I was just re-reading this great TTPT about using your planner productively and realize that I struggle with implementing this. I’m hoping you can point me to some answers.

For many years, I’ve used a Franklin Planner, first the Classic, then I downsized to the Compact after kids.  It used to be my bible, but it got too cumbersome so for the last two years I simply ordered the monthly calendar pages and kept everything in a work Outlook calendar, manually ‘synching’ non-work appointments between home and work. Yet, I still kept a large family calendar at home and a ‘Hallmark-sized’ monthly datebook for appointments, etc., in my purse. For 2010, I’m using a 3-1/2 x 5” Monthly Dayminder…good for noting important appointments, but I chose not to refill my Franklin Planner. It sits on my desk as a reference tool. I print weekly Outlook calendars (one for work and one for kids’ activities) with a ‘to do’ column. I don’t have a cool PDA device, by the way.

I’m a project manager and keep track of tasks and schedules reasonably well in Outlook and MS-Project. My problem (or what I perceive to be one), is that I don’t have an easy way to maintain a master ‘home-life’ task list, day-to-day or week-to-week, on any of my paper pseudo-planners. Any ideas or advice?

My response is as follows:

I’ve been a Franklin Covey fanatic for years…and just this year switched to CIRCA from Levenger.com.  I was just ready for a change.  I think you have identified that you do need something for managing all the home stuff.  For me (and really what most folks recommend) is that we have one planner system that handles both work and personal.  It wouldn’t replace MS Project or anything like that, but you need one calendar/planner system where all of your appointments, meetings, kids’ commitments, etc. all show up.  Your personal and professional to-do’s also need to be captured in one place.  It’s the only way we can really get a picture of what we are committed to.  Now, if you completely separate your work and home life (fixed hours at work, etc.), then maybe you can get away with separating your planners, but most people have it all mixed together since that’s how life goes these days. 

Now if you are asking about the Master Task List (which is what FC calls it), then I think you can separate that out professional and personal, but it is still one life so having these lists located in one place still makes sense to me.

I’m not sure I’m addressing your questions at all!  The more I read your email, I think I may be missing the real question!  HA!  So, keep asking and I’ll be more prompt on the next answer!  Thanks

If you have any specific suggestions for resources related to keeping, managing, and using To Do lists, several people have also asked me for ideas in this area. Since this is one I struggle with, I haven’t been much help. Anything you can pass along would be great!

Anyway, here are some tips and resources (not in any particular order): 

1. Everyone must use some type of to-do list, either paper or electronic.
2. It needs to be updated daily rather than some GIANT to-do list which overwhelms us and makes it impossible to focus on what needs to be done now.
3. Paper: Either have a daily to-do list in your planner (like the Franklin planner, Day-Timer, Day-Runner or other type or carry around a notebook that is designated as your ‘list of things to do.’ Personally, I use the to-do list in my Franklin planner. I can have it available anytime, anywhere (on a plane, in bright sunlight, etc.) so it works for me.
4. Electronic: Oh, my…lots of options

• Apparently Gmail now offers a to-do list. I haven’t used it but notice it’s now there.
• Outlook offers a to-do list (as do most of the other standard email programs)
• http://www.tadalist.com/ which seems pretty nifty and now that I have an iPhone, I’m sort of tempted to give this a try.
• Gina Trapani’s website, www.LifeHacker.com has a bunch of articles that are useful, too.

People need to have a to-do list that they compile each day, based on what else is going on. And, they need to refer to it constantly to make sure they are staying on track rather than veering off into the urgent but not important activities. It’s part of why I like the paper because it’s staring at me all day. Although, with digital, you can set alarms, too.

And if people also want to know about a ‘not-to-do list,’ then they can click to get info on the not-to-do list.  

Hope these ideas help some…Feel free to send them along…