Introducing the IPPS System
What is a time management system?
To answer that question we have to first decide what ‘time management’ itself is. Obviously we cannot control time. Time just is. But we CAN manage what we do with it. We can focus on the things that matter most, balancing the need to be flexible with the need to get things done – and in particular with the need to get the RIGHT THINGS done.
In order to help us do this a time management system needs to do three things:
· Create
an overview of what the important things are and the
results to be achieved
· Sort out the priorities, separating the important things
from those that are merely urgent and helping you to
put first things first
· Help you
to plan your day, highlighting the things that Must
be done today, the
things that Should be done and the things that Could
be done, if there is time.
The IPPS System uses a funnel process. It builds a broad overview of what is important and divides these things into key areas which can then be filtered into your daily and weekly planning. This is a simple approach that takes least time, with a minimal amount of list writing, and still ensures that you are able to maintain a focus on your key results day by day.
OVERVIEW section
Holds an overview of what is important and what needs to be achieved, broken down into a set of key areas.
ACTION section
Summarises what needs to be done so that you are able to sort out what comes first.
SCHEDULE section
Integrates your priorities with your diary and helps you put together a plan for each day.
CONTACTS section
Gives you place to list things that you need to discuss with your regular contacts. It ensures that nothing is forgotten and gives you a record to keep of what was discussed and when.
INFORMATION database
Keeps all of your key information close to hand. Can be used in conjunction with your personal computer.
NOTES section
Somewhere to jot down notes at any time.
PHONE section
Your names and numbers filed behind a set of A-Z tabs.
