will thank you.