Does Time-Management Software Save Time–Or Waste It?
By Jan Jasper

Many software packages are available that claim to save us time. Choices include scheduling software such as Outlook or Day-Timer, and contact management software such as Act! or Goldmine. Or the popular Palm Pilot handheld computer. But when I see how people use these products, I sometimes wonder if it’s worth the bother.

Importance of Having Realistic Expectations

Stephen Covey observed that many people seek a "Magic Tool" which they hope will magically, effortlessly, get them organized. But in reality it’s not that simple: In addition to choosing the right tool and using it properly, we must manage paper and phone calls, set priorities, deal with crises, juggle multiple projects, and plan for the future. Many people have a To-Do list dozens of items long, including tasks that have been waiting for months. Is such a list more effective just because it’s "in the computer"? Obviously, no.

Choose Carefully, Then Learn to Use It

Don’t get me wrong--I’m no Luddite. I love computers. I’m totally dependent on my contact management and scheduling software–it literally saves me hours each week. Yet few people seem to get the full benefit of ACT!, Outlook, Pilot, or whatever they’re using. For some users, these products even waste as much time as they save–although the victim is too close to the situation to see it. Perhaps they never really learned to use it, so they’re only using a fraction of its potential. Or they’re using the wrong software for their needs. Many people even use two or three software packages that do basically the same thing; then the time wasted switching back and forth (not to mention the confusion that results!) outweighs any benefits.

It’s Still Up To You

Truth is, calling such software or handheld computers "organizers" is a misnomer. They’re really just places to store information. In themselves, they do not organize anything. WE do--through a comprehensive system of time, paper, task, and information management. So, if you’re tempted to buy an electronic "Magic Tool," choose very carefully. Then, once you’ve bought it, take the time to find out all it can do–and then use it to the max!
© 2002 Jan Jasper

About the Author:

Jan Jasper has been training busy people to work smarter, not harder since 1988. She helps clients streamline their systems and procedures, form optimum work habits, use technology efficiently, and manage information overload. Her specialty is helping people who've already worked with professional organizers and coaches and are still not able to get it all done. Jan is the author of Take Back Your Time: How to Regain Control of Work, Information, & Technology, (St. Martin's Press). She is staples.com's office productivity expert, a frequent radio guest, has appeared on CNNfn and CNBC's business news shows, and has been quoted in numerous publications. Jan has helped thousands of people work more effectively through her consulting, seminars, and book.

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