Since I wrote about time management earlier, let’s discuss the different types of time management tools you can use. I used to be very excited when trying a new time management tool, mainly because of the novelty of something different. Nowadays, I try not to change the things that work.
I’ve journeyed through my first tool, a simple paper diary, to a paper planner, that I can insert and replace pages, to a Palm IIIx, then a Palm based Sony and then to a Treo 600. Now I’m back to using my ageing Sony and paper calendar.
Now after many years of using various types, I’m no longer dazzled when I see new time management software or tool. Why? I realized that when you use a new tool, you need to learn to use it well. Especially electronic type time management tools and associated software. Besides requiring a learning curve and time, not to mention cost. I found these gadgets makes life more complicated. Complicated stuff can break down and need time to maintain. And the very thing I and everybody else wants is more time. What a paradox!
Let’s look at each type of time management tool one by one. First off, the humble diary. Well I won’t dwell too much time here. The advantage of the diary is, it only contains 12 months of space to plan and write. The major dislike I have about the diary is, if I jot down some information like customer or telephone number in November or December. When I start a new diary in January, I would have to transfer all that information. As the same time, I did feel I could throw away the old diary until several years later, until I feel pretty sure, there is no important information in there that I would accidentally discard. Later on, before the era of palmtops, paper planners became popular and I tried that. I used the simple system designed for people in sales and also tried Steven Covey’s paper planner that looks at the roles a person play. I used paper planners for my time management for several years until one day I left my planner at a clients place. It was then, that I realized I need to have a back-up of my data.
That brought me to try out PDA’s or personal digital assistant or palmtops. I found the PDA very useful because the need to carry a long list of client information and contact numbers. The ability to back-up the data and to update on the spot appealed to me. I also like to track expenses and with the proper software, PDA allowed my to be more effective in that way. On the flipside, PDAs have their downside too. The main one is, if it hangs and the data gets wiped or the battery goes dead, you need time to put it back in action. Sometime, that could take several hours especially, if you put in special non standard software. I also found that for planning purposes, paper is still the best. Due to limited screen size and the need for me to travel to different places to meet new clients, I found it difficult to scroll from different weeks or date. For appointment, I still prefer a paper calendar. So in order to limit the loss of information in case the diary is lost, I use a monthly diary rather than a yearly diary.
What I can summarize from using the various time management tools is this. First, all time management tools have their good point and also weakness. A planner may work for some and it may not work for you. It just feels like wearing a wrong size shirt. Second, if you are quite happy with the effectiveness of your tool, stick to it and make small adjustments to make it better. Do not discard your old way yet, until you are comfortable using the new one. Then evaluate if the new time management tool really helped. Third, remember that any tool you use, is suppose to serve you. Not the other way round. Now, you may not agree or would like to try new things. It is okay to try, but be careful especially when it come to software or electronic gadgets. From my experience, and by the way, I enjoy tinkering new gadgets, playing around with them really can distract you from getting the most important things done. So, instead of a tool to get you more effective and efficient, you end up with an expensive toy that bleeds your time even more.
Nowadays, for many types of planning, I use a paper notebook and pen. I use my PDA for contact management and long range scheduling. Paper and pen for weekly and monthly time management. 
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