1Time 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

Ziggy

2What 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.

3Time 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 Paper-based Organizers Hand Helds PIM (Personal

Information Managers) -Software

Primitive

Crisis ManagementRunning around

putting out fires

CRTN_A-H

4Primitive

Priority MeanderingStart on task aget distractedresume on task bget distractedjump to task c

Primitive

Jump to OthersWait for others

to tell me what to do

Primitive

First Come - First ServedHandle tasks in the

order in which they arrive

5Primitive

GroupingDo all the same types

of tasks at the same time (phone calls, writing letters, etc.)

Primitive

WhimsicalDo 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

6Simple

Yellow Note Pad (or some other color)Soon bottom left desk

drawer is full of used note pads

Simple

To Do ListA to do list is

written on a notepad, business card, envelope, etc.

Simple

Pocket CalendarA variety of small

calendars are used to recordappointments

7Simple

Desk CalendarCalendar stays on

desk, typically four days behind

Simple

Address bookA variety of devices are

used to record addresses and phone numbers

Simple

Combination - typically a combination of simple devices are used

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9Paper Based Planners

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

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11

Things to Look for

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

System for planning into the future

Goals/Value based Place for

addresses/phone Flexible/customizable Requires little

maintenance

The Big ThreeTime ManagementSystems

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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

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No storage binder No plan or scheme for

using the system Tend to rely on gimmicks

Dilbert Planner, Mickey Planner

Goals pages are considered anAdd-In

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

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15

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

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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

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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)

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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 SmithHyrum had some

experience with either Hobbs or Day-Timers and thought he could develop a better product

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In companys 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

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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

CalendarsPagefinder/Ruler5 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)

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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

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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

PIMS - Personal Information Managers

Over 100 on the market

Computer Software

Some very powerful programs

Must have computer with you to be of real value

Some planner companies now have accompanying integrated software