Time Management Systems

Time Management Systems

Describe the system you use to keep up with appointments, notes, tasks that need to be done, phone numbers and addresses

What is the best system for me?

Depends upon:– Type of work you do (work with people vs. work with things)

– Amount of discretionary time you you (how much time is under your control)

Nature of Work

100%

0%

0%

100%

Work with People

Work with Things

Your work falls someplace on the diagonal line. The higher up the line you go, the more sophisticated your time management system needs to be.

Discretionary Time

0%

100%Amount of control you have over your time

The higher up the line you go, the more sophisticated your time management system needs to be.

Time Management System

Below the mid-point on both graphs?– Use simple time management tools

Above the mid-point on either graph?– Use a more sophisticated system

Time Management Systems

Primitive Simple

Hand-held Electronic Organizers

Personal Information Managers - Computer Software

Paper-based Planners or Organizers

Primitive

Crisis Management– Running around putting out fires

CRTN_A-H

Primitive

Priority Meandering– Start on task a– get distracted– resume on task b– get distracted– jump to task c

Primitive

Jump to Others– Wait for othersto tell me what to do

Primitive

First Come - First Served– Handle tasks in the order in which they arrive

Primitive

Grouping– Do all the same types of tasks at the same time (phone calls, writing letters, etc.)

Primitive

Whimsical– Do whatever you feel like doing

Simple

Floating Pieces of Paper (including post-its, business cards, napkins)– Write notes on assorted pieces of paper

– Sooner or later the paper floats

Simple

Yellow Note Pad (or some other color)– Soon bottom left deskdrawer is full of used note pads

Simple

“To Do” List– A “to do list is written on a notepad, business card, envelope, etc.

Simple

Pocket Calendar– A variety of small calendars are used to recordappointments

Simple

Desk Calendar– Calendar stays on desk, typically four days behind

Simple

Address book– A variety of devices are used to record addresses and phone numbers

Simple

Combination - typically a combination of simple devices are used

Paper Based Planners

• Day Runner• Day-Timer• Franklin Day Planner• Day at a Glance• Seven Habits Planner• Priority Manager• Rolodex

Things to Look for in a Time Management

System 1-2 pages for each day Space for appointments, tasks,

and notes Storage system for pages not

currently in use System for retrieving

information & prioritizing

Things to Look for in a Time Management

System System for planning into the

future Goals/Value based Place for addresses/phone Flexible/customizable Requires little maintenance

The Big ThreeTime Management

Systems

Loose leaf binder style More of a do-it-yourself system

(at one time you had to write the date on the pages)

Dozens and dozens of add-in sheets so system can be highly customized

Sold in K-Mart, Wal-Mart, Office Max, Office Depot, etc.

Three sizes– Entrepreneur, Pro 8 (8 1/2 x 11)– Classic, Pro 5 (5 1/2 x 8 1/2)– Running Mate, Pro 4 (3 3/4 x 6 3/4)

Memo-ry® Monthly Dated

Calendar Today Planning Pages A-Z Telephone/

Address Directory Expenses Receipt Envelope Check Register

Sources Pages Notes Objectives Projects Contacts Finances Credit Card Holder Zip Pouch Today Pagemark Note Pad

No storage binder No plan or scheme for using

the system Tend to rely on gimmicks

– Dilbert Planner, Mickey Planner

Goals pages are considered an”Add-In”

More of a product of a printing company than a personal productivity company

Day-Timer

First commercial time management system– Roots trace to 1947 (printer produced a time management booklet designed by a lawyer)• Lawyers Day was quickly followed by Accountants Day, Engineers Day, etc.

Day-Timer

– In 1970 Day-Timer name registered

– Charles Hobbs, early time management consultant, promoted Day-Timers

– Beatrice Food buys Day-Timers in 1972

Day-Timer

– Current owner is American Brands

– Decision to sell in retails stores made in 1994

Day-Timer

Original product was spiral bound

Introduced a loose-leaf product in mid 1980s to keep up with Franklin

Day-Timer

Four sizes of loose-leaf planners/spiral planners– Folio/Notebook - 8 1/2 x 11 – Desk/Journal - 5 1/2 x 8 1/2– Portable/Pocket - 3 3/4 x 6 3/4– Jotter/Compact - 3 x 5

Day-Timer ...

Basic Loose Leaf Set has:– 2 pages per day (appointments, notes, to-do)

– Full year supply of dated pages– 12 monthly tabbed calendar dividers

– Address and phone directory

Day-Timer ...

Basic Loose Leaf Set has:– Advance planning pages– Monthly auto mileage/expense forms

– Reference sheets– Vinyl page marker/ruler

Day-Timer...

Storage binder concept was added after Franklin implemented this concept (originally you were told to toss the monthly booklets after they were used)

Day-Timer...

Goals planning sheets are considered an “Add In”

There is no system for forwarding tasks, retrieving information, etc.

Company formed in 1983 by Hyrum Smith– Hyrum had some experience with either Hobbs or Day-Timers and thought he could develop a better product

In company’s early years, the only way to get a Franklin Planner was by attending a seminar because Hyrum wanted people to learn how to “effectively” use the system

The foundation of the Franklin Day Planner system is to first identify governing values.

Franklin uses a sophisticated but simple system for retrieving data and not letting information fall through the cracks.

Covey Institute merged with Franklin in mid 1990s

Franklin stores started in the mid 1990s

The Franklin Day Timer is a loose leaf binder and has:– two pages per day for twelve months

– Address/Telephone section– Values and Goals– Ready Reference

The Franklin Day Timer is a loose leaf binder and has:– Future Planning Calendars– Pagefinder/Ruler– 5 custom tab sections

The Franklin Day Planner comes in 4 sizes:– Monarch (8 1/2 x 11)– Classic (5 1/2 x 8 1/2)– Compact (4 1/2 x 6 3/4)– Pocket (3 1/2 x 6)

If you purchase a Franklin System:– You can buy a kit or individual components

As a minimum, the following should be purchased:– Binder– Storage Binder– Master Filler

May also want zipper pouch

Hand Held Systems (PDAs)

Palm Pilot Sharp Casio

Personal Digital Assistants

Palm Pilot

Most Popular PDA

Highly Portable Many add-on

programs Connects to

computer

Expensive ($369+)

If batteries go dead….

Writing notes is not real easy

Computer Software (PIMs) - Personal

Information Managers Over 100 on the market

– Franklin Planner Software– Lotus Organizer– Day-Timer– Time & Chaos

Computer Software

Some very powerful programs Must have computer with you

to be of real value Some planner companies now

have accompanying integrated software