Time Management and Day Planning Hints and Tools

Author Archives: Gary Singer

One of the Greatest Advantages to Being Organized and to Daily Planning is the Great Feeling You Get

When we feel organized we feel better. Organization is, at its root, the result of confronting the elements of life. Taking a few simple actions to make us feel more in control of our lives can make a huge difference in our effectiveness and sense of being organized. Here are a few ideas:

1. Spending a few moments to put order into our space can make a big difference in our own feelings of well-being. You may recall when you were a child how good you felt when you cleaned up your bedroom or organized your desk. Most of us, time to time, spend a bit of time cleaning up our desk or our files and generally feel better after doing so. Keep this in mind, and do it often. It can be a great first step to the feeling of being organized.

2. Getting up a little earlier can be of great advantage. Benjamin Franklin had it right when he said, “Early to bed and early to rise makes a man healthy, wealthy and wise”. Perhaps he was onto something. When you get up a bit earlier you feel like you are getting a head start and a leg up on the rest of the world. Sometimes you can beat the phone calls in the other interruptions which will come about during the main part of the day. This can make you feel more organized and give you great sense of well-being.

3. Our involvement in projects which include other people can, at times, cause us to feel out of control. One can look around and see that everybody is attempting to do their own thing yet also see that these folks are not really as coordinated as they should be. A great way to handle this is by having a meeting. One might have a meeting with individuals of the group, or the group as a whole, or even with just one person with whom one share goals. Confusions can often be worked out simply by communicating with another person, be they expert or not, about the situation. This can help untangle confusions and make one feel better.

4. Goals are great but having goals is not enough. Along with one’s goals one needs to have a plan of attack as to how to achieve the goals. Additionally these plans need to be worked out into programs which will give us step-by-step approaches for how to achieve the goals. It is best that a program have dates assigned to the individual steps – these will act as deadlines. Having and operating by a program will give a great feeling a great sense of organization and well-being.

5. Our days are complex and as we push through our days we inevitably come up with large amounts of data. Some of this data is important; some is not. Most experts agree that the best way to handle it is to throw the data into one place and deal with all the data at one time during the day. Dealing with the data is basically the action of looking at each item in deciding if it needs to be done and then either doing it or assigning it to another or giving it to somebody else to be done. This keeps unevaluated data from accumulating and most of all keeps it from accumulating in our minds. Data accumulated in our minds is disruptive and reduces our efficiency. Having some system to evaluate and then to store data for later action is a major habit that will go far towards achieving greater well-being.

6. It is difficult to overemphasize the importance of operating by a list. The list is simply written set of items that one has gotten out of one’s mind and put down on a piece of paper or on to a computer that acts as a guide to what one is going to do during the day and time ahead. Computers allow this to be efficiently done. By getting these tasks out of our minds and onto a piece of paper or some sort of the system, we free ourselves to be able to concentrate better on our lives. This gives us a feeling of well-being.

7. And perhaps most important of all, is to create a daily plan. Daily planning is the root of our getting the most done during the hours that we have available during our days. All the above actions are important including, of course, having a list. But these lists need to be sorted out into activities with durations and a strategy should be worked out on how to get these items done. Daily planning is the action of becoming most efficient and putting the most into the hours that we have. This is perhaps the most important action one can take to achieve a feeling of organization and well-being.

Our ability is enhanced when we can concentrate. It is difficult to concentrate when we are disorganized. Taking actions, even if they mainly increase our feeling of organization, will create room in our minds for concentration. Concentrating on each task, doing them one at a time, increases our efficiency and increases our well-being, generally, in life.

An Organizer Planner needs to manage the hours. Planners for moms can be of great help. Download yours free to try today.

If You are a DayPlanner You Will Get Much More Done.

There are many “Time Management” systems out there but most are really list management and appointment management systems. While important, it must be understood that “Time Management” is something else entirely. True management of time is the management of hours. This can only be done with properly done Daily Planning..

Here are 7 tips to planning your day. These can help you organize your day, be it your workday or any type of day. Each day is a gift – like a bank account that starts full each day. Managing that gift of time is like managing money. We manage dollars. We manage hours. Time management templates can help. The tips:

1.Don’t mix planning and working. Planning is separate. We should plan and then do. It makes no difference if you plan the morning of, or the evening before, make sure you plan, as a separate action, before plunging into your day.

2.Define the starting and ending time of your day. This should be a period when you are “on duty”. It may extend beyond standard work hours.

3.Determine your overhead actions (we call them “Placeholders”). These are routine actions including meals that fall within duty hours, routine errands (like picking up the kids), exercise, etc. Overhead actions are part of life but do not move you towards your goals. Estimate the time to FINISH each action. Write each task and its duration on a Daily Planning Sheet. Overhead Tasks are placed separately from your Goal Oriented Tasks (see next tip).

4.Now decide which Goal-Oriented Tasks you intend to get done today and estimate the duration of each to FINISH. Write these down in their own area of your Daily Planning Sheet. Here you should keep track of the sum of their durations to make sure you are not over-filling your day. This is very important so you do not over spend the available hours.

5.Allow for the Unexpected. Set aside some flexible time for the unexpected events that ALWAYS show up. Set apart some amount of time (30, 60, perhaps 90 minutes) for these events and then control them to assure you stay within that allotment.

6.Sort the goal-oriented actions into the order you wish to do them. Set the most important, most remunerative and most difficult nearest the beginning.

7.Use a Countdown Timer to Focus on each item as you do it. This is very important. You set the timer and then do nothing else but the task at hand. You will be amazed how this will focus you and increase you effectiveness.

You can do all this with a Daily Planning Sheet (you may have to create one), a pen, a timer, a calculator and a decision. It is best to do this on a computer and there is no more ideal tool than a Spreadsheet like Excel. You can work up a template (simple or complicated) that will allow you to do all the above points in just a few minutes (literally less than 5). Ideally the template will keep track of where you are in the day, all incomplete tasks, and keep you posted, at a glance, on how you are doing. Regardless how you do this, with some cleverness you will find a way. The key point is to make sure the above 7 tips are implemented. You will be amazed how much you can get done and how much ease of mind you’ll have, as you work, knowing you are working with a plan.

Planners and Organizers love to use tools. Check out our DayPlanner today

Showing by author: Gary Singer

When we feel organized we feel better. Organization is, at its root, the result of confronting the e [more]
Most of us get, each day, 1440 minutes to do with as we please. What we do with this time is up to u [more]
For the uninitiated, daily planning may seem like unnecessary work. However even those with exceptio [more]
There are many "Time Management" systems out there but most are really list management and appointme [more]