All I Need to Know, I Haven’t Learned Yet – Part Three

By Deb Weidenhamer

In last month’s column I told you my secret of time management called the “great brain dump.” The idea of using a few blank pieces of paper and then going through notes, post-its, emails, letters, bills, files and past daytimer pages and writing down everything that needs to get done. Once down on paper then the items are organized into categories. My categories are: projects/auctions, phone calls, at the computer, goals, nice to do’s, errands, at home, follow-up, checklists, agendas and actions. These are the categories that work for my life and you can add and subtract from the categories to meet your own time management needs.

Each category has a tab in a notebook and I take the tasks from the blank sheets of paper and put them into a category. Once the blank sheets are coordinated into the tabs you will just periodically add information to each category as it enters into your mind or onto your desk. Then once a week you will sit down with each category and from there enter the tasks into your daily planner for the week.

So let’s go over each category one by one:

Projects/Auctions: Each auction or special project that I am working on goes into this section along with its deadline. Every week when I look at this tab I make sure I am working on the special project or auction that needs attention and begin to add tasks to the other tabs that I know will need to be completed. For example I would put “place advertising for train auction” under my task list.

Phone Calls: Have someone take messages for you and return important calls twice a day at your convenience – those phone calls don’t get written in this section of the book. However the less critical calls that can be returned at your leisure do get added in this section. When you have five minutes between meetings or projects you flip to this list and make a couple of calls.

At the Computer: This is the section where I record tasks that need to be done at the computer such as Internet research, returning certain email, typing letters or writing proposals.

Goals: I put my monthly, quarterly, annual and three year goals in this area and review them at the end of every month. There is nothing more satisfying then checking them off as you get them done.

Nice to Do’s: This is one of my favorite sections of the book because I record the stuff that before just got lost because I didn’t have a place to put it. This is where I will write down the name of a good floor tile guy that my friends just used and I might someday need or the name of a restaurant that has been recommended. You get the idea.

Errands: This is the most time saving feature that I have ever used. I record all the errands I need to run and then when I have an appointment outside of the office, I look at the errands section and see what might be on the way to or from the appointment. I save time, gas and get these done much faster then before.

At Home: I think we can all forget to be as organized at home as we are at the office so I write down things I need to get done at home that are out of the ordinary – such as re-chalk the bathtub or take used clothes to the Salvation Army. I also made a little book like this for my husband and I write down things in the book I would like him to do at home and he too adds to my list.

Follow-Up: One of the most critical parts of making sure any time management system is working is to follow-up. If I have assigned an important task to someone, I write it in this section with a date and check on its completion.

Checklists: This is the tab where I record repetitive checklists that ensure I haven’t forgotten anything. For example I have a “business trip” checklist that reminds me what clothes, shoes, files and business equipment to take. I have a “weekend trip” checklist that is along the same lines. I have an “uploading an auction” checklist that runs me through the steps of putting an auction on-line. This is very useful and provides me with a great deal of comfort knowing I have some back-up to help me remember the little stuff that is so easy to forget.

Agendas: This section is where I record items I want to discuss in upcoming meetings with clients and with my staff.

Actions: This is the section for just simple tasks like cleaning out files, hanging new education certificate and the like.

In order to make this system work though there are three rules you must never, ever break. First, you have to use the system. Every time you go outside of the system you water-down the effectiveness of the time management system, so you have to use it all the time – make the commitment. The second rule is the two minute rule. If something is right in front of you and you can get it done in two minutes or less – do it and don’t record it in the time management system. A good example is an email that you receive – if you can answer it right away – go for it and get it off your plate.

And the third and most important rule for time management success is to always have your day-timer and your notebook with you. You will be lost and not know what to do next. The piece of mind that this kind of time management system gives you is that you know you have everything recorded in one place. When you don’t have the tools with you, you begin to feel out of control. So keep it with you at all times. To borrow from an old American Express advertising campaign “never leave home without it.”