MANAGING INFORMATION

Ever feel overwhelmed by all the stuff you have to keep track of every day? Names, phone numbers, dates and times, not to mention the facts of the stories you're covering: that's a lot of information to manage. How can you do it better?

Keep track of people

• Get an organizer and use it. Set aside a few minutes every day to sort and save the information you've been collecting all day long.
  
• Get names and numbers out of your notebook and off press releases and business cards. Put them into a computer database or PDA, or even an old-fashioned address book.
  
• Whatever method you choose, do it daily; it's probably best done just before you leave or first thing in the morning.
  
• Don't stop at just names and numbers. Enter keywords so you can find that person again. Story topic, type of business, general location--anything that might help you find someone if you've forgotten the name.
  
• Include"conversation starter" information that you learned about the person. Maybe they like to fish, or their daughter plays basketball. Mentioning that the next time you call will help you resume contact.
  
• Send thank you notes to sources who have been helpful. Even a quick postcard can make them more willing to help you again.

Keep track of information

• Create your own filing system and use it. Manilla folders for hard copy, computer "folders" for electronic documents.
  
• Use the same labels for both electronic and paper folders to make information easier to find. Create identical folders in your email inbox.
  
• Don't let things build up in a general file; sort them regularly or you'll never find what you want. Use message rules to sort email into folders before it hits your inbox.
  
• Don't keep entire newspapers or documents in a stack. Clip and select what you want and file it by topic.
  
• Keep a copy of stories, scripts and tape logs in the same place as your background information so you can quickly find file tape or bites for follow-up stories.

Keep track of dates

• Create a calendar file for future stories. Use the computer system or an accordion file with a section for each day. Make sure to check it several days ahead, not just the day of air or the night before.
  
• Put a reminder in your organizer to make follow-up calls on key dates--to check on court hearings, for example, or anniversaries.