Many, many people have become fans of David Allen’s Getting Things Done. Others like Stephen Covey’s System. Some like the Four-Hour Workweek. Maybe you like Zen to Done? Regardless of what system you use, someone else’s our your own, most of us have systems that give us a place to put things, and a way to deal with the things we put there. My own system is something of a hybrid of the Getting Things Done system, plus my own little twists. But I digress.

Many systems emphasize what’s known as "ubiquitous capture." The idea here is that you have a tool that allows for inputs into your system, no matter where you are or what you’re doing. Often, when we’re with our phone or at a computer, this is easy to do. Maybe you even have a notebook that goes with you everywhere you go.

In my life, many of my ideas come at the most random times imaginable. On the run, or in the shower, or laying in bed-it’s annoying, but it is what it is. Realizing this made me look differently at my productivity system, and forced me to look for a way to bring new meaning to the word ubiquity in my productivity system.

System Requirements

A ubiquitous capture tool has to meet a few requirements: it has to be portable, transferrable, and simple. Portability means it can go anywhere with you, and can be useful in any time or place. Transferrable is the idea that you can seamlessly get the ideas integrated with the rest of your system. Simple means that it’s the least interruption possible- when you’re in the shower, you’re not going to want to take two minutes to write down "buy cheese tomorrow."

The Solution(s)

I came up with two ways to combat this issue, one technological and one not so. I’ll start offline- try index cards. Though index cards aren’t exactly the most revolutionary productivity idea, they’re worth looking at in this situation. Try putting some everywhere you might be- in your gym bag, in the bathroom, in the car, anywhere you might be. Then, at the end of every day (or whenever you process your inbox), run around and collect them- make sure you keep track of where they are! Keep a stock replenished, and that way there’s no chance of having the "I have to remember this" moment we all know and love.

If you’re looking for a more technologically advanced solution, and this is the one I use, try Evernote. Again, not a revolutionary idea, but it applies perfectly in this situation, and here’s why: it’s everywhere. It can live on your iPhone or other cell phone, your computer, or even deal with your index card stack.

For instance, my cell phone is with me at all times (yes- even in the bathroom) and the Evernote application is an easy way to add notes. When I’m on a run, it’s on my iPod touch. When I’m elsewhere, I write it down and put it into Evernote later. If you’re an Evernote user but like the index card idea, make them work together- scan the index cards, or take pictures of them, and you’ve got them in Evernote, where they’re searchable.

These aren’t the only solutions, and they may not be the best for you. When you design a productivity system, though, I can’t emphasize enough the importance of accounting for the random times, the times when you’re not at your computer or your desk. Some of your best ideas come at the most inconvenient times, and it’s critical to make sure you’re ready for it.

How do you deal with "unexpected productivity"?