time management systems. u describe the system you use to keep up with appointments, notes, tasks...
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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
Priority Meandering– Start on task a– get distracted– resume on task b– get distracted– jump to task c
Primitive
Grouping– Do all the same types of tasks at the same time (phone calls, writing letters, etc.)
Simple
Floating Pieces of Paper (including post-its, business cards, napkins)– Write notes on assorted pieces of paper
– Sooner or later the paper floats
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
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
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.
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)
As a minimum, the following should be purchased:– Binder– Storage Binder– Master Filler
May also want zipper pouch
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