On what foundation does our planning and process rest? We build on three guiding principles that are paramount to the success of the Red Urchin system — and, in fact, to any successful time management system. We know this from years of trial and error, testing and refinement.
These are:
- KISS (Keep It Simple Stupid)
- Holistic Approach
- Accessible System
Without these three principles, you do not have an effective time management system. Let's explore why they are the foundations we need to build a system that works consistently in the real world.
KISS (Keep It Simple Stupid)
Over the years we have explored many impressive time management systems, on paper and in the digital world, but how they work in theory and how they work in reality are often very different. We know from years of experience, research and testing that if a system or a function is not simple, people will not use it.
Time management is, in large part, about making lots of small decisions based on a few key processes. If the system is too complicated, or not accessible enough (see Principle 3), then users in the middle of a busy day, running between activities, will not make and act on those small decisions — and the process falls apart.
The problem with ALL time management systems is that the moment you stop following the rules — the process, any process — you are back to chaos, or at best a straight-line to-do list (see To-Do Lists vs Red Urchin).
Time management systems need to be simple. We know this, and it has been proven many times. No matter how good a 14-step process looks for mapping tasks on paper, it will not work if people cannot do it quickly and easily, right then and there, before the next demand arrives.
Holistic Approach
The next key principle is that a truly effective time management system must be holistic: it has to accommodate every part of the user's life, not just one slice of it. If we go back to what success looks like, we know that while the details differ from person to person, the key goals of adopting a time management system are the same.
Our goal, as always, is to be a highly effective and balanced individual, and our belief at Red Urchin is that you must plan and balance every facet of your life to get there. There is no point being brilliant at planning your work tasks if you neglect your family and your health in the process. Your system and processes need to cover all of your life.
Accessible System
We know from extensive experience that any system must be easy for the user to reach. Just as a system that is too complex in theory will not work in reality, the same is true of one you cannot get to. Imagine your time management system lived in a book that never left your work desk. What would you do when you were in a meeting and were delegated a task? When someone called and you agreed to have something done by 3pm? When you were at home and decided to pick the kids up after the gym tomorrow? How would you remember any of it, and how would you get it into your system? The simple answer is that you could not — and you certainly could not do it consistently. Your system has to be with you, or close by, all the time for it to be effective (see Writing things down! NOW!).
Writing things down does more than stop you forgetting. It carries a huge mental benefit too: your subconscious knows the task has been dealt with.
On top of our principles, we need some key pillars on which to manage our time and priorities effectively. The foundations are laid; now it is time to look at the Red Urchin pillars.