Choosing a Time Management System

100% of us are looking for the perfect time management system that will magically enable us to get everything done. Okay, I made that up. But honestly, how much time have you spent trying out different systems and new applications? Oh, the irony. It’s okay to try out different time management ideas, as long as that’s not all you get done!

A system is a way to organize repeating tasks. For a time management system:

• Select a calendar
• Your work, your way
• Start with to-do today list
• Then add more lists: to do later, or tomorrow or this week, GTD lists, ideas
• Essential goals and projects
• Make lists of repeating tasks

Select a calendar

The calendar or planner you choose is an important part of your time management system. There are HEAPs of options!

• Hybrid
• Electronic
• Apps
• Paper

Do you love gadgets and own the latest smartphone? Are you a visual person, do you think best when writing things down? You probably have some idea which way you lean, or whether you might work best with a combination or hybrid system. The study of productivity shows a fair amount of productivity experts may use a combination, but even David Allen of GTD fame uses a good percentage of paper to get things done. There are advantages and disadvantages to different methods. See “Paper vs Electronic” from Laura Stack, The Productivity Pro. I prefer Google calendar, and incorporate other Google products like Google Drive for lists and Google Keep for projects and goals. [Learn more about The Daily PlanIt Keep It Super Simple (K.I.S.S.) System that combines the best of both electronic and paper systems.]

As smartphones and tablets have become increasingly popular, many devices come with a system, and there are many apps available to explore. They vary from very simple, like any.do to more complex methods for integrating Getting Things Done. Characteristics of a good productivity app:

• Recurring tasks can be handled
• Easy to use
• Accesilble across plaforms and able to sync
• Priorities can be set and easily changed
• Subtasks or action steps can be handled

Your work, your way

There is no one-size fits all solution. Since we are all different, I believe it takes some experimentation to find something that works well for us. Go to an office store and check out various planners available. Try some things out. The most important thing is to choose a system that works the way you do. Features to look for are a system that is:

• Portable: Large enough to hold all your information, yet small enough you won’t mind carrying it around
• Easy to access wherever you go
• Attractive: well designed forms or screens
• Customizable: can be adapted to work for your needs
• Easy to update

Start with a to do today list

A to do list is an important tool for planning and managing your time to make the most of it.

Then add more lists

The to do today list is best kept simple, so more lists need to be a part of any system:

• To do next, later, tomorrow, this week, or this month
• Repeating or recurring tasks
• Ideas
• Getting Things Done  (GTD) lists:  next actions, projects, waiting for, and someday/maybe. (I prefer different terminology)

More options to include in a system:

• Daily routine
• Planner checklist
• Planning process outline
• Weekly Plan
• Favorite menu plans, recipes, shopping lists
• Favorite recreational activities

Essential goals and projects

Find a way to include a value statement or USP that AIMs at a vision that is Active, Inspiring, and Meaningful. Plans for action steps to accomplish goals and projects are also an important part of a system. see Kanban with Google Keep.

Make reminders

The best systems have a method to set reminders so important tasks don’t fall through the cracks.

Section possibilities to include:

• Calendar
• Master list
• to-do list
• goals
• projects
• work duties
• repeating tasks
• ideas
• notes
• information
• important dates/gift ideas
• telephone/address
• shopping list
• books to read
• movies to watch
• checklists

Find free printable forms for planners:

• Set of a weekly planning form plus five daily planning forms (pdf) and more at Free Tools

This is the first step of the Time Management Tutorial. With your system in place, you can use it to plan your time to make the most of it. Schedule action steps and do a weekly review to stay on track.

See how I manage my Calendar with a combination of Google, Android Apps and paper.

A paper planner can be a tool for the weekly review.

Further Reading

• An article on the advantages and disadvantages of each method: “Paper vs Electronic” from Laura Stack, The Productivity Pro. She also talks about the HUG criteria for time management systems.
• A guide to Learning to Use a Day Planner from chadd.org
• How to set up a basic productivity system from Nextweb
• Productivity Systems from Tuts+
• Always Choose Tools You’ll Use and The 4 Key Components of Every Time Management System from timemanagementninja.com
• The Paper Planner Inbox from A Million Monkeys Typing

GTD Essentials for those who follow Getting Things Done by David Allen.

About dailyplanit

I seek to create order from the chaos of complex information. Join me at the Daily PlanIt to gain insights, inspiration, and information to increase skills for a better life. I unlock the power of teaching reading with phonics in the pursuit of literacy at www.phonicspow.com. In my spare time I explore books and movies, often choosing titles available on both screen and page.