It’s the pot of gold at the end of the time management rainbow. Success. We seek this state of being where we feel in control of our lives, accomplishing our goals and dreams, and living in a harmonious balance of work and home. Time management is the means to this end.
In its simplest meaning, time management concentrates our efforts toward the most positive outcome. It puts life in focus, by the minute, by the day, by the month and by the year. For this reason your day planner becomes more than just a task list and a calendar, it becomes a tool for time management success.
Here are the three keys for better time management with your day planner:
1) Estimate Your Capacity
Before you ever begin assigning yourself tasks, it’s important to determine what needs to be done and how much time it will take to complete it. List everything that needs doing in your organizer’s master task list, and then estimate the time requirements of each task. Follow each one in parenthesis with the minutes it will take to complete. Break down large tasks into achievable steps. Many tasks are open-ended or require more than one sitting, so be sure to indicate the length of time each will occupy.
2) Segment Your Task Time
Always review your calendar for commitments you’ve made in terms of meetings and appointments. The rest of your day should be seen as blocks of time for various tasks. Create your daily task list based on the time available, and based on the work that is most important to you. Make certain that you are realistic with the amount of work you hope to accomplish each day. Other work may need to be delegated.
Write task times into your day planner schedule. It’s important to schedule this time conservatively. By allowing the possibility of having extra time, you will be prepared for the unexpected tasks and activities that inevitably arise throughout your day, and you also allow yourself time for brief breaks and educational pursuits such as reading. A good example of this would be alotting a 60 minute task period for a project that may only take you 45 minutes. Avoid overbooking yourself.
3) Track Your Time
Time tracking is not just about keeping tabs on yourself, it’s educational too. Write in your day planner journal the actual time spent on each task and activity throughout your day. This shines a spotlight on your productivity, and it provides an accurate measurement of where your time ultimately goes each week. Furthermore, this is a procrastination-fighting activity because it reinforces your desire to record productive periods of time. Time tracking is the ultimate measure of how successful your time management system is working for you.
A Few Final Notes
A few tips about your time management tools: Convenience is best. You’re more likely to use something you will keep with you at all times, whether it’s a paper planner or a digital planning application such as an iPhone app. Also, keep your time management processes as simple as possible – don’t make it a chore.
Do you have any time management tips that have been successful for you? Please comment.
Day-Timer Spokesperson Jeff Doubek can be reached at [email protected]