Time management

Mindcubate introduces a unique new productivity tool - The 80/20 Time Planner - 2012

This self help book is a collection of 9 powerful principles of leadership and personal growth designed as a management planner. Its carefully structured sections offer a range of productivity tools which managers can use in their professional and personal life.

Most managers operate based on a combination of gut feel and common sense. Because of their busy schedules, thry rarely get time to formally learn new management and planning concepts. Companies often try to expose their managers to management development programs - but most concepts learned are usually forgotten within a few days.

For managers to be able to learn new concepts, they need to use these concepts regularly. The 80/20 planner has been designed with this in mind - it is a portable training tool which managers can use for their every day planning.

Managers can use it at different levels. Advanced users can start with long term goals and mission statements. Others can start by using the Daily Tasks section as a simple To do list - but within the framework of the important urgent matrix. They can work their way up the levels as each principle gets internalized.

The Time Planner is divided into 9 sections covering different management concepts. Each section uses a set of powerful management tools and concepts to help you plan.

A. Section 1 to 4 : Planning Tools

1. Goals
Use Section 1 to set your goals. Goals give you direction - what you want to achieve. They help you to focus on the longer term. You can set goals for the month, the quarter or the year. Many people are unable to visualize in any specific terms what they would like to achieve in the next 6 months or year. Use this section to develop your long term planning skills both in your personal and professional life.

2. Weekly Results
Use Section 2 to plan the results you need to achieve for the week. Learn to distinguish between Results and Activities. Manage your time to focus on your contribution and avoid getting caught in the 'busyness' trap - where you are constantly busy but have no results to show at the end of the day.

3. Daily Tasks
Section 3 helps you to manage your time by prioritising your Daily To do list using the important/urgent matrix. Classifying all your tasks into one of the four sections of the matrix forces you to think. The matrix is a powerful planning tool which clarifies your priorities and helps you to distinguish between short term and long term payoffs.

4. Review
Section 4 helps you to review your own performance for the quarter. Compare what you planned to do with what you actually achieved. Doing this over a period of time will help you to understand where you are succeeding and where you are consistently failing. This feedback, done regularly helps you to understand what you are good at and in which areas you have low competence.

B. Sections 5 and 6 - Efficiency Tools

5. Time Management
Section 5 is a Time management tool which helps you to understand how you utilize your time. Use the tool to record and identify where your time goes and plan how to eliminate unproductive activities. Use this section once in every few months to identify and break time wasting habits

6. Manage Information
Managing information is one of the keys to working effectively and making informed decisions. Use Section 6 to periodically review your information collection and organising systems.

C. Sections 7 to 9 - Self Awareness tools

7. Identify your strengths
Use Section 7 to understand your strengths. You manage time optimally when you work to your strengths Most people don't know their own strengths. Periodically reviewing and examining how you work, what you find easy and what you find difficult to do will help you develop greater self awareness about your own talents, skills and strengths. This helps you to decide what areas you should get into and what types of work you should avoid.

8. Stretch Goals
Use Section 8 to set stretch goals every quarter The only way to grow is by moving out of your comfort zones. Unlike incremental goals, stretch goals require tremendous effort and are a major test of your skills. Stretch goals don't happen normally and most people rarely move out of their comfort zones. Make it a habit to set stretch goals regularly to develop your skills and strengths.

9. Develop new habits
Use Section 9 to identify habits you want to change and track it every day. One of the keys to effective time management is to eliminate unproductive habits. People make new year resolutions and give up on them within the first month. Changing habits and behaviour is not easy. It takes time and involves self management. Sudden dramatic changes are rare. The way to change habits is to move in small steps and practice regularly.

Management concepts
The planner is interspersed with short articles on important management concepts. The articles are meant to expose you to important ideas. Become aware of these concepts and enhance your learning with further reading. Understanding these concepts through a systematic process of reading and learning can save you years of effort. References to articles, books and websites have been included wherever possible.

Time management Guide
A detailed guide on how to optimally use the powerful tools in the Time Manager is available at the beginning of each section.

A multi level planning tool
The planner can be used at different levels. Sections can be used independently or together. Advanced users can start with long term goals and mission statements. Others may start with the Daily To do list and work their way through the other planning tools as each concept becomes a part of their daily planning routine.