Have you tried various ways to manage your time, but still not seeing the changes you’d like? Perhaps you should think about getting a planning system.
As I’ve mentioned in other posts, I have been using a Franklin Covey Planner for years. I do use my online phone calendar as well, but I mainly use my paper planning system. This has been a major game changer for me.
I’m still old school I guess; I love to write in my calendar and have it physically right in front of me. There are numerous Digital Planners which mimic the Franklin Covey System I use. They can be used within Note Taking Apps like Goodnotes, Notability, and Noteshelf.
Digital planners are great for on-the-go updates with fancy features and easy edits. But If you’re like me and enjoy the feel of paper, a physical planner can be more satisfying.
Okay, so whether you prefer paper or digital, let’s talk about the benefits of using a planner for time management.
1.Organizing Tasks and Priorities
One of the primary functions of day planners and calendars is to help organize tasks. By visually laying out responsibilities, you can easily see what needs to be done each day, week, or month. This overview helps in prioritizing tasks according to urgency and importance. (This is a system that you can use in connection with the Eisenhower Box Method).
A calendar allows you to break larger projects into smaller, more manageable steps. For instance, if you have a major deadline coming up, you can assign mini-tasks each day that gradually lead to the completion of the project. This method of chunking tasks prevents last-minute rushes and allows for a more manageable workload.
Day planners, especially those that allow for daily entries, provide space to detail each task, write reminders, and note any additional priorities for the day. This helps ensure that no tasks are overlooked and that your day is organized according to importance.
2. Setting Deadlines and Reminders
Calendars and planners serve as excellent resources setting & meeting deadlines. Whether it’s a work-related project, a personal goal, or a social commitment, writing it down in a planner solidifies the commitment and helps keep you accountable. Making sure you don’t miss meetings or other appointments is a main reason that most Time Management gurus recommend using one calendar. If you jot down your kids play on the refrigerator, the meeting with your boss in your planner and then a client call on a sticky note…something is bound to fall through the cracks!
In addition to deadlines, planners and calendars are excellent for setting reminders. By jotting down key milestones leading up to the deadline, you ensure that you’re progressing at a healthy pace without overloading yourself at the last minute. This is particularly useful for people who tend to procrastinate, as having visual reminders can encourage you to stay on track.
3. Creating and Maintaining Routines
Effective time management is about building habits and routines that support long-term goals. Day planners can help establish a daily or weekly routine by providing structure. You can schedule regular tasks such as exercise, study time, or even relaxation into your planner, ensuring that these important but often overlooked activities are part of your routine.
Calendars, especially those that span over months or years, allow you to plan ahead and maintain a consistent schedule. For example, you might set aside specific days for certain activities, such as meetings, appointments, or dedicated time for self-care. Over time, these entries will help you cultivate a balanced routine.
4. Visualizing Time
One of the greatest benefits of using planners and calendars is the ability to visualize time. When tasks, deadlines, and events are laid out in front of you, it becomes easier to see how your time is allocated. This visualization enables you to spot potential time conflicts, gaps where you could be more productive, or even opportunities for rest and recreation.
For example, seeing a packed week on your calendar might prompt you to schedule downtime or rearrange less urgent tasks. Conversely, seeing a light schedule might encourage you to take on more challenging work or push forward on longer-term goals.
5. Reducing Stress and Improving Focus
Having a clear plan reduces the stress that often accompanies a busy schedule. When tasks are organized and mapped out in a planner, you’re less likely to feel overwhelmed by looming deadlines or forgotten commitments. Planners help clear mental clutter by transferring your to-dos from your mind to paper (or online), enabling you to focus better.
The act of writing/typing things down in a planner can also improve focus and retention. Studies show that people who write their goals and plans are more likely to remember and achieve them compared to those who rely on mental notes.
Conclusion
Day planners and calendars are powerful tools for effective time management. They allow you to organize tasks, set deadlines, maintain routines, and visualize your time, all of which contribute to reduced stress and increased productivity. Whether in paper form or as digital applications, these tools provide structure and clarity, making it easier to manage both personal and professional responsibilities. With consistent use, day planners and calendars can help you take control of your time, ensuring that you remain organized, focused, and balanced.
Are you already using a planner? Would love to hear any tips and tricks you have for your planning system!