We spend too much time discussing, storing, and organizing notes. References are only valuable if you refer to them. Even with a well-organized system for managing references (either digital or paper), how often do we actually use them? How do we make reference items helpful?

Action-Step-is-to-Reference-Item as Oil-is-to-Water
Per the Action Method, actions steps should always be kept separate from reference items. When you’re in a meeting, keep your action steps distinct from your notes on a separate part of the page, or use a different page altogether! When actions become interspersed in your reference items (notes, clippings, articles, etc…), they are unlikely to get your attention. And, without your attention, actions steps are seldom completed.

Even with a solid system for capturing action steps, the value of reference items is marginal! How accessible are your references items at any point in time? To be accessible, your references must be organized in a way that helps you navigate by relevance.

Here is a modest proposal: When you are tempted to take copious notes in a meeting or cut out an article, make a separate action step to file the notes as a reference item in a particular place. Commit to filing the reference item in a predetermined spot, tagged or filed under an appropriate keyword. Otherwise, a reference item will just float around and never add value (or, even worst, serve as a distraction).

Feel The Flow
Feel the flow of a reference item. You see an article, website, or a page of your notes…(1) Question it.

What is the relevance? For what purpose would I refer back to it at some point? If you can’t answer this question, throw the damn thing out! Trust us, it will only serve as clutter and inhibit your productivity. If you do have a clear answer, proceed to the next question. (2) Tag it.Ask, “How should I tag this reference so I can intuitively find it later?” Three months from now, when you are entrenched in a project or the pursuit of an idea, what “keyword” or project name should this reference be filed under?

(3) File it.

Whether using a software solution or a paper-based system, place the reference in the appropriate place. If you’re not in your office, tag the reference item with an action step like “put in ‘character development’ file” or “insert in reference database under ‘character development.’” Whatever you do, place an action step on the reference to MAKE SURE that it is filed appropriately. Otherwise it will end up floating…

When References Are Helpful
Chad, a rather disorganized screenwriter and sometimes novelist, insists on keeping references and has started to tag them with keywords helpful with character development. As he reads articles and stories that he wants to refer back to at some point for character development ideas, Chad tags them with a descriptor and then files them accordingly. He has a file drawer called “character development” filled with files with names like “Obsessive Mother,” “Business Maverick,” and “Prodigy Child.” When Chad is developing new characters in his creative mode, he approaches this reference drawer like a starving child would attack a cookie jar. He admits that the “keyword” system is a bit arbitrary, but he swears by it. He also admits that the time and “annoyance” required to organize these references “may not really be worth it.” However, Chad serves as an example of how references can be stored and add value in creative work.