Calendar Based Time Management
For those of you that like a simple system, but based on your paper calendar, the below is one I designed for that.
This time management system is based on the theory that a day for most of us is the appropriate amount of time to both plan and monitor. Furthermore, if we can improve our daily productivity, in general our lives will improve and we will be more on top of our work at our jobs freeing time to enjoy life and seek out those fulfillment opportunities we all desire to add to our lives. If you have had the frustration of remembering at night things you had hoped to accomplish during the day or had the day slip away and realized so much of what you set out to accomplish was left undone, this method will help you become much more efficient and effective and get on top of your work and life. While this system is primarily a time management system, it allows us to simultaneously work on our goals and integrates them into our daily routine so they get done. This increases our fulfillment and enjoyment of life.
Plan your work for today and every day, then work your plan.
Norman Vincent Peale
This quote by Norman Vincent Peale is as appropriate today as it was when he wrote it many years ago. In fact with all of the distractions and the faster pace of modern day life, it is even more important.
This is really a very simple method that will allow you to get on top of your current work, clear any backlog you have and begin to find the time to start doing the things you
have always wanted to do but have never “found” the time to do.
This system operates on the theory that there are really only three types of tasks in life.
1. Tasks that have to be done and should have been done by now. Example, file your income taxes for 2007.
2. Tasks that have to be done at some point in the future. Example, buy your wife a birthday gift, assuming you have not missed her birthday.
3. Tasks that never have to be done, but you would like to do. Example, learn to play the accordion.
What you need to implement this system.
1. A page per day type calendar or diary. These are available at most stationary and office supply stores.
2. Some blank loose sheets of paper.
3. Something to write with.
The first thing you will do is to create two different lists
1. Backlog List - is your list of everything that has to be done and should have been done by now. Examples include; getting your oil changed because the light has already gone off, filing your taxes for last year or turning in a report at work that was due last Thursday. We are looking for the finished result. For instance, file your tax return is the finished result, call your accountant to set up an appointment to discuss tax return is a step along the way. This list is never added to. Using Mark Forster’s terminology, this is closed list. All future must do items are added by the process below. Using this system, your backlog can only shrink not grow.
2. Goal List - is your list of things that never have to be done, but you would like to do. Examples include; learning a musical instrument, learning a language or going on a vacation. This list can grow as you will add new goals to it. You do not want to limit your list of future possibilities.
Do not be confused by the examples, but read carefully the bolded descriptions in each of these lists, because the actual items will vary by person and the examples may obviously not apply to you.
You will initially use these lists to plan each and everyday. The key is that by using the method we will outline, you will begin to train yourself to become more efficient and to get a good sense of what you can accomplish in any given day.
Instructions
1. Put into the Daily Diary at the appropriate future dates things you know today you must do at a certain date. The key word is future; this is not for today’s date. Put both the due date and a reasonable start date giving you enough time to get it done. An example of this is a birthday. Put the date of your wife birthday but two weeks before also put buy wife a birthday gift. It is a good idea to keep a list of recurring items such as birthdays, anniversaries, maintenance items around your house etc.
2. Open the Daily Diary to today’s date.
3. You review the Backlog List and add an appropriate number of items based upon what you think you can accomplish in a day taking into account the normal work flow of new items you typically receive and must deal with, as well as the urgency of the items on your backlog. A major key to this system is to make sure you handle current items so that you are not adding to your backlog, so do not overload the daily list with backlog items causing you to leave even more unfinished work each and every day. When an item is put into the system i.e. the Daily Diary, it is checked, when it is completed, it is crossed off the Backlog List.
4. Review the Goal List and add at least one or more items again making sure to be mindful of your overall commitments. When an item is put into the system, it is checked, when it is completed, it is crossed off the Goal List. Since these are likely to be more goal oriented items, you may not be able to completely accomplish them in one day; the key is to take an action to move you closer to your goal. For example you can not learn French in one day, but you can research French programs, or sign up for a class, or practice your French lessons.
5. Add anything else to the list that pops into your mind that must be done on this day which is again within your realm of getting it accomplished during that day.
6. Draw a line beneath the last item.
7. Begin working, paying attention to the items at the top of your daily list. As you complete items, cross them off the list. If an item changes and it now needs to be done in the future, cross it off and write the appropriate entry on the appropriate page in the future. If an item has changed to cause you to wait on something or someone, this is also put into the future as a reminder. For those of you coming from David Allen’s GTD system, this is in lieu of a Waiting For list.
8. As the day progresses, write beneath the line anything and everything you do during the day. As new tasks come up, you can add them beneath the line, or at a future date depending on the urgency.
9. If you find yourself with time left during the day, review the Backlog and Goal lists and add and complete as many items as possible.
10. At the end of the day, you will review your page and hopefully have everything done. If this is the case, you will start the next day at instruction # 1 above. If this is not the case, you will start the next day on today’s page and work until it is finished and then go to instruction # 1. Note, since you have used a portion of the day for yesterday’s work, you may need to skip # 3 and # 4 to make sure you leave enough time for today’s work.
Note you can perform a number of different reviews to see if the system is improving your productivity. The reviews are:
1. Daily Review - When you have finished a work day you can do a daily review as follows:
2. Review all items over the line and figure the number accomplished and a percentage complete of planned items.
3. Next look at the total number of items below the line finished in the day compared to the total items below the line on the list. This tells you the total of unplanned items completed and the percentages.
4. Review the total planned and completed to unplanned and completed as well as the percentages.
5. If these numbers and percentages are higher for unplanned items than you have less control over your day than you thought and need to plan for more spontaneous work during the day. So, you will have to put fewer items from your three lists on your daily plan.
6. Backlog List Review - You can review the rate at which the Backlog List is reducing. This review will allow you to see how efficient you are becoming at reducing the backlog.
7. Life Improvement Review – Goal List. You can update this list as well. If the Goal List is reducing, your quality of life is increasing. If the Goal List is growing or items are being put into the system (checked off) but not completed (crossed off), this indicates these items are not getting done. Again, take this opportunity to assess why.
This simple time management system will allow you to begin to become more efficient and effective at planning your day as well as identifying and assessing if you are improving your life and reaching some of your life goals. The daily calendar provides you with a way to tie your tasks and goals to time in a way a traditional to-do list does not. Each day provides the opportunity to do a review of your progress and keep you connected to the passage of time. This can be a powerful motivator to pull you toward your goals. Try this system for 90 days and I suspect you will see great improvement in both your time management and quality of life.
You can use dual systems for personal and work if you like to keep a separation.