Penelope Loves Lists: In Time Management from the Inside Out, you talk a lot about different calendaring system options. What is YOUR method? What tools do you use for calendaring yourself?
Julie Morgenstern: For my calendaring method, I use a Time Map, which is a tool that I have been teaching my clients for years. A Time Map eliminates your need to multi-task, and puts you back in control of your days. It helps you to become proactive amid the swirl of demands that come your way. Simply put, a Time Map is a budget of your day, week, or month that carves out distinct times for each of the key departments of your life. Instead of feeling that you have to act on every request the minute it crosses your path, your Time Map guides you, helping you determine whether you have time to handle an unexpected task, how much time you will devote to it and when you will do it. When you don’t have a Time Map, you have no idea what to do when. Every day is a total free-for-all. You just say yes to whatever screams loudest, with no perspective on how to prioritize incoming requests, and when you should be doing things. Of course, this is what leads to multi-tasking…just doing things as they come at you.
A Time Map provides structure to your day — carving out regular time for what is most essential to you. Rest assured that a Time Map can be adapted to your personal style, whether you thrive on routine or variety, whether you have complete or only partial control over your day. Built around your own custom set of priorities and personal style, your Time Map reflects who you are and what is important to you.
PLL: What are your “hot spots”? What are the physical places or work issues you struggle to keep organized? How do you handle them?
JM: I would say that like everyone, my systems become challenged when my company grows. With each new service offering we develop, or for each division we add, my roles and responsibilities change, the information I need to track changes, and for a period of time, while in transition, my files, desk and even my schedule can become messy. Until you know exactly what your new role is, and the information you need to manage a new aspect of your business, it’s hard to create a system. So, with growth come periods where things are less buttoned down than I prefer to be. But, those periods pass, and then a new system is born.
Julie doing some organizing
PLL: In what form (online, notebook, etc.) do you keep your daily To Do list?
JM: I view my to-do list as an extension of myself, so it is very important that I have chosen the right system. I prefer a paper planner. These work best for “visual/tactile” people (i.e. those who find physically writing things out pen to paper helps them think and remember more clearly). Entering information into a paper planner is more instant than booting up an electronic device. Portability is essential for women on the go. Sometimes our work requires us to keep our schedules on the computer. If this is the case, combine these systems by printing out a planner sized version of your calendar each day, recording changes on the printout while out of the office. Update your computer schedule first thing each morning.
Having a single, reliable to-do system puts me in command of my days by providing a complete picture of everything I need to do. Prioritization is easier when I have full context. And I am more confident staying focused on the moment, when everything is present and accounted for.
PLL: What’s your favorite organization tool?
JM: I use a tool that I designed called the “Julie Morgenstern Balanced Life Planner” to keep me on track and balance my time between writing, speaking, running a business, being a mom, spending time with friends, and still dedicating some time just for me. This system gives helps me plan my days realistically so I feel excited, rather than overwhelmed, when I wake up. With this planner, I stay on track, create days that are meaningful, and connect my daily activities to my big picture goals.
Throughout my 20 years as a time management coach, I’ve found that there are certain key skills that make the difference between a day that feels in balance vs. out of balance. And those are the skills I teach my clients in one on one sessions to create meaningful and fulfilling days. In partnership with Franklin Covey, I wanted to design a planner that brought the coaching I do with my clients directly to you. The “Julie Morgenstern Balanced Life Planner” teaches you the 5 Gateway skills to staying in balance:
- Skill # 1-Time Estimating
- Skill # 2- The 4 D’s to streamline your to-do list
- Skill # 3-Group Similar Tasks
- Skill # 4- Creating a Time Map
- Skill # 5- Controlling the Nibblers
PLL: What does a typical Tuesday (or any weekday) schedule look like for you?
JM: On my Time Map, a typical day of the week is divided by distinct blocks of time. These blocks represent the key departments of work and my life. My schedule will generally look like this:
8:00 am – 9:00 am: Wake up, exercise, meditate, eat breakfast, feed my cats
9:00 am – 12:00 pm: Writing and creative time
12:00 pm – 2:00 pm: Touch base with staff and do media interviews
2:00 pm – 5:00 pm: Client Meetings
5:00 pm – 7:00 pm: Wrap-up and handle day’s requests
7:00 pm – 11:00 pm: Dinners out (business and leisure)
PLL: Are you working on something new? Can you give us a hint?
JM: I am working on some great new products that will help you stay organized. Stay tuned!
While we wait for Julie’s new products, let’s spend our time reading her latest book, SHED Your Stuff, Change Your Life: A Four-Step Guide to Getting Unstuck. I loved this book. It walks you through practical ways to break through whatever is keeping you from meeting your goals, whether it’s organization challenges or mental barriers.
I’m excited that Julie’s given me a copy of SHED Your Stuff, Change Your Life to GIVEAWAY to one of you. To qualify to be the randomly selected winner, tell me in the comments what it was that you liked about or learned from meeting Julie over the past week.
Deadline to enter is Friday, 9/10/10 at 9am PST.
- An Interview with Organizing Guru Julie Morgenstern: Part 1 – Up Close and Personal If you asked me the one person I’d most like...
- The Winner of the Julie Morgenstern Giveaway and a few more book recommendations And the randomly chosen winner of the copy of SHED...
- How This Penelope Stays Organized: an interview with Holly Bohn of See Jane Work It wouldn’t be an exaggeration to say that the office...
{ 63 comments… read them below or add one }
I am such a Julie fan! Her book, Organizing from the Inside Out has been invaluable to me and is worn from my re-reading it so many times! The one thing that most intrigued me in your interview was the idea of a Time Map. I am a visual and tactile person and the idea of a Time Map is completely fascinating to me! Must pick up the Time Management book pronto. Of course, if I win the latest book I will jump up and down with delight— I really need a kind and friendly shove to get un-stuck and I’m sure this would do it. Thanks for the interesting interview, great blog and terrific give-away!
i learned that instead of asking my daughter, “how many times have I told you to put your dirty clothes in your hamper?!!!!!!!” I might say, “Oh, i see you have a system……… dirty clothes on the floor; clean clothes on your bed.” I am sure she will think “Finally, mom’gets it!”
I liked Julie’s PEP idea. It was interesting to hear life broken into those three categories and keeping those balanced. It made more sense to me than other systems I’ve heard. And I’m really intrigued about this Time Map thing. I must learn about that!
How perfect for you to talk to and about Julie on this blog!
I luuuv her stuff — I saw her on TV years ago and then bought Organizing From The Inside Out that very day, and it changed my life, which sounds extreme or overstated, though it is not — days are easier when planned, and the endless to-do list doesnt make sense as doesnt feel like progress.
Am curious about the Balanced Life Planner – need to learn more!
I am not yet familiar with your work, but your time map sounds interesting. I love management things and I like the way you planned your day.
I was interested in the PEP idea – I’ve always followed the thought that we have to balance personal time and work time, but I love the way she puts it. Makes my “escape” time legit! I’d love to read her book.
I love Julie’s work! I was especially intrigued by the Time Map — budgeting our time much in the same way we do our money. It’s certainly more valuable than money! I also loved the fact that she’s a paper planner. I’ve been hassled by friends for sticking to my paper planners. Now, at least I know I’m in good company.
I loved the idea of a time map – i need to know more about her work!
I learned that she has some great tools on her website, such as the “Focus, Filter, Facetime…” worksheets, which have been great in helping me refocus on what I want to accomplish with my business. She also has a link to the Canon USA website in which she gives great tips about workspace there!
Thanks for this great interview! I appreciated hearing about Julie’s to-do list system… she is such an inspiration!
I feel like implementing some of Julie’s ideas will get me from feeling half-way balanced to more steady on an every day basis. I like the idea of grouping times and assigning them to different aspects of your life. Curious about the Time Map approach. I also have one of those “messy kids” who is OK with things ALL OVER THE PLACE (very unlike me). If I could make myself “ok” with it and focus on other strengths, that would make my day. Looking forward to reading her book.
As a new Mom I love her concept of estimating the time needed before taking something new on…..need to learn more about time nibblers!
I liked the reminder about the Time Map. I read the book when it came out, but my life is very different now, and I need to find time to read it again and really try to see if it will help with all I’m trying to do (finish PhD a.s.a.p., teach, take care of 2 very young children, see my husband occasionally, as well as the floor!)
I love the Time Map idea. I am an Executive Assistant to a very busy and self-reliant executive, so if I can work with her to take inventory of her days and prioritize, this would be life changing for her and definitely earn me a gold star.
I LOVE that she uses a paper planner! I am affirmed!!!
I’m a very organized person as well but my challenge is how to get my 5 year old daughter to start to realize the value of it. Any suggestions?
I’m curious about her time map idea and will have to look into that. Thank you for doing the interviews.
I love hearing that Julie herself wasn’t always as organized as she is now. I’m a Penelope through and through, but there are areas of my life that are much more difficult for me to keep organized than others. My Penelope-ness and perfectionist tendencies often make me feel as if I have failed those areas of my life. I also LOVED learning that Julie still uses a paper planner. I love my iPhone and my iCal but, as I told a friend earlier this week, you will pry my Franklin Covey Planner from my cold dead hand! I simply need to write my daily to do list and check it off. Kudos again on getting to interview Julie. For we Penelopes, this is like the Mothership has landed!
I, like the others commenting, agree that the PEP philosophy is intriguing as is time mapping. I’m a visual person and organized when it comes to “stuff,” but not my time. (At least, not as much as I would like to be.) Thank you for introducing me to Julie Morgenstern and her organizational prowess.
I learned that there are 3 ways to break out your time. I am constantly struggling in one area, and by changing my paradigm, I hope to now achieve the balance I am striving for in all areas! Great interview! Thanks
I adore everything that Julie has done, and am excited for what will come!
I think the most refreshing thing is that Julie is human! When things get crazy in her life, sometimes things get disorganized. It reminds us that no matter how nuts we are about being perfectionists, it’s okay that things and systems don’t work 100% of the time.
I use the Franklin Covey planning system (via my iPhone) and I would love to hear more about Julie’s system – especially the 5 Gateway skills she mentioned in the interview. One thing Julie shows in her planning system is that she provides a time estimate for how long her tasks are going to take. This is so simple and seems so obvious, and yet I never thought to do this. This will really help me become more realistic in my planning!
I liked how Julie broke her day into blocks of time versus trying to get a minute-by-minute. As a Penelope w/ a toddler and a pre-schooler, I often find myself trying to schedule down to the minute only to find myself frustrated because I get behind. Having blocks of time would be a better way of organizing time so that there is freedom for indulgences within the block if I finish my task(s) early.
I enjoyed learning about the time map. I also liked the fact that she isn’t perfectly organized all the time either. It gives me hope.
I want to learn more about her Balanced Life Planner. That is a hard thing to do with a husband and 3 kids in 3 different schools. I looked at her day and it looked so simple to me. I think I probably make mine harder than it has to be. Would love to learn more about her methods!
I loved reading about how to more effecitively manage time. With today being the first day of school, it’s a whole “new” schedule for myself and my kids. I am determined to get on a schedule and keep it. THis includes keeping up my paper planner (I don’t have electronic) and turing the computer off at a set time each night.
While my husband and every one in my office thinks I’m marvelously organized, I always feel out of control. I’ve just discovered that I am a Penelope and now, a Julie fan, too! I keep an electronic calendar, a Franklin Covey AND a notepad that I carry in my purse. RIDICULOUS.
I need to read Julie’s book to discover how to consolidate and save myself a lot of time and mental energy!
I loved reading her interview – and am intrigued by her Time Map!
I got a lot out of these two interviews, the most memorable being the idea of a time map, prioritizing important things—I am obsessed with my to-do list, but the problem is, all tasks kind of look the same, regardless of how important or time-consuming they are, “write manuscript” takes up the same space and importance on the to-do list as “make hair appt”.
Thus, I can cross two or three inconsequential things off my list and feel good, even though the one thing left is actually the most crucial… I am going to have to put “make time map” on my list for this week!
I was also fascinated about her take on children & organization. i think it can extend to adults, too…refrain from being patronizing and saying “you are so unorganized”, when in fact, they may have found a system that really works for them, their work, their family….
I would LOVE to read the book
Wow, I learned a lot!
First I wasn’t aware that you could actually take control of the nibblers. My day is full of them! Even after making a plan on what I will work on when, I lose the battle to other people’s priorities and unfortunately, I do wind up managing the immediate things and not working on the items that will bring me the greatest reward or stress relief.
Second, I learned that Julie works with Franklin Covey to provide her system to the rest of us. Since I’ve never heard of a time map until today, definitely something I’ll be checking out.
Third, I relearned something. That you should always encourage the best of people from this article, specific to what organizational skills they are strong in, instead of pointing out areas of improvement.
Fourth, I learned that all things can be improved upon it just takes time and patience, and even dealing with new responsibilities.
And fifth, I learned I’m a Penelope! I wasn’t sure until I really started relating to all the various articles, situations, and tips. Now I know I’m one, so just call me Penelope Lissa.
It was nice to hear that Julie still uses a paper planner, too. I often feel “left behind” not using my ipad/blackberry/outlook calendars…as if I am not adapting to new technology…but I never feel as organized as I do with my paper to do list and calendar. Great article! Am a new Penelope, just discovered site last week…keep up the good work!
I appreciated the reminder from Julie to use the positives with teaching organizing to my children- reinforcing the things that are working. At the end of a long summer, we have all slipped into some habits we need to change, including mom.
I am very intrigued by the Time Map, I want to learn more about it.
I love the idea of the time map and breaking your day into chunks. With the kids back in school and a little more structure to our day I am going to use this.
I am always thankful to be reminded to be POSITIVE with my children as they develop their own organizing preferences and strategies. My kids are still young (almost 2 and 5) but they are already showing distinct tendencies.
And the note to myself that is ringing true at the moment is that things always get messy during transitions and that it’s natural to have to settle into a new role before retooling your system. We have a new baby on the way and my son has (pre-K) homework for the first time so things are certainly in transition. I HATE the out of control feeling that gives me and am relieved to hear that even the most influential of organizers feels and seems a bit lost in times of transition.
I found the idea of recognizing my childrens’ organizational patterns something interesting to consider!
I liked hearing that as things change, she occasionally has periods of having a messy desk! I have read the first two books, and have used many of her suggestions, but when you think you are faltering, it’s nice to hear that even Julie’s desk doesn’t look perfect in the midst of changes.
I was a JM fan many years ago and this 2-part blog reminded me of that. Now I’m inspired to read her books (again) and put my organization-loving hat back on! I liked what she wrote about daily planning (on paper) and I will definitely be checking out the “Balanced Life Planner”she helped create. Thanks!
I learned that she also has not always been perfect (loved the story of how she’d be overwhelmed when trying to clean her room as a teen). And she doesn’t have a time block for cleaning, cooking, grocery shopping – so maybe she is not a perfectly perfect wonderwoman … and it is okay if I’m not either
I identified with the way she cleaned her room. I do that now with my house. It’s good to know that she could overcome and become what she is today. I need to know how so I can become organized.
The concept of creating a time map is so intriguing. I often feel overwhelmed, not by day to day tasks, but by accomplishing those tasks without moving toward larger goals. And yeah, the messy teen advice is right on.
I’ve liked Julie’s concepts since I read Organizing from the Inside Out years ago. I’ve had a lot of trouble putting things into practice, it’s always a work in progress, although it’s hard to see the progress. I did not know she had her own planner, I will have to check it out.
I liked the Time Map she mentioned and would like more info about it. I’d love to have Julie spend a week at my house helping me get organized!
I like that Julie is a to do paper list gal. I keep my to do list on paper as well and it’s nice to know an expert does it too.
Thanks for these posts- I just got her books from the library!
Love the idea of a time map- having a plan versus multiple-tasking the stuff that crops up. I was also affirmed by Julie’s comments on having a paper planner versus electronic.
Great interview! As an aspiring Penelope, I am always tweaking my habits. I’ve ordered Organizing From the Inside Out, and can’t wait to dig into it! I was also pleased to read that Julie wasn’t always as organized as she is today. There’s hope yet!
Thanks for the interview! I love that she uses a paper to-do list. I’m a visual/tactile individual, as well. No matter how many electronic calendars and to do lists call for my attention and tease me with their coolness, I always naturally gravitate back to the pen and paper – where I am most happy and at peace with keeping it all together. Julie offered up some great bits of information here.
I loved learning about the Time Maps! I seriously need to refine my approach to time management… It seems like I’ve already been doing the basic theory, but I’m intrigued about her tips to help streamline my day. I’m definitely a “bably” Penelope, but I’ve seen the light! I’m familiar with her work (I have a few years of half-used Franklin Covey experience) & I’d love to read her book and get a jump start!
The topic that I liked best here, was how she talked about maintaining a time map, I have been doing that for some time now and it works tremendously well.
Love from Toronto, Canada