We all wish that successful time management were merely a matter of finding the perfect tool. Alas, it isn’t so. Tools are essential, but expecting perfection is often the thing that creates the biggest obstacle. Instead of spending energy on finding the perfect time management tool, I recommend focusing on using any tool.
Five essential time management tools:
- Calendar: You need something to keep track of appointments and time-dependent obligations. Many find it helpful to use a calendar that provides a good visual representation of their schedules.
- Capture list: This is the place to capture anything that’s floating around in your mind that you would like to do, but don’t trust yourself to remember. Just because you write it down, you are not obligated to actually complete the task. This is just a place for safe-keeping of ideas. It can be as simple as a spiral bound notebook. The ideas can also be represented by drawings, images, web links, audio notes, whatever works for you. Removeable file tabs can help you organize a simple notebook.
- Daily task manager: This is my term for the tool you will use to identify the specific tasks you want to accomplish on any given day. It can be anything that makes sense to you… part of your calendar, a separate written list, a white board, sticky notes, index cards, a digital task list, etc. For most people, 1-5 tasks is a good number. Keep the list short and realistic. You can always add to it if you finish early.
- Time keeping instrument: Whether it’s a watch, smartphone, wall clock, or administrative assistant—you need something that will cue you to the passage of time. If you’re not in the habit of looking at the time regularly, then alarms or other people may be necessary to keep you on track. Many need to combine a variety of time keepers.
- Your brain! Managing how you spend your time means stopping to actually think about it!
So why are these tools essential? The number one reason is because they keep you on track. They help you be where you commit to being, at the time you commit to being there.
Tools provide structure to your ideas. A task that exists as “someday soon” in your brain can become “next Wednesday at 10:30 AM” when you are looking at your calendar. The tools greatly increase the likelihood that you will follow through with your intentions.
Tools also help you be your best self. When you look at your calendar and notice the meeting coming up next week with your important new client, you will be much more likely to do the necessary prep work.
When time management tools stop working
Many people will use these tools effectively for a few months, and then stop. Often, this is not because the tool, (or user) is flawed, but merely because the novelty has worn off. If you’re one of those people, then you may need to change tools more often. Try changing size, shape or color, but maintain some consistency with the actual features that are most useful to you—such as how the calendar is laid out or how your tasks are grouped.
Finally, many ask about paper vs. digital. Do whatever feels right and manageable for you. Putting pen to paper is beneficial for many. It can help people to think and engage their executive functions (the brain processes that help you strategize).
Whatever you use, I recommend starting with something fairly generic and then adapting as you go. As you get more clear on your own needs, you can upgrade to something with the specific features that will be most helpful for you.