Feeling swamped? Wondering whether you’ll remember where you need to go and what you need to do when you get there? Worrying that you might be forgetting something important? Well, you’re definitely not alone. And even though many time management experts say we’re not actually busier than ever these days, it certainly feels that way!
In today’s fast-paced and demanding work environment, staying organized and maximizing efficiency is crucial for success. And yes, you’ve heard it before…one of the most helpful tools available for managing your workload is a personal work planner. The right planner can help you to set goals, prioritize tasks, track your progress with projects, alert you to meetings and deadlines, and in general, put your mind at ease.
Of course, finding the perfect planner will depend upon your needs. Are you a student? Good news! There are almost countless academic planners available. Ditto if you’re a teacher, a world traveler, or a CEO. If you haven’t googled planners lately, you’re in for a happy surprise: there’s something for everyone! In this article, let’s walk through the process of creating your very own personal work planner that best suits your needs.
Physical vs. digital
First things first. The “physical vs. digital” decision is probably the most important choice you’ll need to make as you work your way through all the options. Choosing the right format for your work planner is key, and each one has its own benefits.
A digital planner allows you to effortlessly sync your calendar across all your electronic devices, bringing everything into one place. It’s also easy to make changes. No crossing out, erasing (whatever happened to Wite-Out®?), or tearing out pages—a few clicks and you’re finished. You can share your calendar with co-workers, friends, and family members, and—one of my favorite features—you can engage alerts that let you know when you’re due at a meeting. (My iPhone calendar alert has saved me more than once or twice!)
However, for those of us looking to reduce our ever-increasing screen time, a physical planner can be a great choice. And before you dismiss the good old-fashioned pen and paper method as “so, so, sooo yesterday,” stay with me for a bit. There are so many advantages to be found in this option.
Physical planner users usually report having a total love affair with their planners. (I’m actually one of those people, even though I also use an electronic planner.) Give them a chance, and they’ll tell you about the satisfaction they get from physically crossing things off of their to-do lists, or the thrill of moving finished work projects to a “completed” section, or how beautifully their ball point pen glides across the smooth paper of their custom-designed work planner. (The pen-on-paper experience can feel reminiscent of our school days, providing a comforting feeling of nostalgia.) Furthermore, there are times when physical planners are simply quicker and easier to use. No stumbling around trying to access your notes from last year’s business conference or attempting to relocate a meeting from one month to the next. Flip to the correct page, grab your pen, and voila! Mission accomplished. Physical planners don’t require an internet connection or even a power source, and they’re completely customizable. What’s not to love?
Don’t get me wrong. I love my electronic planner for many specific reasons, but because I’m such a big fan of including a physical planner in our arsenal of organizational tools, let’s focus on them for a bit longer.
Research different planning styles
Deciding what to track and how to track it is a very personal choice. There are almost endless ways to organize your planner to fit your requirements, so it’s important to do some research before you get started. Having a clear idea of what you want to include from the start will make the process a lot less overwhelming. Google “styles of personal planners” (I just did), and you’ll find many helpful articles to guide you through the process.
However, if you’re pressed for time, here’s a quick tutorial: minimally, your planner should include a to-do list, a section for goals and achievements, and a calendar. These three simple elements will provide some essential structure if you’re stuck with where to start and can always be changed or added onto in the future.
Customize your planner
Now for the fun part – making the planner reflect your personality. Here’s an opportunity to express your creativity, and to produce something that you’ll actually want to use. Whether it’s decorating the page borders or adding digital graphics, putting your own touch on your planner is a great way to encourage yourself to make use of it.
Of course, it’s not only about making your planner look nice, although research suggests that you’ll be more likely to use any tool (think kitchen blender, garden watering can, or electric tooth brush) if you enjoy interacting with it. Attractiveness aside, it’s important to consider the pages and sections that you include, keeping in mind that what works for one person may not work for another. For example, if you’re a teacher, you may need a section for tracking lesson plans. If you’re a sales associate, a calendar that shows your hour-by-hour appointments is probably a must-have. This is one instance where it really is “all about you!”
Here comes a big caveat: as you begin to research your physical work planner, you’re going to find a vast array of products…as well as some startling price points. Trust me, you do not need to purchase a super expensive, uber-complicated planner system in order to become organized and productive! Find a reputable planner company and start with the basics. Remember, you can always add bells and whistles as you learn more about your work habits.
Be open to making changes
It’s human nature. We sometimes start something only to find that it doesn’t really work as we intended. When creating your personal work planner, it’s easy to get caught up in designs without considering the hard-core practicality of each section. For instance, let’s say you made your best guess as to how you wanted your “daily tasks” section to look, but now you’re finding that a different format would serve you better. Well, there’s an easy solution…
If you find that your planner doesn’t quite work the way you anticipated, change it! Don’t be afraid to modify a section, or even to start again from scratch. You won’t be motivated to use your planner if it’s proving to be inconvenient or tiresome. So, rather than giving up on your planner altogether, try a few revisions and alterations.
Conclusion
Physical work planners can produce outstanding results if they’re used in a way that works for you. The best way to find out is to design one, try it out for a few months, and see whether you like it. And who knows? You just might become more productive, better organized, or simply happier with your well-regulated life!