by Karla Brandau, CSP
Even though this is an old cliché, it still packs a powerful punch for today.
Throughout the years, planning has been done on napkins, backs of envelopes, the insides of candy wrappers and miscellaneous scraps of paper. Planning diehards used more sophisticated planning methods provided by date book organizers from the Day Runner sold in office supply stores to expensive date book organizers sold by a myriad of private companies.
Now technology often replaces paper products as the planning tool of choice. Software programs permit you to keep your task list and your calendar handy and updated with a minimum of effort. Rewriting tasks not finished today on future dates is passé as click and drag features make it easy to drag items from day to day.
The powerful planning punch in todays world, however, is the knowledge of how to use your electronic calendar to plan your day and work your plan.
To make the Time & Technology methodology work when you plan your day, first place in the appropriate time slot, each appointment or event where you must physically be present. Block out the estimated time each will take.
Second, replace the paradigm in your mind that the calendar is just for appointments with the paradigm that the calendar is a place to plan how your day will flow. The daily calendar in electronic organizers is a useful way to sequence the events of your day from dropping off the dry cleaning on the way to work to tackling that tough project you have been procrastinating.
Microsoft Outlook® permits you to drag tasks from the task list to the calendar. If you do not use Outlook, your software may have similar capabilities. This time saving click and drag feature helps you get your work from the inert task list to the active calendar. It permits you to sequence not only non-discretionary tasks by discretionary activities throughout the day. It also permits you to view the proposed tasks for the day, judge the time frames and decide if you have time to complete all of the must-do items as well as the want-to-do items.
Using this Time & Technology method, you will get more done and not have to ask the question asked by a young man I was coaching: “Is it faster to pick up items from the left of the desk or faster to pick up items from the right of the desk. Which is the most efficient turning motion?”
I’m sure my face showed astonishment. He had missed the entire point of my instruction. Which way to turn is inconsequential if individuals plan their work and work their plan.
Using Microsoft Outlook® to manage your calendar
Microsoft Outlook® permits you to drag tasks from the task list to the calendar. If you do not use Outlook, your software may have similar capabilities. This time saving click and drag feature helps you get your work from the inert task list to the active calendar.
1. Begin with a clean daily calendar.
2. Place your non-discretionary, or fixed events and appointments on the calendar.
3. Click and drag items from your task list to your calendar.
Evaluate how much time each will take and decide if you are doing the highest priority items and if you are realistic about how much time each item will require.
To bring a program on time and technology to your organization, call 770-923-0883 for your complimentary consultation. Time & Technology offers executive coaching, managerial sessions, and group instruction in your computer lab.
