Weekly Planner

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The Weekly Planner is a form designed to implement the principles of effective personal management contained in Habit 3, Put First Things First. It provides a way for you to live your mission statement. It integrates all of your activities: those valuable Quadrant II (Q2) activities that are important but not urgent, your routine commitments, and the normal “to do” items we all deal with.

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1. Connect to Mission: Write or Summarize PMS Weekly Planner Six Step Planning Method 1. Connect to Mission 2. Review Roles 3. Identify Goals For the Week of: February 27-March 5 DONE Sharpen the Saw Goals Physical: Work out at least 5 times Mental: Keep up with school work Spiritual: Church on Sunday Social: Go out with friends at least once Role 1: Daughter Q2 Goal: Ask Momma to lunch and pay for her meal. Cook a meal at home for Daddy Role 2: Sister Q2 Goal: Set aside some time to help Jeremy with any troubling schoolwork Mon 27 Wed 1 Thu 2 Fri 3 Sat 4 Sun 5 6 Go to Gym Work out 7 Go to Gym Work out Go to Gym Work out 8 9 Psy 101 Class Psy 101 Class Psy 101 Test # 3 Church 10 Help with lab setup Lss 300 read chapter for week 8 Lss 300 watch videos for week 8 Lss 300 make initial post to DB Lss 300 make responses to DB 11 Take Jeremy to lunch Bio 300 laboratory workstudy Meet Sarah at BK for study session Bio 300 laboratory workstudy Take Jeremy to lunch 12 Meet KZ for ILL and term paper Bio 488 research class time Begin work on Psy 101 paper Bio 488 research class time Bio 401 Class Lunch date with Momma Bio 401 Test # 2 Lunch date with Momma? Bio 401 Lab Mat 114 class 1 Role 3: Student Q2 Goal: Set aside time to study for my midterm tests later this week. Begin researching my Psy term paper Tue 28 4. OrganizeWeekly 5. Daily Integrity 6. Evaluate 2 Give Jeremy a ride home 3 Wash Car Work or finish Psy 101 paper for after SB Bio 401 class Mat 114 class Go to Gym Work out Give Jeremy a ride home Lss 300 finish and submit wk 8 paper Go to Gym Work out 4 Role 4: Friend Q2 Goal: Get together with Sarah to study together for our Biology midterm Study for Bio 401 test 5 6 Work with Jeremy on school 7 Role 5: Work-study Q2 Goal: Set aside time to help Dr. Brookman set up the lab practical 8 Study for Bio 401 test Study for Psy 101 test Cook family dinner for Daddy Work with Jeremy on school Family Time Clean apartment and do laundry Work with Jeremy on school Go out with friends Go out with friends Family Time 9 Pay bills and balance checkbook 10 Work on tax return Go to Gym Work out Lss 300 begin week 8 paper Work on tax return Lss 300 do weekly planning Guidance for the Weekly Planner The Weekly Planner is a form designed to implement the principles of effective personal management contained in Habit 3, Put First Things First. It provides a way for you to live your mission statement. It integrates all of your activities: those valuable Quadrant II (Q2) activities that are important but not urgent, your routine commitments, and the normal “to do” items we all deal with. Our reading and video material explain the Weekly Planner. The form used here is adapted from a slightly different one presented in the text on pages 162 to 170. The planner follows the “SixStep Process” that is presented in the text and in Video D of Habit 3, titled “Six-Step Process.” When you look at the form, you see the steps of the “Six-Step Process” listed in the upper right hand corner. In the top center of the form is a space for you to indicate the week you are planning, such as: March 25-31, 2013. Space is also provided next to each day of the week for you to write in the number of the date. The detailed guidance below takes you step-by-step through the six steps and tells you how to complete the Weekly Planner. Step 1: Connect to Mission. This means to read and briefly reflect on your Personal Mission Statement. In the upper left hand corner of the form a small space is available in which you could write your mission statement, or you could simply put a check mark there to indicate that you did take a few minutes to read it and think about it. I am always surprised by how meaningful these few minutes are. It’s like reminding me of what is important. And who determines for you what is important? You do! That's what the mission statement is. Step 1 should take about 3 minutes. Don’t skip it! Step 2: Review Roles. These are the roles you identified in the 80th birthday legacy exercise of Habit 2. Some of your roles could be: student, mother, daughter, employee, husband, athlete, and so on. Five boxes are on the left side of the form: “Role 1,” “Role 2,” and so on. In the space provided at the top of each of these boxes you need to write your roles, one role per box. You can combine roles, if needed. For example, husband and father could be combined into one role called “family member.” For Step 2 you are just writing the roles. This should take 1 to 2 minutes. Roles can change. If the baseball season just ended, perhaps you no longer need to have the role of “Team Member.” That is why you take a minute or two to review roles. If you have not learned about Habit 7 yet, ignore the box titled “Sharpen the Saw” for now. That box refers to Habit 7. Once you learn about Habit 7, you can use that box as discussed below. Step 3: Identify Goals. 1 This step is very important. In the space provided in each of the 5 boxes on the left beneath the roles is indicated “Q2 Goal.” This refers to Quadrant II of the Time Management Matrix in Habit 3. Quadrant II contains those items that are important but not urgent. A Q2 goal is something that would have a wonderful effect in that role. Q2 goals are not simple “to do” tasks, like wash the car, or go to the store. A Q2 goal is something special, such as: write a special note to my wife; take my daughter to the movies; telephone my mother; start the research on that term paper due next month. Where do these goals come from? From your mission statement! Identify one Q2 goal per role and write them in each of the 5 boxes. You need to reflect on your roles and develop some “high payoff” Q2 goals. Remember, these are not routine items like attend class, be on time, do all of my homework, etc. Those are expected. Q2 goals are very special items that we know would be great, but we just never get around to doing them. If you are using the “Sharpen the Saw” box, identify one Q2 goal for each of the four dimensions of personal renewal and enter them in the space provided on the left. This step will take some time. It may take 5 to 10 minutes. Step 4: Organize Weekly. This is the most important step. It provides the link between your mission statement (Q2 goals) and your weekly time schedule. Depending on how detailed your plan is, this step may take from 10 to 15 minutes. In this step you plan your time for the coming week in the columns and rows. For the days of the week across the top, write in the numbers of the dates for those days. Notice the numbers down the left side are hours of the day. This is a detailed planner for one week. You should enter items into the schedule in a specific sequence: 1. The first things to enter are all of your routine requirements, such as: work, class, take kids to school, church, etc. Those are routine scheduled obligations that don’t change from week to week. 2. Second, transfer commitments from your long range monthly calendar. Your calendar may be on your phone or computer, or a spiral-type of paper calendar. In your long range calendar these are probably events you scheduled a long time ago; for example, a club ceremony, an athletic event, the homecoming dance, and so on. These have been in your monthly calendar, and now you need to enter them in this week’s planner. 3. Next, the MOST IMPORTANT part of this Weekly Planner is for you to take each of the Q2 goals from the left and put them into a time slot for the week. In this way you are scheduling your Q2 goals. You are ensuring time is available for those things you consider the most important, and you are protecting that time. That's why Habit 3 is called “Put First Things First.” The Q2 goals are your BIG ROCKS. They are those things we often think we need to do, but just never get around to doing. So by scheduling them into a time slot, you are committing yourself to doing them. 2 Because they are so important, you should highlight the Q2 goals with some color. First, highlight each of the roles on the left with a distinctive color. Then use the same color for each role to highlight where during the week that role’s Q2 event occurs. This does NOT mean you highlight everything associated with a specific role. Only highlight the one Q2 event, which may take only an hour or two. In this way, there should be only about 4 or 5 highlighted time periods in the weekly schedule. 4. Finally, enter anything else for the week into a time slot, such as: wash the car, buy the new dress, do the laundry, pay the bills, clean the house, etc. These come from your “To Do” list. Schedule everything. The more detailed your scheduled, the more effective you will be. Step 5: Daily Integrity. This means to live your plan. Now that you have planned your week, DO IT! And have the integrity to do what you promised. So, if you planned to take your son to the park on Wednesday afternoon, then DO IT! If you planned to start on that science project Tuesday night, then DO IT! No excuses. The weekly planner is a promise you have made to yourself. Keep the promise! Another part of daily integrity is to update the planner as needed. I always keep my planner handy so I can add items, especially Q1 items, that come up during the week. Step 6: Evaluate. When you sit down to plan the coming week, usually on Sunday evening, look back and evaluate how well you did during the past week. Throughout the week I use red check marks every time I complete some part of my weekly plan. So when I evaluate, I should see a lot of red checks. I also circle those items I failed to do, so that when I plan the next week, I can carry them forward and reschedule them. Step 6 sort of becomes the real Step 1, since it is the first thing I do when planning the coming week. Step 6 should take 3 to 5 minutes There it is, the “Six-Step Process” as applied to the Weekly Planning Form. I am confident that if you devote about 20 to 30 minutes each Sunday evening to plan the coming week as described above, you will dramatically increase your effectiveness. And with that increase in effectiveness will come great personal satisfaction that you in fact putting first things first. Here are some reminders and tips: • The planner should fit onto one page • Don’t forget the numbers for the dates next to the days of the week • Q2 goals must be SMART: specific, measurable, attainable, relevant, and timely (refer to the course handout on SMART applications) • Use color highlighting only to bring attention to the 4 or 5 Q2 goals for the week. Everything scheduled for a role cannot be Q2 • In this course, the planner that is due during one week should be the plan for the following week. For example, a planner due during Week 9 covers the dates of Week 10. So the planner due during Week 9 is called the Week 10 Planner. 3 I have found this planning process very helpful. Years ago I used to have moments when I would ask myself “What should I do now?” Today that question comes up much less frequently, because I have a weekly plan that I produced. Throughout the day, I simply “work the plan.” That is my motto for Step 5, Daily Integrity. I remind myself to “work the plan!” Of course, I must “plan the work” in order to be able to “work the plan.” Without those 20 to 30 minutes on Sunday evening, there would be no plan. It is time well invested, and I commend this process and the Weekly Planner to you. Source: Stephen R. Covey. 1989. The 7 Habits of Highly Effective People. New York: Simon and Shuster. 4 1. Connect to Mission: Write or Summarize PMS Weekly Planner Six Step Planning Method For the Week of: _______________________ Sharpen the Saw Goals Physical: Mental: Spiritual: Social: 6 Role 1: Q2 Goal: 8 Mon 7 9 10 Role 2: Q2 Goal: 11 12 1 Role 3: Q2 Goal: 2 3 4 Role 4: Q2 Goal: 5 6 7 Role 5: Q2 Goal: 8 9 10 Tue Wed Thu 1. Connect to Mission 2. Review Roles 3. Identify Goals Fri Sat 4. Organize Weekly 5. Daily Integrity 6. Evaluate Sun ...
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