Is Your Time-Management System UGH-ly? [Ian's Messy Desk]
Posted in Productivity
I may be the guy who blogs about time management and productivity, but my wife is the master of putting it into practice. She has a system that works for her. What is the secret of her success? She uses an UGH-ly planner. No, it’s not some fancy new technology—though she uses a PDA—and it’s not some some new binder from DayTimers.
In the Career Track tape series, Organize Your Life & Get Rid of Clutter
Usable
My wife uses a Palm Tungsten T3. It’s older technology, its features are limited, by current standards, but it works and it does the job. When she needs to arrange an appointment or engagement, she opens the calendar; her to-do list tracks tasks; and the memo app is used for reference information.
Your system doesn’t have to be the latest and greatest thing, but it does have to be usable.
- A usable system combines your personal and work commitments. It’s important to keep your entire life in one place and with you regardless of where you are.
- A usable system is no more complex than it needs to be. The “bells and whistles” may look good, but if the system is so complex you stopping entering information, it no longer usable.
- A usable system makes you feel lost without it. Consider posting a reward offer somewhere obvious in or on your paper planner or mobile device, in case you lose it.
Garbage-free
Have you ever seen someone using a paper planner where the binder is so full of junk that they can’t open it without dropping six piece of paper, three business cards and a pen? If you’re using a paper system, you should be able to shake your planner without paper falling out everywhere. Your system is not a briefcase.
Don’t think your electronic planner is immune from garbage. My wife inherited her T3 from me. I had all sorts of third-party software, utilities, etc. installed. Some of the ‘garbage’ offered productivity improvements, but you can reach a saturation point where each new utility stands between you and ease of use. You may not have sheets of loose paper jammed in your PDA, but the net effect is the same.
Don’t include unnecessary sections in your system. Reduce the sections to the information you actually use. My wife uses the T3’s built-in apps, as I noted above, and Handyshopper to track all our shopping lists. She uses the Note application as an electronic sticky pad. Throw in a couple of games and you’ve reached the complexity of her planner system. Personalize and tailor your system to suit your needs.
Handy
Whether you use a mobile device, a paper planner or a notebook, carry it with you at all times. Time management, organization and productivity happen in all sorts of places. My wife’s PDA sits in her purse, whichever purse she’s using. That way, when she needs it, it is close at hand and she can start using it quickly.
If your primary system is too large to sit anywhere but your desk, scale it down. If it’s on your computer at work, look for something portable. Use a system that’s easy to carry everywhere.
A planner can be one of the most important tools of your time-management system. It is key to controlling your schedule and life. Whether you work best with paper, electronics or a combination of both, make sure your system allows you to stay connected to your calendar, to-do lists, project tracking, and contacts.
However, the system should not be so complicated that using it takes away from the time available to do the work. Follow the ‘UGH’ principle to build your time-management system.
Recommended: The Zen Habits Handbook for Life!
Original post here: Ian McKenzie
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