February 7, 2011

William Penn, founder of Pennsylvania, once said, "Time is what we want most, but what we use worst."And with the plethora of time management tools and books on the market today, it's hard to disagree with that statement.

So, what is your preferred time management system? Do you favor a more traditional approach, such as the tried-and-true though laborious Franklin Planner? Or do you prefer something more high tech and mobile that you manage from your smartphone?

Regardless of what system you use to manage your time, successful time management boils down to three things:

1.  Setting priorities

2.  Completing daily tasks

3.  Eliminating distractions

Those who manage these three things are not only successful in their business, but they are successful in their life as well.

So, before you go investing in a Franklin Planner or scamper-off to download the latest smartphone app, give this simple, easy to implement, five-step time management system a go.

All you need to get started is a piece of paper and a pencil. Or, if you want to go a little high tech, a blank document or spreadsheet page.

5-Step Time Management System

Step One: At the very top of the page put tomorrow's date. Then, draw four columns. Label the first column, "I Must Do"; The second, "I Next Do"; the third, "I Could Do"; and the fourth, "Not Mine to Do". Then at the very top of the page put tomorrow's date.

Next, think of all the things that need to get done tomorrow and decide under which column they belong.

• I Must Do Column: These are the things that absolutely must be done tomorrow. And attended to by you, personally.

• I Next Do Column: These are the things that would be great if you got done tomorrow, though could be postponed, if necessary.

• I Could Do Column: These are things that can be done tomorrow, if time permits, and can be delayed without penalty.

• Not Mine to Do Column: These are the things that we all do as small business owners that really aren't our business to do. Perhaps these are things that your virtual assistant, business manager, or even spouse can do for you.

Step Two: As American businessman Lee Iacocca says, "If you want to make good use of your time, you’ve got to know what’s most important and then give it all you’ve got."

Tomorrow, without exception, complete everything that is in the "I Must Do" column. Let nothing stand in your way of completing this list. Give this column your all and don't allow any distraction or unrelated interest to supersede this list. Check or cross off items as they are completed.

Step Three: Once you complete the "I Must Do" column, move steadily on to the "I Next Do" column. But first, ask yourself, "What on this list can be moved to another day?"

Move whatever you can to the next day's "I Must Do" column. Then complete whatever is best to complete today.

Step Four: Now that you've finished the first column and whatever was best to complete today from the second column, move on to the "I Could Do" column. Look over the list and decide what, if anything, you want to complete today. Want is the operative word.

Whatever you decide to complete today, complete it in full. Then move everything else from this column to the pertinent next day's column.

Step Five: At the end of the day, take out a new piece of paper or open up a blank document page and fill-in the next day’s columns with your new to do list.

When finished do something ceremonial with today’s list, such as crumpling it up into a ball and shooting it into the waste basket for two points, and declare, “Done!”

Putting a time management system in place for your small business doesn't have to be complicated, costly, or all consuming. Before you go investing in a Franklin Planner or scamper-off to download the latest smartphone app, give this simple, easy to implement five-step time management system a go. You'll be glad you did.

Related Topics

• Lifestyle

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Susan L. Reid, Article, time management, Small Business Trends, Lee Iacocca, William Penn

Join the conversation ( 9 )

• AdaPia d'Errico 1 year 2 months and 15 days ago

  

  the act of writing this down on paper is what will make it stick - and work! There's nothing quite like crossing out tasks the good old fashioned way, and scoring a three-point basket with the finished list. Although we have apps for everything, there's something very sticky about writing on paper. I find it more effective than any app or program.

• Susan L. Reid 1 year 3 months and 19 days ago

  

  This great feedback! Perhaps this article should be re-titled: " A Simple Way to Manage your Actions."

• Cheryl Lowitzer 1 year 3 months and 21 days ago

  

  Just want to "second" Ms. Brice's wise observation re: context of available time. At the very least, I'd suggest making a non-negotiable "appointment" on a daily basis to to devote to items on the "I Must Do" list without distractions, and ensure anyone else with acccess to your calendar sees that time as "busy/unavailable". I agree with Dr. Reid wholeheartedly in terms of keeping things simple. When coming up with the lists, simply asking "Why" (am I putting this on this list...) can be quite enlightening. The end of day "ceremonial celebration" of your highly productive day is also a great idea because behavior rewarded is behavior repeated. Whatever SYSTEM you use to Save Yourself Stress, Time, Energy & Money, be sure to set yourself up for success!

• Anastacia Brice 1 year 3 months and 21 days ago

  

  I'm a systems girl, so I love this, because it's a great system for prioritizing tasks and understanding what needs to be done. But it really doesn't address how to manage time; Must Do and Next Do aren't times--they're guidelines for actions. Time management can genuinely only be done with a clock and a calendar. If you don't use a calendar and clock when taken the steps suggested by Dr. Reid, you won't know whether what you have in your Must Do column is doable in the amount of time available to you in your day. Trying to get it all done in the time you have could become incredibly difficult! If I wanted to use this system, I'd write out my columns, then consult my calendar to see how much of what I Must Do is possible. Once I know that, I'd be able to move forward into action. Without it--I'd still be lost.

• Susan L. Reid 1 year 3 months and 26 days ago

  

  Thanks for the mobile apps to help simplify time management. I'm all for anything that is simple, easy to use, and can be accomplished quickly.

• Allen Fuller 1 year 3 months and 26 days ago

  

  These are great tips, and simple. It seems like with all the clutter about time management, it really does come back to this simple notion of balance.

• LEVI SMITH 1 year 3 months and 27 days ago

  

  If you're looking for some helpful apps to get back on track, I highly recommend either http://www.rememberthemilk.com or http://www.actionmethod.comBoth are inexpensive, offer mobile versions and are more conducive to implementing these suggested techniques than Outlook tasks or similar.

• Atty. Charles D Allen 1 year 3 months and 27 days ago

  

  I appreciate this refresher information. It reminded me how far I had gotten away from my Franklin/Covey Planning skills. Those were the days as I recommit to better time management I hope happy days are here again.

• Kathy A. Carpenter 1 year 3 months and 27 days ago

  

  Thank you for this advice. Being a self employed business owner requires great time management.