Earlier this month I posted my planner for the year up on Instagram. Now, I love a planner, along with worksheets and checklists. They keep me organised and I regularly share my favourites and the ones that work best.
If you want to stop being late (see previous post), it helps to use a
diary, calendar, planner or scheduler. When you don’t have one, which ever format you use, how can you keep track of where you need to be and when or if you’re available? How will you be able to plan ahead or prepare for up-coming meetings and project dates?
Most people DO have a calendar or scheduler of some sort. A few have one but don’t really use it or they do but don't stick to
it. Even fewer don’t have one at all! At the other extreme, a few people are juggling too many - one for work, one team/company calendar, one, personal, one for family events.
Which one are you?
If you don’t have or use a scheduler, you’re more likely to forget
appointments or meetings when you’re trying to hold everything in your head and don’t write it down. However good you think your memory is. And I’ve heard that said “Oh, I don’t need one, I can remember what I need to do”.
Now it might be an age thing - but for me, if it’s not in the diary, it’s more likely to get forgotten!
Some people feel too restricted by a planner or resist using one. While not planning frees you up to be spontaneous, you can take advantage of opportunities as they occur, this doesn't work for most people. There’s a balance between having a structure to plan your time and having flexibility to adapt and change.
Use your
planner
However you prefer to plan, the important thing is you do it.
Whether it’s a snazzy, pre-printed planner with different sections, quotes, affirmations and fancy images. A simple diary or a notebook, like I used for years, so I could create sections and a
layout that worked for me. An app on your phone or computer. It’s really up to you and how you work but there are a few things to consider.
- Use your scheduler for more than just booking meetings.
- Use it to plan out time for your tasks.
- Set automatic
reminders.
- Block out time for preparation and project work.
- Use repeating time-blocks so you don’t have to plan your time each week.
Have everything in one place - work and personal so important dates and commitments don’t get missed or forgotten. If this is tricky
with a shared work or group scheduler, check them regularly to keep them up-to-date and in sync.
Aim to keep everything together, meeting commitments, tasks, notes. Avoid having the information in too many different places, on post-it notes, on your phone, different diaries and notebooks. I’ve known people have different notebooks for different things or they start a new one because
they can’t find the one they were using and then lose track of what’s where or lose one altogether.
When you plan things out it’s easier to see how much time you have available (or not).
A Paper or digital planner?
Again, this comes down to personal preference and how you work.
Paper - When you write things down you’re physically engaging more of your brain and senses. You feel more connected. When making a note of a new meeting, it’s often easier and quicker to flick to the relevant page and write it down there and then, than
open up an app, enter the details, confirm ... Although apps and technology are getting better, more intuitive and easier and quicker to use and voice commands can save you a lot of time.
- You’re more likely to remember things when you write them down.
- Referring to your paper planner each day makes it easier and more likely you’ll remember without
a reminder alert popping up.
- Writing makes it easier to filter and focus on relevant information and puts things in perspective.
- A paper planner gives you a break from endlessly staring at a screen, whether it’s your computer, smartphone or tablet.
Digital - whether it’s an app or planner, using a digital planner makes it easy to share and sync across various devices.
You can set up automatic reminders.
Link to other tech you’re using e.g. your to-do list, CRM system … Most
of us have smartphones which we have with us most of the time, so that might be easier than carrying around a paper planner.
Choose a planner that gives you the features you need and one’s you’ll use. Get into the habit of using it on a daily basis so it's up-to-date.
I
use both. My digital calendar to sync across to other devices and apps, so it's quick and easy to check while on the move or away from the office.
My paper planner, because, despite being a bit of a techie, I prefer writing things down and not always having to look at the screen or switch tabs. It also where I have my to-do list and notes.
