It’s About Time
With this time-management system, you’ll turn your stagnant to-do list into a daily action plan. Get ready to start reaching important goals! by Judith Kolberg
People with ADD experience time differently than non-ADDers. Rather than a series of discrete moments following one another in predictable fashion, ADDers sense time as one long NOW. That’s great when it comes to solving problems and handling crises—and it certainly makes the day go faster. But the ADD way of experiencing time complicates things if you’re trying to complete the items on your to-do list.
My client Julia explained her time-sense this way: “Each day goes along like a rudderless boat, lurching through rapids, bashing up against rocks, and then finally landing on shore. I wind up completing only one or two to-dos from my list. It’s very frustrating.”
Day-Planner or PDA? In any office supply store, you’ll see all sorts of calendars: desktop pads, notebook-style day-planners, personal digital assistants (PDAs). Which is best for you? It depends upon your needs.
Let’s say you mostly have appointments, meetings, events, and other time-specific obligations, and relatively few to-do tasks. You should probably go with a calendar—nothing fancy, just one page per month.
If you have a lot of tasks, in addition to scheduled appointments, you’re probably better off with a day-planner or PDA. Most day-planners include a calendar, space to write your to-dos, and blank pages to write new ones that come up. And PDAs can be synchronized with a personal computer to supply bells and whistles—for example, e-mailing you reminders in advance of meetings.
Whatever type of calendar you select, make sure to use it. Keep it in one visible spot all the time, so you’ll remember to take it with you every time you leave the house. Try keeping it on a small table or shelf by the phone or the front door—or just leave it inside your purse or briefcase.
To accomplish everything you need to do each day with maximum efficiency and minimum hassle, you need more than a calendar or a to-do list. I’ve had clients who were meticulous about maintaining their calendars—and yet were habitually late to meetings and events, if they showed up at all. And I’ve had clients with to-do lists so long it would take them two lifetimes to get everything done.
What you need is my simple, three-step “system with a rhythm.” Here’s how it works:
Step 1: Create your master to-do list.
A master to-do list should capture everything that’s currently on your plate. I’m talking about big things, like planning a wedding or moving, all the way down to simple tasks, like hanging a picture.
To create the master list, gather all the reminders you’ve written yourself in recent days—the scraps of paper, sticky notes, napkins, envelopes, and so on—and compile them into a single list. Transcribe the list into a single word-processing document; a computerized master list is much easier to update than a master list on paper.
Each task added to your master list should be a simple one. By that, I mean something that takes only a single step—making a phone call, buying a hammer, or sending an R.S.V.P. This means you’ll have to break large-scale projects into smaller units. Instead of “buy new car,” for instance, create separate entries, such as “research options,” “calculate how much to spend,” “determine trade-in value of old car,” and so on.
Your master list might contain scores of tasks and events. Obviously, you won’t be able to do everything; you’ll have to set priorities. I recommend the “A-B-C” system: Mark high-priority items (things you absolutely must attend to) with an “A.” Lower-priority items get marked with a “B” (if I have the time) or “C” (fat chance).
Of course, you can use numbers (1-2-3), symbols (3 stars, 2 stars, 1 star), or colors (red-yellow-blue). One of my clients prioritizes her master list using the terms “Now,” “Later,” and “Parking Lot.”
Step 2: Prep your planner.
What you’re able to accomplish depends on how much time is available to you. Sounds simple, right? Yet many ADDers overestimate the amount of time they have—because they fail to recognize how many hours of each day are already “booked” with regular obligations, appointments, events, and tasks.
Sit down with your calendar, personal digital assistant (PDA), or daily planner, and enter all the time- and date-specific items, such as events, birthdays, anniversaries, due dates, meetings, or appointments, one week at a time. Schedule in all the daily and weekly chores you routinely do, as well—shopping for groceries, exercising, balancing your checkbook, and so on.
Once you’ve entered all your time-sensitive and everyday tasks in your calendar, you’ll be able to see, at a glance, how much time you really have to work with.
Step 3: Put it all together.
Now you have two things: a master list of everything you need to do AND a calendar that tells you how much time is available to you each day.
ADDers often have unrealistic expectations of what they can accomplish in a single day. But biting off more than you can chew sets you up for failure. To figure out your daily action plan, look at today’s page in your calendar or planner and then review the A- and B-priorities on your master list.
Estimate how many high-priority master-list items you can fit around your scheduled tasks. Ask yourself, “Given the things I already have scheduled today, is my plan practical?”
Consider these points:
· Plan to do less than you think you might be able to accomplish. That way, you’ll have a “cushion” in case you’re waylaid by heavy traffic, a sick child, or some other unforeseeable problem.
· Remember to leave enough time for meals, as well as travel to and from appointments and errands.
· Be sure that each day includes a mix of “high-brain” and “low-brain” tasks; if your day is taken up solely by things that are hard to do or that require lots of decision-making, you’ll be exhausted.
· Each day should include time outdoors; “green time” has been shown to improve focus and mood. Once the high-priority items and your scheduled activities are put together, you have that day’s action plan. You can write this list right onto your calendar or planner, enter it into your PDA, or write your list on a separate piece of paper.
As you go about your day, keep your day-planner or PDA handy so you can “capture” new to-do items as they occur to you. When you get home, transfer these to your computerized master list. Once a week or so, re-prioritize the items on your updated master list, and start the entire process anew.
With this system, you’ll be able to accomplish all of your A-priorities, and quite a few of your Bs. What about your Cs? Every once in a while, review your master list. You’ll probably decide that many of the Cs aren’t worth bothering with. That’s a good thing. After all, life isn’t entirely reducible to to-do lists.
Judith Kolberg is co-author of ADD-Friendly Ways to Organize Your Life and other books on organization (squallpress.net). She lives in Atlanta.
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