Everything Notebook Transitions

What, you may ask, is an everything notebook? It is the reality that my live proceeds these days in a series of bound books, part of which is devoted to research notes and writing scrawls, some of which is notes from meetings (ugh), and the rest to the daily-functioning by way of my somewhat idiosyncratic to-do list in which “sweep hallway” and “interpret unheighted neumes” exist side by side, just as they do in my brain.

An everything notebook SEEMS like it might be similar to a bullet journal, but they are not the same. I think of a bullet journal as a sleek little productivity engine: neat logs, tidy bullets, color-coded habit trackers, and a page for every goal. Everything fits, everything has a home, everything looks nice. (I wish I were that person, but I’m totally not!) An everything notebook, on the other hand, is more like a cozy attic where life lives in glorious disorder. Tasks rub elbows with meeting notes, recipes, hiking plans, manuscript lists, and “must-buy” lists. One page might hold a to-do list scrawled in angled lines; the next, a diagram, a doodle, or a quotation that I loved. Handwriting can range from elegant to exhausted, the layout can go backwards, sideways, or in spirals, and URLs and lists of my digital files sneak in at the back. It’s a system that survives chaos, celebrates variety, and holds memory, action, and creativity all at once. If a bullet journal is the tidy office, an everything notebook is the whole house – and you get to wander through it whenever inspiration strikes.

An everything notebook is the place to track what I’m doing, jog my thinking, capture that recipe for microwave-in-a-mug apple crisp, take notes to figure out helpful routes to thinking about AI usage in the humanities, remind myself what I need at the grocery store.

FILLING 1 apple sliced thin, ½ Tablespoon melted butter, ¼ tsp cinnamon, 1 tsp brown sugar, 1 t flour (mix) STREUSEL: 2 Tbl cold butter cut into 1 Tbl flour, 3 Tbl old-fashioned oats, 1 Tbl brown sugar, ¼ tps cinnamon INSTRUCTIONS: Layer (filling/streusel/filling/streusel) in mug; microwave on high 3 minutes. Yum.

Everything notebooks add value in a variety of ways. They reduce mental clutter. Want to remember it? Write it down! They maintain continuity across projects. How did I decide on this set of documents? Oh, that list was something from the black notebook with checks; oh, look: I decided to limit myself to ones using feminine verbiage, right. They create a ritualized review of one’s work, the fits-and-starts of what I’ve read, what questions piqued my interest, what strategies I dreamed up, but also, what friends I’ve written, which hikes I’ve completed, and what restaurants we’ve visited on dates. In short, an everything notebook captures the full texture of a life in motion, where ideas, tasks, and memories all have a place they can be written into existence for later decoding.

But every season, a change must come, and one nearly-full notebook must give way to a new and pristine notebook so the jotting, writing, drafting, and listing has space to expand for another few months.

And that transition is rather fun!

I take the transition time as an opportunity to review just how much work got done over the last season. There’s always the to-do list, and there are guilt-projects to be harvested and made priorities in this new season. (The spiderwebs in the garage are back on the list of things to do this week.)

But I also look over the notes I took, the articles (plural, oh my gosh) submitted for review, grab the list of manuscripts that I’m mid-query on, and copy over the various items that will jump-start this season’s productivity.

I make a new table of contents as I go, so that I can find things again. I also cross reference items so I don’t have to hand-copy old bibliography. It’s not like the old notebook goes away, it just stops going from meeting to meeting to coffeeshop to campground and sits on its shelf with many years of peers. So, “See Purple F25 fol. 23” is enough for future me to track back to where that information is found.

STRATEGIES FOR USE: 

If you’re new to Everything Notebooks, I have a few things that work for me. I operate from the disposable model – my notebooks are the cheap 100-page Compsoition Notebooks that go on sale for schoolkids every fall in our neck of the woods. I use a variety of handwriting styles, from the “almost asleep scrawl” to the carefully shaped pretty text I’d be comfortable sharing with peers. I have a few big sections that have worked for me – the front 50 pages are for research, and I drop projects on the 10 page mark – the one at p. 49 works backwards toward the beginning; the one on p. 30 might run pp. 30-39 and then 29, 28, 27, and so on. Personal stuff clusters in pp. 50-70ish, with recipes and trail plans and gift-lists jumbled cheek-by-jowl. Starting on p. 70, I have notes from meetings; this winter notebook has fewer pages set aside for those since we don’t have meetings during the winter holidays, hallelujah, And then, while I keep the back 2 pages for URLs and apps and digital clean-up procedures, I then work backwards from p. 98 and earlier with to-do lists in four columns across the opening, sometimes grouped, and sometimes random, as the mood strikes me. Other people line through their lists, but I make my lines vertically, to the left of each item, so I can see if it’s done but still read it with tired eyes.

There are many new scholars who have started their Zettelkästen – who will spend their careers in the ordered gathering of information in ways that are retrievable. I appreciate that model; the ability to make connections across readings from one year to the next and one topic to the next is the gift of a scholarly system that can pay off in productive mental engagement.

My way is different, though. I keep spreadsheets and documents, nested folders and outlines, and all the good digital materials that reflect a modern scholarly profile requires. URLS are my friends, just as they are yours. And I might just have a spreadsheet of spreadsheets.

But at heart there’s just something comforting about grabbing a pen with your morning cup of coffee and opening up the notebook and taking notes. I like their tangibility; I like the photo-images of arrows and scrawls and reminders-to-self that open up a complex set of intellectual associations in a handy, easy-to-interpret but casual form. These mnemonic jottings are useful -- I went rummaging back through pre-Covid notebooks just three weeks ago to prep for a lecture where I wanted to reference something I’d read back-in-the-day. There it was on the notebook page, and the example that had come to mind then dropped in smoothly into my 2025 lecture outline.

Still, recopying things into an everything notebook isn’t just make-work. It is a reminder to my brain about what is important now, and what I want to be doing over the next two or three months.

And that just might be more research, fewer meetings. But some decisions are beyond my control!

So, if you’ve ever felt your thoughts, tasks, and ideas scattering in a dozen directions, try giving them a home in an everything notebook. Start small, let it be messy, let it be personal, and watch how the simple act of writing things down can make space in your life for productivity AND reflection and, even better, for memory AND action.

An everything noteook is my “get it done” place; I hope yours helps you get it done too!

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PREVIOUS EVERYTHING NOTEBOOK POST: 

Cynthia J. Cyrus, "My Late Lamented “Everything Notebook," Silences and Sounds, 3/3/25, https://silencesandsounds.blogspot.com/2025/03/my-late-lamented-everything-notebook.html.

My Late Lamented “Everything Notebook”

Blue Spring 2025 notebook, plus a page from a previous notebook

I’m a paper person. I think best while writing; I am an inveterate list-maker; I write up things as a bit of anticipatory joy; I take notes in pen on things to come back to for class. My life is wrapped up in bound notebooks, not just in the abundant books-for-life that I am actively reading at any given moment. (Fantasy! Gardening! Nuns! The Gaze! Space! Soundscapes! If it has words, I probably want to read it. But that’s not what this post is about.)

Because writing is so integral to life, I carry an Everything Notebook almost everywhere I go. It’s gone to meetings (so many meetings); it’s been there while I’ve read email (put a note on the list of future agenda topics); it’s been there when I needed to outline or brainstorm; it’s been there at those difficult draft stages when the ideas need to move hither and thither. It’s done poetry, and drafts of valentines notes, and organized the garden. It has made note of trail damage to report to the ranger; it has the outline of the backpacking trip I want to take. It has non-Amazon book buying websites, and great quotes for the next time I teach that writing class.

And it’s gone. Sometime last weekend, the winter Everything Notebook escaped for freedom. It’s not in the scout bag, it’s not at the bottom of the car, it’s not at Lost and Found, it’s nowhere to be found.

The good news is, there were only about five pages of future-book related notes, and those are mostly mentally recoverable. I had just submitted project 1; I had also submitted project 2; and project 3 is up in the cloud, with part 1 out for review and part 2 in a brand new group brainstorm. There’s never been a better time to lose the Everything Notebook, because nearly all of its big sections are in the “done and done” stage, checked off with gigantic check-marks cutting across the page.

I can reconstruct most of it; there’s probably about three hours of focused work that I need to do to feel fully “back in control.” My list of Amazon substitutes will be out there in social media; the to-do list for the garden I can reconstruct in the car as we drive up north at the end of the week, and I’m pretty sure I’ve got notes on nearly all that I’ve read saved on the computer somewhere. I’ll be missing a couple of great quotes (“here’s that place I wanted to share this thing I once read” doesn’t go over as well as the quote I’d actually copied out, alas), and my record of what we did over the long holidays will be more memory than archive. But it’s okay.

WHAT?
So now, here I am, starting a Spring-based Everything Notebook. I’ve put the blue tape on the front with its label. I’ve foliated the thing (that is, put numbers on each leaf, or folio, rather than on every page – so each opening has a number). I have left my space for a table of contents.

But I thought you, dear reader, might like to know about the concept of the Everything Notebook.

I know a lot of people invest heavily in theirs, with nice almost-like-cardstock pages. I get mine from as bound books (wide ruled!) from the dollar store. It’s going on canoe trips in my backpack, so cheap cardboard covers and a capacity to take notes are my priority. But no spiral binding; spiral binding gets squashed and catches on things. A plain old bound composition book, one that doesn’t create a hurdle to writing in it. (I once carefully inscribed the title page of a notebook. That notebook was too nice for real use and it languished. Now, I just put a title and my contact information. My current notebook has a pre-torn spot on the cover and came pre-installed with a coffee stain when the cat bumped my arm one morning – it’s messy and disposable enough to USE, not to CHERISH.)

My brand new slightly soiled and torn Everything Notebook – plus a page out of one from last year

And treatment of the Everything Notebook differs from one person to the next. Some people are crafty and elegant. Their handwritten notebooks are works of art, with beautifully drawn flowcharts and multi-colored pen annotations that could be reproduced in their next article. Not me. My Everything Notebook is a squawky thing, with mind-maps with words sideways and angled to draw attention to this or that relationship, and lined-off lists of tasks accomplished, and giant caps to remind me to do “the thing” the next time I see that page. 

 A scholarship brainstorm with lines aslant

Some people use fountain pens and inscribe their notebooks as beautifully crafted legacies for their  progeny who may someday consult these pages of wisdom. My handwriting ranges from the tidy to the out-of-control scrawl as the car bounces up and down on carpool days. Nor do I use the fountain pens or multicolored pen shades to carefully shape what a person notices. Instead, in mine, there’s a mix of all-too-bleedable felt-tip ink with good solid ballpoint and even pencil that smears because for me, different kinds of writing implements support different kinds of thinking. This is a work space, not, for me, a pretty one. I don’t put on my glasses when I jot a note in the middle of the night, I just try not to overwrite things already noted down -- though it’s been known to happen.

Page labeled “Brahms” with some hotel scribbles, a note about Climbing safety, and prep notes for a training. Pretty? No. Functional? Yes.

SOURCE AND ORIGIN
I came to the Everything Notebook from two places. First, I used to take topical notes: one topic in one bound composition book. I’ve got three such notebooks from my early days as a monastic scholar, for instance – notes on readings, lists of convents, those kinds of things. And then I had another book on Beethoven, and one on Mozart, and piles of paper for my to-do list. Packing for the office was regularly a virtuosic act of “where did I put the things?” and not the calm collected departure that leads smoothly into the productive part of the day. Besides, I was forever leaving a notebook at the office, and needing it at home or vice versa, and writing on slips of paper to be added in later, and … well, it was a mess.

So by moving to a single bound composition notebook – large enough to fit a lot on a page, small enough to fit handily in even my smallest daypack – and ensuring that it goes everywhere with me, I’ve done away with a lot of the paper clutter. (Cue my family laughing heartily; but now my paper clutter is at the level of the article draft or PDF printout rather than at the level of little slips of paper. Trust me, it’s an improvement!). That “aha” moment was about a decade ago, after one last frustrating search for the list I’d made just the day before. I rage-wrote the list in the back of the nuns notebook. And then the lightbulb went off: what if I just put everything in one place? And the Everything Notebook was born.

The second inspiration was my 20 page to-do list. Okay, not everyone does that kind of self-organizing. But I found early on that each of my projects (and I have had a lot of projects) has about 10 things I’m trying to track. Schedule the next meeting, draft five bullet points, find the verb list and write up that Learning Outcome chart for the bureaucrats out there. Now, each project can be tracked at once in one place with my Everything Notebook in hand. My upcoming trip to China and Nepal is there alongside my class prep is adjacent to the bibliographic planning for the next article. And the list of seeds I need from the store will be there when I go to handle the recycling later today. I manage (mostly) to get it all done, because I can track it.

HOW?
To support my wild-and-crazy work/life balance, I’ve divided my book into sections. Sometimes I start at the back-end of a section and work toward the book’s front, and other topics work in the regular front to back. It seems chaotic, but it does help me navigate.

And my sections are:

• fols. 2-3: Table of Contents (grows organically as I work)
• SECTION 1: RESEARCH
• fols. 4-5: Info about conference and book deadlines, high level overview of the season’s plan
• fols. 5-20: Research on the book
• fols. 20-40: Research on other projects, either grouped or interspersed, depending on mood
• SECTION 2: CLASS PREP / TRAVEL
• fols. 50 backwards to 40: class prep stuff
• fols. 50 forward to 60: travel planning
• SECTION 3: ADMINISTRIVIA
• fols. 75 toward the front: meetings, so many meetings. And more meetings. And then some notes on meetings
• SECTION 4: PERSONAL
• fols. 75 toward the back: language learning. Right now, I’m getting ready for China. Chinese is haaaaaaard.
• Fols. 97 toward the front: to-do lists.

And, at random in the range of the 80s or so, things to do with life. Poetry. Bird lists. Recipes. Stuff.

WHY?
Why tell you all of this? On the one hand, it’s one quirky person’s way of managing All The Things. On the other hand, this is the kind of practice that can really make a difference in terms of personal productivity, because it puts “life” and “work” into the same physical space, and invites a contemplation of brussel sprouts (with honey and sriracha) alongside contemplation of the intricacies of prayer transmission in the 16th century. Because both are important. And the Everything Notebook helps me keep track of it all.

Another advantage, which I didn’t think of when I started this practice a decade ago or so, is that I do actually remember my work chronologically. Oh, that was the project I was working on when we were doing improvements down at lakeside. Pull out the 2019 notebook, and there are the bibliographic notes from that work on this-or-that. It helps me remember more than if it were limited to the thing itself. It also helps me find things on my computer, since I can put boundaries on the date search.

And third, I really do believe all the scholarship that tells us we remember what we write by hand better than what we type. Type is fast; ideas flow through the fingers onto the page. But the dramatic sad face next to the bad archival news recorded on the sheet of paper is the thing my brain actually chooses to remember. I’m a geographical filer; that’s true in note-taking space as well as in my life. I know where to look, and that’s enough to help me track down the thing I’m looking for. (Where was that great mushroom soup recipe? Oh, yeah, that was the year we did the quick departmental retreat – it was at the back of that notebook. Yum.) So for me, this kind of organization works with the ways in which my brain chooses to connect things. My coffee stains and rain-ruffled pages are my version of Proust’s madeleines – the spark that brings to life the whole complexity of thinking indulged in by my previous self.

As long as I can keep track of where I’ve put my book. Sniff. I’ll miss that winter volume, but I still carry around an image of the coffee stain on page 16 with the notes from that inter-library loan book on scribes, and the carefully checked-off “tell my sister X, Y, and Z” list from the winter holidays at the back of the book. The writing imprinted not just the page, but also my memory.

And that process of writing information into memory is exactly what the Everything Notebook is for!