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4.Notebook: A good notebook records your most important information. The idea here is that you have one notebook to record your notes so that you are not writing things down in random places or on Post-it Notes that can get easily misplaced.

None of these instruments is new or groundbreaking. You’ve had some version of each at some time. Maybe they are scattered between your home and office. Or perhaps, you have multiple of each, depending on your circumstances.

The important thing about Tip 2 is that you need each of these weapons, and you need to have them available to you at all times.

The Power of One

Sure, you need a to-do list, calendar, address book, and notebook, but is it possible to have too many? Absolutely. Having too many tools for the same purpose can be very confusing.

While most people are missing at least one of these, it is just as important that you do not have more than one. Multiple weapons of the same type add complexity, duplicity, and extra effort.

Have you ever missed an appointment because you had it on your other calendar? Or forgotten a task because you started a separate list that you left behind somewhere?

Surplus tools will actually slow you down and make you less productive.

You need only one of each type of productivity weapon.

I call this the “Power of One.”

One to-do list. One calendar. One address book. And one notebook.

You should only have one of each type. Otherwise, you are merely creating extra burden and effort for yourself.

Choose Weapons You’ll Actually Use

When someone is selecting their time management weapons, they inevitably ask the question, “Which tools are best?”

Don’t get hung up on picking your tools. Go with the simplest time management weapons that you like.

Is a day-planner effective? Should I use a phone app?

The answer is…it depends.

It depends on your personal situation, your work environment, and more. But, most important, it depends on you. You may be more comfortable using a paper notebook and pen versus an app on your phone. Or maybe your workplace practically lives by email and an electronic means is just better suited to save time. The main thing is to choose tools that suit your desires, skills, and environment.

In other words, always choose tools that you will actually use.

You should pick your time management weapons based on what you like, not which is the most advanced. If you aren’t comfortable or good at using them, you won’t stick with them. More likely than not, they will end up “accidentally” in a trash can or left behind in the rental car (oops?).

Paper or Phone?

One of the big questions that comes up when first choosing time management weapons is, “Should I choose a paper-based or electronic solution?”

For a long time, paper-based solutions were the only option. But technology now offers many pretty powerful options.

So, which is better? A paper day-planner or a phone-based app?

As before…it depends. Don’t get frustrated with this apparent non-answer.

In this day and age, it would seem like a phone app would be the best solution. For better or for worse, our devices are at the center of our lives. We carry them everywhere we go. How many times have you realized you left your phone at home and made a James Bond style U-turn? Yes, you can find most people within a few feet of their phones.

This makes a strong case for a device-based system. Your weapons have to be with you to be effective, and we all have our phones with us. So, this is a natural fit. Not to mention, the ability to sync across devices and locations makes your time management even more omnipresent. You can have your information synced to your home and work devices. This eliminates the redundancy that occurs when one has multiple productivity tools in different locations. It embodies the “Power of One,” instead of the power of many devices. You still have one set of weapons, but they can span many virtual locations and options.

There are also some features that apps have that paper does not, like the ability to search, prioritize, or sort. Paper solutions just do not have these abilities.

Yet, if you are more comfortable with a paper list or a physical calendar, it still might be better to choose a day planner. As always, make your selection based on what you will actually use in your day-to-day.

Still confused? Again, it really doesn’t matter as long as you have only one of each of the four essential time management weapons at hand. Go for simplicity and go for tools that you enjoy using.

In our next few rules, we will look at each of the time management weapons in depth.

Ninja Wisdom

5There are four productivity tools that everyone needs:

a to-do list, a calendar, address book, and a notebook.

5It doesn’t matter which type of tools you use, as much as it is crucial to have the right set of tools.

5You only should have one of each kind of tool. Keep it to the minimum.

5Always choose tools you enjoy and will actually use regularly.

5Keep it simple. The best system is usually the simplest. Avoid overly complicated tools or devices, especially ones that you are not comfortable integrating into your daily life.

Ninja Training

Now that you know the vital time management weapons let’s take an inventory.

Questions:

5Do you have a to-do list, calendar, address book, and notebook?

5Which (if any) are you missing?

5Do you have multiple of any? Can you consolidate?

5Which tools do you like or dislike using? Why?

Having the right tools is just the start. Now, let’s look at how to use them effectively.