Posts Tagged ‘time management’

I’m always on the hunt for a new time management magic bullet. I’m looking for that elusive trick that’s going to add hours back into my day, and make my life better.

Well, I believe I found it! It is a combination of several techniques that take me back to my project planner days; so, I’ve made a list of the items you’ll need:

* a wall calendar you can write on
* color pens
* electronic calendar (I use Outlook)
* and, some time!

The object is to map out your month to month on the wall calendar (this the big picture scope), and then itemize the actions, activities, meetings, etc. on your electronic day to day calendar. The key is capture as much about a project, task, and/or deadline as possible. So, some people, like me, need to break it down into small everyday manageable pieces. I love looking on the wall and seeing at a glance what is coming up, but I need it practical steps within my daily list of tasks.

Now I use color pens to quickly identify things that I see at a glance. I’ve even gone one extra step and color coded all of my clients and my two businesses. So, when I see light blue pen on the board, I know this relates to Nonprofit Connectors. In order to keep that system going, I’ve color coded my files the same way. I even have colored line paper to match. This way, when I write a note and leave it on my desk, the color of the paper tells me what folder it belongs in. This may be too advanced for you now. So, we’ll revisit the color coded filing system.

The main point here is that time management is all about planning. So, be intentional, and try different techniques. When you find something that works, create a habit. For me, I have to repeat a thing daily for at least three weeks before it sticks.

Now, go pick up a wall calendar, some color pens, and get to creating your time management system. Please share your time management process; I love learning about new ones!

I used to take my calendar and fill it with a “to do” every hour. I would have
a list a mile long of things I wanted to complete by the end of the day.
However, I would find myself throughout that day just shuffling things around. I
was completely overwhelmed by the list, and therefore, it stifled my ability to
move forward.

Like all good learners, I sought a solution to my
problem. I took a time management class, attended a managing multiple projects
seminar, and I’ve purchased many books on the topics. I learned two invaluable
lessons from my research: 1) I must put myself on a “to do” list diet, and 2) my
time management system will be ever evolving.

What is a “to do” list diet, you ask. I used to be the
type that would put ever “to do” on the list for Monday, and then move the
undone things to Tuesday. Then repeat throughout the week until the Monday “to
dos” were finally done. It would be aggravating and frustrating to see the list
growing, and feeling like I had nothing checked off. So, in essence I was
creating a lose/lose scenario for myself: too much to do and not enough week to
get it all done.

As a result of the classes I took, I immediately recognized
that I was adding too many “to dos” to my daily list. I was encouraged to only
add one or two a day. I thought, “I’ll never get through my list with only one
or two things on it.” Then I tried it. I was astonished to discover that by
limiting the number of things I was requiring myself to complete in a day I was
actually able to complete more tasks on my list, and with no pressure. This is
my “to do” list diet: one to two tasks to complete a day.

Now, why does the system evolve? It has been my
experience, after trying many systems, that a combination of things actually
works best for me. So, today I use a Planner Pad, my Palm®Treo smartphone, and
my Outlook calendar to track tasks, and keep myself generally organized. My
friend, Toni Jo Artz, gave me her extra Planner Pad this year. I didn’t think I
would use it because I’ve evolved beyond paper. (Hahaha! The jokes on me!) It
has been the best system I’ve ever used. I’ve color coded my clients, and list
out their “to dos” in the Categories section of the pad. Then assign the tasks
a day under the Daily Things To-Do section. Finally, I set aside time within my
Appointments section to work on that client’s project. I transfer the
appointment information to my Outlook calendar, and then synchronize my Palm®Treo
with my Outlook. I am able to stay completely on track! It’s like my own checks
and balance system.

Reevaluate y our time management system? Consider what
you can do to be more efficient. Next time I share details about my tickler
file.