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

1.  Can you pay (a reasonable sum) to have someone else do these tasks? There might be children in your house who would clean up your linen closet/pantry/storage area for $$. Isn’t it worth that to you?

2.  Do you need a professional to help you with a task? What if your carpet is pulling up from the seam and you can’t fix it yourself? Set a specific time every week to make phone calls to professionals to help you with odd tasks like this.

3. Are there tasks that you are afraid of? How about that big project your employer asked you to do? Even if you aren’t going to do the task today, make an outline of what must be done to complete the task. Force yourself to complete one item on the outline before you leave work today.

4.  Are there tasks you hate? Accounting, filing, etc.? Get to work 10 minutes early for the next several days until these items are caught up. Then designate an early morning time to complete the item on a regular basis.

5.  Don’t allow yourself to whine about your procrastination. In the time it takes you to whine, you can often finish the task.

Read Rita Emmett’s book The Procrastinator’s Handbook.

You may also want to access one of the Third Thursday Productivity Time programs:  

Polish Off Procrastination!  Bump Off this Obstacle to Productivity (just $9.97; such a deal!)

1. Mickey Schafer: Set, respect, and enforce boundaries. I divide work and home as much as possible. My students know this up front. With others, I let them know what the boundaries are in terms of phone calls, emails, etc. Sometimes I feel guilty, but I realize that balance is not about giving everyone the 100% they think they’re entitled to, its to gauge who really needs what and when. Then I am at peace with the consequences of my choices. 

2. Kim Beig: Make sure you have a variety of things in you day. It keeps you sharp and prevents burnout. 

3. From MANY folks including Judith Reishtein: Leave open some ‘empty’ time, some space, some margins, some pockets. 

4. Karen Martin (and others): Stop multitasking. 

5. Anonymous (who is a professor): I block out time for office hours. When a student emails me for a meeting/advising I always provide times of availability, within the office hours first. Sometimes it can mean meeting the next week.  Making appointments outside my scheduled office time is the exception I make to meet student need, not student convenience.

These are great ideas – and it’s worth trying one today!  And then to keep moving forward on your goals for more peaceful productivity – which include sane and sensible scheduling of your work day – join others (worldwide) who receive Meggin’s weekly emails (and see what is available for download at no cost at the following websites):

**Top Ten Productivity Tips (http://www.TopTenProductivityTips.com)

**Keys to Keeping Chaos at Bay (http://www.KeepingChaosatBay.com)

(c) 2009 by Meggin McIntosh, Ph.D., “The Ph.D. of Productivity”(tm). Through her company, Emphasis on Excellence, Inc., Meggin McIntosh changes what people know, feel, dream, and do. Sound interesting? It is!

2.  Some failures are major reliefs.  Let’s say you submitted a proposal for a large federal grant – and you weren’t awarded the grant. Outwardly, you might tell people how bummed you are. Inwardly, however, you may be thankful that you didn’t get the grant because of the enormous commitment it was going to take.  If you are already managing as much (or more) than is personally sensible and professionally responsible, then it’s a relief when certain grants aren’t funded, particular conference proposals aren’t selected, or committee assignments aren’t procured.    

I hope this gives you something to think about.  Tomorrow, another thought about ‘failure.’

If you would like additional tips, tools, and techniques that you can use to support your successes, then access one or both of the following free resource websites:

**Top Ten Productivity Tips (http://www.TopTenProductivityTips.com)

**Keys to Keeping Chaos at Bay (http://www.KeepingChaosatBay.com)

(c) 2009 by Meggin McIntosh, Ph.D., “The Ph.D. of Productivity”(tm). Through her company, Emphasis on Excellence, Inc., Meggin McIntosh changes what people know, feel, dream, and do. Sound interesting? It is!

Yesterday on the Tier 2 call, we were talking about feeling overwhelmed with projects and how to get started.  I reminded folks about the ‘Hunks, Chunks, & Bites’ concept–breaking things down into do-able ‘bites’ so that you can get moving.  If you haven’t viewed the Hunks, Chunks, & Bites webinar, this might be a good time (it’s in the Previously Recorded ones). 

“The secret of getting ahead is getting started.”  ~Sally Berger

Posted by Meggin | 9/30/08

Note on 2/5/09:  The Hunks, Chunks, & Bites webinar will be offered this spring.  Stay tuned.

Go to http://www.mhprofessional.com/category/?cat=3 (all I can figure is that McGraw Hill bought Chase’s) and you can find out about all the jillions of holidays that there are…it’s likely that one or more of them tie into what you do…

AND if you don’t find a holiday that ties into your expertise, you can submit an entry to create your own holiday (there’s a link on the above site). 

Many speakers, authors, and others have created holidays or have tied into existing holidays to gain exposure and PR for their missions, projects, and business.

Give it a try…and please post what you’re doing and what you find.

THANKS!!  Happy Labor Day Weekend!

Meggin | Posted 8/29/08