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14 Time Management Templates to Help You Get Organised

14 Time Management Templates to Help You Get Organised

Time Management is the skill that unlocks all other skills. Plus, if you want to get ahead better, time management will help. If you want a better work or life balance, time management is the answer. If you want to feel less overwhelmed and more in control, managing your time better is the answer. At the heart of more effective time management is a time management system and supporting that is a set of lists. These time management templates can help you to create those lists.

If your best friend were to use your time management system, what would she/he say?

Reading this article you are likely to fall into one of 3 groups;

  • Those in Denial – ‘I am so busy there’s no way I’ve got time to improve my time management.’
  • Those in Ignorance – ‘My time management system has been working fine for 15 years.’
  • Those in Need – ‘If this can help I’ll give it a go because I’m sure I can make some improvements.’

Appealing to the ‘Those in Need’ group, these time management templates will help. They are simple, practical and you can use them straight away. If you had the time you would have created similar templates. It’s hard when you are in the trenches.

My passion is to help others and being an avid student and trainer of time management for 14 years I wanted to share some of what I had learnt. Learnt the hard way so you don’t need to.

How to Use Each of The 14 Time Management Templates

The templates are designed in order of how they need to be used. The first is the toughest, Key Result Areas (KRA) and then they get progressively easier. For example, the ‘Daily To Do List’, the ‘Projects List’ and the ‘Weekly Evaluation’.

1. Key Result Areas Time Management Template

Imagine the football team you support, or if you don’t have one, a team that a friend supports, or just one that you’ve heard of. Mine is Oxford United (Cue the gentle abuse!). Oxford United’s KPI (Key Performance Indicator) is likely to be to win the league. This a team target that everyone in the team aims to achieve. This target is not for an individual. Oxford United might win the league, but did every player ‘pull their weight’? This is where KRA’s are important. A Key Result Area (KRA) is an individual target. The idea is that if each person works towards achieving their KRA, the team should achieve their KPI. Coming back to our football team, the goalie’s KRA might be a ‘clean sheet’. The Striker’s KRA is to score one goal per game, and the Defender’s KRA is to win 80% of they tackles. What is your KRA?

Action: Complete your KRA’s using time management template #1 so that you now why you are on the payroll – KRA’s.

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2. Daily To Do List Time Management Template

This time management template is the easiest to understand because it just requires a list of what you are going to do each day. The challenge is that many people write a continuous to do list and not a to do list for each day. Having a to do list each day focuses the mind. If you don’t have a to do list each day two things tend to happen. First, you’ll be stuck in your email inbox because that makes us think that we are working hard and therefore ‘busy’. Second, someone else will fill your day with tasks if you haven’t chosen the tasks yourself. These tasks might come in the form of emails, a bosses’ request, or actions that you receive in a meeting. ‘Have a plan each day or someone will have one for you’. A Daily To Do List is the foundation of every time management system. Use this template each day.

Action: Complete a list of what you will do tomorrow using time management template #2 so that you have your plan – The Daily To Do List.

3. Projects List Time Management Template

Very few people have a ‘living and breathing’ Projects List. Some have one, but it was written once and has not been updated since. A Projects List is a means of knowing what the big stuff is. Those things that will make the biggest positive impact on our KRA’s. It is the connection between the Daily To Do List and the reason that you are on the payroll, which is the Key Result Areas. By having a Projects List you have transparency of the big and important stuff. Research tells us that each person has between 50 and 70 projects on the go at any one time (Home and work). This template just asks for 14.

Action: Complete a list of projects that you are working on by using time management template #3 to keep track of the ‘big stuff’ – The Projects List.

4. Meeting Actions Time Management Template

Meetings are the necessary evil of any knowledge worker. We cannot get away from them. They seem to be where the hours are lost and nothing is achieved. One of the key reasons for this is that the actions are either not captured, or not captured well enough to make anything substantial happen. Of course meeting objectives, the right attendees, focus, etc., are all valid reasons too. This template starts with getting the actions captured. This is because by having clear actions captured, people will have no room to wriggle by saying, ‘I thought he was doing that’, ‘Or what did that action mean?’, or ‘I only got the actions yesterday. The meeting 2 weeks ago’.

Action: Complete time management template #4 so that you can increase the likelihood of actions being completed – Meeting Actions.

5. Waiting for List Time Management Template

You delegate to people. People above. People Below. People to the side. How do you keep track of who you have asked to do what by when? A Waiting For List helps you to keep track. This template provides a place to park what you have asked to be done so that you don’t keep hounding the person and so that they were clear when you wanted the task completed by. And so that, of course, you don’t forget. The key to a successful Waiting For List is to assess it. This might be every day whilst it is a new piece in your time management system. ‘Further down the road’ it might only be at the start and at the end of the week as you become comfortable using this template.

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Action: Complete a Waiting For using time management template #5 so that you are in control of what you have delegated – Waiting For List.

6. Distraction List Time Management Template

One of the biggest challenges of time management, and especially in an open plan office, is starting a task and completing it. Learners on our time management training course tell us that this is the reason that they feel like they get nothing done. Part of the reason for this is that knowledge workers have to juggle so many balls. Partly it is because we procrastinate because we don’t ‘like a task’. Mainly it is because they do not having a structured way of deal with wandering thoughts. A ‘Distraction List’ is a simple template that you would keep on your desk. Then, as you focus on one task and then thoughts come into your mind you write them down, get them out of your head, enabling you to get back to the task in hand. Over 50% time is added to a task by not starting and completing it in one go. Print and keep this template on your desk or keep it open on your screen.

Action: Complete Distraction List time management template #6 so that you can stay focused on completing one task from start to finish – Distraction List.

7. Weekly Goals Time Management Template

Imagine a sales team with no sales target, or Oxford United’s football team going out to play each Saturday ‘just for a kick about’. It’s the same with time management. You probably have targets (KPI’s and KRA’s) for the year or the quarter. These templates challenge you to have goals for the week. At the start of the week this templates asks, ‘If you were to look back at this week, what would you be pleased to have achieved?’. By writing down our goals for the week it helps us to focus on what is important as we get ‘stuck in the trenches’ of emails, phone calls, and meetings. Ideally the weekly goals would make a positive impact on the priority projects, which in turn make an impact on your KRA’s, which make an impact on the KPI’s. If this happens you have a steel chain of links running right through your time management keeping it connected and strong.

Action: Complete your Weekly Goals for this week so that you have identified what you want to achieve using time management template #7 – Weekly Goals.

8. Weekly Evaluation Time Management Template

At the start of the week you have completed the ‘Weekly Goals’ template with the 7 things that you want to achieve that week. At the end of the week it makes sense to see how you did. The Weekly Evaluation template asks whether you achieved those weekly goals with a simple tool called, ‘PMI’ – Positive, Minus, and Interesting. At the end of the week you write 3 things that were positive about the week, 3 things that were minus, or not so good about the week, and 3 things that were interesting about the week. For example, ‘P: Great meeting with new client ABC’, ‘M: Only achieved 4 out of 7 goals’, and ‘I: Two of my team off sick’. The last box asks you to then take one time management action having evaluated your week, e.g. ‘I will schedule into my diary 1 hour per week for the XYZ project.’

Action: Complete the Weekly Evaluation so that you know if you achieved your Weekly Goals using time management template #8 – Weekly Evaluation.

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9. Monthly Goals Time Management Template

Similar to ‘Weekly Goals’. This template prompts you to write the big things that you want to achieve that month.

10. Monthly Evaluation Time Management Template

The ‘Monthly Evaluation’ time management template asks you to evaluate the goals that you wrote on the ‘Monthly Goals’ template.

11. Annual Goals Time Management Template

The ‘Annual Goals’ template completes the series of Goals; Weekly, Monthly, and then Annual. The challenge with setting annual goals is to make them big enough to warrant being an annual goal, yet not too big that they might be ‘life goals’. Life goals are not discussed within these templates.

12. Annual Evaluation Time Management Template

Completed in January, the ‘Annual Evaluation’ is about looking back at the year gone. Identifying what worked, what didn’t work, and the lesson learnt for writing the next year’s annual goals.

13. Some Day Maybe List Time Management Template

This template is essential to achieve one of the key mindsets of an effective time manager. The mindset is summed up best by the phrase, ‘The most successful people are the ones with the empties heads’. The Daily To Do List and the Projects List are great templates for managing our immediate and big tasks. The Some Day May Be List is a place to put all those things that you want to do, but they’re just not urgent or important now. Some examples might be, ‘Filing all the home documents’, ‘Get a pension’, ‘Write a succession plan for the company’.

Action: Complete the Some Day Maybe List so that you have a place to put ‘everything else’ using time management template #13 – Some Day Maybe List.

14. Project Time Management Template

The average knowledge worker manages projects and if they are honest with themselves their experience of managing projects is just what they have self-taught. They may have heard of big IT projects managed with Gantt charts or qualifications like Prince2. Yet, they yearn for something simple that gives them control without being too cumbersome to use. This one page template helps you to manage your important projects better by preparing better and avoiding the main reasons why projects fail.

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Action: Complete the Project Time Management Template #14 to prepare better for important projects and to keep them on track – Project Template.

Download and Use These Time Management Templates

Download these 14 Time Management Templates to use with a pen and paper.

Download these 14 Time Management Templates to complete on-screen.

Begin by incorporating one of these templates into your time management system. Then another a week later, until you are using the template habitually. It takes 21 times to form a habit. You can now get more organised. Good luck!

Featured photo credit: Sonovate via sonovate.com

More by this author

Darren A. Smith

Founder of Making Business Matter - Training Provider to the UK Grocery Industry

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Last Updated on September 16, 2019

How to Stop Procrastinating: 11 Practical Ways for Procrastinators

How to Stop Procrastinating: 11 Practical Ways for Procrastinators

You have a deadline looming. However, instead of doing your work, you are fiddling with miscellaneous things like checking email, social media, watching videos, surfing blogs and forums. You know you should be working, but you just don’t feel like doing anything.

We are all familiar with the procrastination phenomenon. When we procrastinate, we squander away our free time and put off important tasks we should be doing them till it’s too late. And when it is indeed too late, we panic and wish we got started earlier.

The chronic procrastinators I know have spent years of their life looped in this cycle. Delaying, putting off things, slacking, hiding from work, facing work only when it’s unavoidable, then repeating this loop all over again. It’s a bad habit that eats us away and prevents us from achieving greater results in life.

Don’t let procrastination take over your life. Here, I will share my personal steps on how to stop procrastinating. These 11 steps will definitely apply to you too:

1. Break Your Work into Little Steps

Part of the reason why we procrastinate is because subconsciously, we find the work too overwhelming for us. Break it down into little parts, then focus on one part at the time. If you still procrastinate on the task after breaking it down, then break it down even further. Soon, your task will be so simple that you will be thinking “gee, this is so simple that I might as well just do it now!”.

For example, I’m currently writing a new book (on How to achieve anything in life). Book writing at its full scale is an enormous project and can be overwhelming. However, when I break it down into phases such as –

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  • (1) Research
  • (2) Deciding the topic
  • (3) Creating the outline
  • (4) Drafting the content
  • (5) Writing Chapters #1 to #10,
  • (6) Revision
  • (7) etc.

Suddenly it seems very manageable. What I do then is to focus on the immediate phase and get it done to my best ability, without thinking about the other phases. When it’s done, I move on to the next.

2. Change Your Environment

Different environments have different impact on our productivity. Look at your work desk and your room. Do they make you want to work or do they make you want to snuggle and sleep? If it’s the latter, you should look into changing your workspace.

One thing to note is that an environment that makes us feel inspired before may lose its effect after a period of time. If that’s the case, then it’s time to change things around. Refer to Steps #2 and #3 of 13 Strategies To Jumpstart Your Productivity, which talks about revamping your environment and workspace.

3. Create a Detailed Timeline with Specific Deadlines

Having just 1 deadline for your work is like an invitation to procrastinate. That’s because we get the impression that we have time and keep pushing everything back, until it’s too late.

Break down your project (see tip #1), then create an overall timeline with specific deadlines for each small task. This way, you know you have to finish each task by a certain date. Your timelines must be robust, too – i.e. if you don’t finish this by today, it’s going to jeopardize everything else you have planned after that. This way it creates the urgency to act.

My goals are broken down into monthly, weekly, right down to the daily task lists, and the list is a call to action that I must accomplish this by the specified date, else my goals will be put off.

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Here’re more tips on setting deadlines: 22 Tips for Effective Deadlines

4. Eliminate Your Procrastination Pit-Stops

If you are procrastinating a little too much, maybe that’s because you make it easy to procrastinate.

Identify your browser bookmarks that take up a lot of your time and shift them into a separate folder that is less accessible. Disable the automatic notification option in your email client. Get rid of the distractions around you.

I know some people will out of the way and delete or deactivate their facebook accounts. I think it’s a little drastic and extreme as addressing procrastination is more about being conscious of our actions than counteracting via self-binding methods, but if you feel that’s what’s needed, go for it.

5. Hang out with People Who Inspire You to Take Action

I’m pretty sure if you spend just 10 minutes talking to Steve Jobs or Bill Gates, you’ll be more inspired to act than if you spent the 10 minutes doing nothing. The people we are with influence our behaviors. Of course spending time with Steve Jobs or Bill Gates every day is probably not a feasible method, but the principle applies — The Hidden Power of Every Single Person Around You

Identify the people, friends or colleagues who trigger you – most likely the go-getters and hard workers – and hang out with them more often. Soon you will inculcate their drive and spirit too.

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As a personal development blogger, I “hang out” with inspiring personal development experts by reading their blogs and corresponding with them regularly via email and social media. It’s communication via new media and it works all the same.

6. Get a Buddy

Having a companion makes the whole process much more fun. Ideally, your buddy should be someone who has his/her own set of goals. Both of you will hold each other accountable to your goals and plans. While it’s not necessary for both of you to have the same goals, it’ll be even better if that’s the case, so you can learn from each other.

I have a good friend whom I talk to regularly, and we always ask each other about our goals and progress in achieving those goals. Needless to say, it spurs us to keep taking action.

7. Tell Others About Your Goals

This serves the same function as #6, on a larger scale. Tell all your friends, colleagues, acquaintances and family about your projects. Now whenever you see them, they are bound to ask you about your status on those projects.

For example, sometimes I announce my projects on The Personal Excellence Blog, Twitter and Facebook, and my readers will ask me about them on an ongoing basis. It’s a great way to keep myself accountable to my plans.

8. Seek out Someone Who Has Already Achieved the Outcome

What is it you want to accomplish here, and who are the people who have accomplished this already? Go seek them out and connect with them. Seeing living proof that your goals are very well achievable if you take action is one of the best triggers for action.

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9. Re-Clarify Your Goals

If you have been procrastinating for an extended period of time, it might reflect a misalignment between what you want and what you are currently doing. Often times, we outgrow our goals as we discover more about ourselves, but we don’t change our goals to reflect that.

Get away from your work (a short vacation will be good, else just a weekend break or staycation will do too) and take some time to regroup yourself. What exactly do you want to achieve? What should you do to get there? What are the steps to take? Does your current work align with that? If not, what can you do about it?

10. Stop Over-Complicating Things

Are you waiting for a perfect time to do this? That maybe now is not the best time because of X, Y, Z reasons? Ditch that thought because there’s never a perfect time. If you keep waiting for one, you are never going to accomplish anything.

Perfectionism is one of the biggest reasons for procrastination. Read more about why perfectionist tendencies can be a bane than a boon: Why Being A Perfectionist May Not Be So Perfect.

11. Get a Grip and Just Do It

At the end, it boils down to taking action. You can do all the strategizing, planning and hypothesizing, but if you don’t take action, nothing’s going to happen. Occasionally, I get readers and clients who keep complaining about their situations but they still refuse to take action at the end of the day.

Reality check:

I have never heard anyone procrastinate their way to success before and I doubt it’s going to change in the near future.  Whatever it is you are procrastinating on, if you want to get it done, you need to get a grip on yourself and do it.

More About Procrastination

Featured photo credit: Malvestida Magazine via unsplash.com

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