The Big Three Time Management Systems
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Transcript The Big Three Time Management Systems
Time 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
What 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
0%
Work
with
Things
100%
100%
Work
with
People
0%
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
100%
Amount of
control you
have over
your time
0%
The higher up the line you go, the more
sophisticated your time management
system needs to be.
Time Management System
Below
the mid-point on both
graphs?
–
Use simple time management
tools
Above
graph?
–
the mid-point on either
Use a more sophisticated system
Time Management
Systems
Primitive
Simple
Paper-based Planners or
Organizers
Hand-held Electronic Organizers
Personal Information Managers
- Computer Software
Primitive
Crisis
–
Management
Running around
putting out fires
C RTN_A-H
Primitive
Priority
Meandering
Start on task a
– get distracted
– resume on task b
– get distracted
– jump to task c
–
Primitive
Jump
–
to Others
Wait for others
to tell me what
to do
Primitive
First
–
Come - First Served
Handle tasks in the order in
which they arrive
Primitive
Grouping
–
Do all the same types of tasks at
the same time (phone calls,
writing letters, etc.)
Primitive
Whimsical
–
Do 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
–
Simple
Yellow
color)
–
Note Pad (or some other
Soon bottom left desk
drawer is full of
used note pads
Simple
“To
–
Do” List
A “to do list is
written on a notepad,
business card,
envelope, etc.
Simple
Pocket
–
Calendar
A variety of small
calendars are used
to record
appointments
Simple
Desk
–
Calendar
Calendar stays on
desk, typically four
days behind
Simple
Address
–
book
A variety of devices are used to
record addresses and phone
numbers
Simple
Combination
- typically a
combination of simple devices
are used
Paper Based Planners
Day Runner
• Day-Timer
• Franklin Day Planner
• Day at a Glance
• Seven Habits Planner
• Priority Manager
• Rolodex
•
Things to Look for in a
Time Management System
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 in a
Time Management System
System
for planning into the
future
Goals/Value based
Place for addresses/phone
Flexible/customizable
Requires little maintenance
The Big Three
Time Management
Systems
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
No
storage binder
No plan or scheme for using the
system
Tend to rely on gimmicks
–
Dilbert Planner, Mickey Planner
Goals
pages are considered
an”Add-In”
More of a product of a printing
company than a personal
productivity company
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
–
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
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)
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 Smith
–
Hyrum had some experience with
either Hobbs or Day-Timers and
thought he could develop a
better product
In
company’s 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
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 Calendars
– Pagefinder/Ruler
– 5 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)
–
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
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
Computer Software (PIMs)
- Personal Information Managers
Over
100 on the market
Franklin Planner Software
– Lotus Organizer
– Day-Timer
– Time & Chaos
–
Computer Software
Some
very powerful programs
Must have computer with you
to be of real value
Some planner companies now
have accompanying integrated
software