This time of year I feel a stronger urge to hibernate than any other, a desire to be still and enjoy these precious days when the sun arcs across the southern sky and fills my kitchen. I'm drawn to sit there, like a cat, or to work quietly in my journal.
But the days in which I work-for clients, employers, friends, myself–I revert to a time management tool I learned in a goal setting class many years ago, daily planning. Since learning it (and even teaching it in time management classes for a couple of years), I've found it to be the simplest "trick" for getting tasks prioritized and accomplished.
-
Start by gathering your calendars and "to-do" lists.
-
On your calendar pages for the next week, write down all the things you are already scheduled to do in the times they're scheduled-business appointment, dentist appointments, and driving the carpool. Don't forget preparation time for business appointments.
-
Next, block out time each day (preferably in the morning) that you would like to have a ten-minute daily planning session with yourself in which you'll do this exercise. Make sure it's at a time that you can work uninterrupted. Write it in the appropriate time on your calendar. Then commit yourself to keeping this appointment!
-
Now look at the rest of the list and think about your schedule for the next few days. Write tasks on the daily calendar only when you think you can realistically accomplish them. For instance, if you have several errands to run, write them together on the day when you anticipate having time for them.
-
If you have a big project to get ready for next week, include a small block of time each day to accomplish part of it.
-
Can any of your tasks be delegated to someone else?
-
Make sure each day contains some personal as well as professional tasks-time with your children, spouse, friends, yourself. Adding personal "appointment" it a good way to balance your calendar and your life. Be sure to put the family appointment on your calendar–kids'' plays, spouse's business dinners, movies.
-
Use your daily planner as a tickler file-when someone's birthday is coming up, write a note the week before to buy a birthday card.
-
Try to keep from moving unfinished tasks forward everyday. Instead, during your daily planning session, thoughtfully consider when you can really accomplish something. If you find you're moving a task forward every day, write the task on a post-it or on a bigger goals list-this may not be the season you really want to accomplish it!
This is the bare-bones list, and if you just do this daily planning exercise at the same time everyday, you'll be amazed at the "extra" time you seem to create for yourself.
©1994, Barbara Clark