If you're organisationally minded, help me out

[crochetmonkey74]

OK, this is a work one.
In an effort to be more organised, I need help.
My job sees me get a lot of things to do that come in a variety of ways, either given to me on paper, told to me, or emailed to me.
I only have 3 set times a week I get to this project work (let's call them sessions A B and C)
Currently I spend half of session A each week organising and prioritising what needs doing as I collect all things given to me in my work folder, or write them in my work diary, or then have to trawl my emails. I don't always get to work any desk for sessions AB and C so my system needs to be portable. (I used to have dated intrays)
Would a folder with plastic wallets help? Or an expanding file. It must be portable and not digital. Any ideas ?

Sorry should read I don't always get to work at my desk so it needs to be a portable system

I'd colour code.

IE project A - red, B - green, C - blue.

Get 3 folders /wallets in the 3 colours, and pens. Could also get small stickers (like the circle dots) Anything that comes in paper format goes in the relevant folder (potentially with a sticker on it if you're likely to be leaving the paper around and it might get mixed up as an additional fail safe), if it's an email then stick a flag on it in the relevant colour, if writing a to do list then write in ink of the corresponding colour, put a sticker next to it or have 3 separate notebooks (1 notebook and different colour pens/highlighters works best for me or I might forget to check the other books and it's a lot to lug around).

Would also then colour code my calendar so I can see which project I should be working on at any one time and make sure I'm dividing fairly.

I just started using SmartSheet which has completely changed my life. You can create your task list, which I do by copying and pasting emails and immediately creating a new one when given something to do verbally. With the papers you collect, they could be in a physical file. But at least the other 2 issues can be consolidated into one digital method. You can prioritise your tasks and view them on a calendar or gannt chart. You can also share it with other people. You can use SmartSheet on your phone too via an app. I get a free licence from the Uni I work in, but you might be able to get a free basic version just downloading online.

It definitely needs to not be a digital system.
I like the idea of the three colour folders. I'd need a fourth as a catch all for the tasks. Sometimes I get a task that has a month long deadline, sometimes 2 days so that's what makes it hard

Sorry I missed the not digital memo 🤦🏽‍♀️

No probs! I am a bit of a dinosaur but also, my working practice doesn't suit everything being digital

Look up the get things done system. It's been a lifesaver for me.

For your purposes a simplified version would be having one actions list for each project. As something comes in you can briefly jot down the task, any deadline or urgency info, and where the further info is.
That way you are only looking at project A stuff during project A time. Block out in your calendar and colour code.
Have a project plan for each project.
Keep as much digital as you can...even having the action lists on your phone will help if you need to jot down a thought or a quick action at any point.

Thanks for this

The list is not an issue- I'm good with that. It's more the 'I have one hour to do this task, and I have already gathered everything I need and put it all in this in tray' but a portable version of that. Not digital, I'm talking about portable paper organisation