Manual / hand-written calendar / paperback calendar
Most often people make entries in their calendars in ballpoint pen. These entries are then difficultto amend or remove and it also makes it difficult to wipe the entries out of mind. I recommend the following method to use your calendar
- Develop your own symbols and characters so that you don’t have to fill the calendar with text.
- Use a style of handwriting that is intelligible (even to you).
- Among other entries such as meetings, business trips, and training events, include your your own plans.
The most commonly-used electronic calendars are Lotus Notes, Outlook, and First today also Google calendar. All electronic calendars have their own particular features but in general all function in the same way.
Personal time-management in an organization where there are many employees is never only just personal – it is collective. An electronic calendar is a very good device for improving collective time-management. It is, however, of no use at all if it’s not used by the whole organization.
Tips on the use of an electronic calendar.
- Learn how to use your own electronic calendar
- Develop your own codes / the organization’s common codes
- Utilize color codes, if at all possible.
- Also record in your electronic calendars your own codes or codes you have coordinated with others for your own plan.
- By recording the times reserved in your plan for important tasks you can manage to realize your plan better and manage your time more effectively. Learn to politely say ‘No’. No matter whether your calendar is manual or electronic it cannot be regarded as an aid to planning if it remains simply as a book for reservations.
SUMMARY OF ORGANISATION OF TIME USE AND CALENDAR TECHNIQUES
- Monitor what you do and analyze the time you use for it.
- Record: what you do and when and why you are doing it.
- Record in your calendar your own plans.
- If the organization uses electronic calendars, set an example for how it can be used.
When using an electronic calendar:
- Learn how to use your own electronic calendar.
- Develop your own codes/ the common codes in use within the organization.
- Utilize color codes where possible.
- Record in your electronic calendars your own codes, or codes you have coordinated with others that are linked to your own plan.
When using a manual calendar:
- Use a pencil.
- Use characters and symbols to depict different events and operations.
- Use handwriting or text that you can decipher.
- In addition to recording meetings and negotiations, make a note of your own plans.
Next, let’s go into planning
‘Well planned is half done’ is a familiar expression. Even though we say this to ourselves, we don’t give a sufficient amount of time for planning. The reason often given for a lack of planning is there wasn’t enough time to plan. If you do not get as much things done as you would like to – turn to planning.