Time Management Systems.pdf
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Transcript of Time Management Systems.pdf
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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
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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.
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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
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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
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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
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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
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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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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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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