Over the years Dr. Davenport has known many adults who struggle to use standard store-bought planners and time management tools. Some have gone so far as to say that they “hate the planner!” Using a combination of the following tools to keep track of, prioritize, and complete their tasks, they are now experiencing success. You can too!
If the Planner Works for You, Use It!
Consider a planner that includes both a month at a view and a week at a view. This way, you can start to see your immediate and long-term goals. Also, having a place for daily to-do lists and longer-term project lists can be helpful.
Make sure your planner is easy to use. Avoid bulky planners with locks or zippers: things like these can become a hassle that may keep you from using them. Try to avoid planners with a lot of extra stuff (pictures, fun facts, etc.) on each page as these may easily distract you.
Make the planner a part of your daily routine. Make sure and add important dates and tasks as soon as you become aware of them. Always carry your planner with you and remember to check it regularly. I once read a blog post suggesting you name your planner. Why? You’re less likely to ignore something with a name!
Prioritize!
Managing your time is not about the planner: it’s about prioritizing your tasks! Consider using simplified tools that allow you to prioritize your tasks at work and at home.
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Keep running lists of your tasks and their due dates. It may be helpful to have three (or more) lists of tasks to complete: work, home, errands, and any other responsibilities you have.
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Use a simplified Priority To-Do List to prioritize your tasks.
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A more creative way to prioritize is called “rapid logging” and is described in detail on the Bullet Journal website.
Keep Track of Important Dates
Use either a monthly wall or desk calendar or a whiteboard to keep track of important dates and due dates for projects. It will be important to update and check this tool daily.
Identify When You Will Complete Important Tasks
Many planners don’t identify when you will complete your important tasks. Schedule both a beginning and an ending time for completing your priority tasks regularly. When that time comes, look at your list of tasks and prioritize based on the due date.
As much as possible, try to schedule a time to complete your important tasks when you have your best attention. If you are struggling to identify the time you have available to complete your tasks, consider suggestions for purposeful scheduling.
Try a Weekly Preview
Adults can especially benefit from scheduling time to preview the upcoming week either on Sunday evening or Monday morning.
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First, look at the past week and see if any tasks needed to be completed that did not get done. Record these and make a plan to get them completed as soon as possible this week.
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Next, add appointments scheduled this week.
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Finally, look ahead to see what important tasks and projects need to be done this week.
This process allows you to be better prepared for the amount of work you have each week.
Set Reminders and Timers
As you are previewing your week, set reminders on your phone, or other electronic tools for appointments, time to complete important tasks, and anything else you tend to forget to do during the day. You should add new reminders for activities as soon as you learn of them.
It can be helpful to use an interval timer app that beeps or buzzes every 10 to 15 minutes when you are completing important tasks: this can serve as a cue for you to get back on task if you have become distracted. Interval timer applications can be easily customized for this use.
Check out my suggestions for time and task management applications and software.
Evaluate Your Progress Weekly
Once every week, you should take time to monitor and evaluate the effectiveness of your plans and strategies. If your plans aren’t working, you should “problem-solve” to identify and create new ones based on your strengths and abilities. You are encouraged to remember to always celebrate your successes to energize your effort and expectations.
Need Help Applying These Concepts?
Contact us to make an appointment. Dr. Davenport is happy to help you improve your executive functioning skills.
(C) 2010-2019, MONTE W. DAVENPORT, PH.D.
