Master of Nunn (MoN)

Personal Notebook

a quick reference guide for MoN.

masterofnunn.co.uk

You Organise U (You)

 

Time Management HM20yrTTDo HMYearTTDo HMWklyTTDo

START WITH A QUICK BODY BIOLOGICAL CLOCK CHART

 

Firstly, set up a quick body's biological clock chart.

Reasons:- there is not point you reading this if you are tired as you will not absorb it. Normal studies show that you should work in 20 minute thinking blocks to absorb that information so that you understand rather than remember it i.e. cramming before an exam over several hours will not be as effective as short periods of study repeated.

Work out your BODY CLOCK CYCLE over a week or better still a month i.e. peaks and troughs of high & low energy and if possible brain power throughout the day & fit them around your day. Remember blood sugar levels so don't skip breakfast but have a good protein breakfast n.b. if last meal Tea at 7pm & next meal Lunch 1pm = 18 hours without food. Also breakfast should be consumed within 30 mins after waking to increase the metabolism.

e.g.

My peaks are 6-8.30 Alert so I do the complex things whilst I am focused during that time

A low period is 8.30 -9.00 Tired, so do the no thinking things - empty dishwasher or fill/empty washing machine, tidy up

and so on. I may try and combine this with exercise e.g. towards my 10,000 steps per day

A high concertration period is then from 9-13.00 when I have a dip so I have some lunch and a snap nap if possible.

I then power through to a RED zone (see below) when I have to do the school run.

Another low is 19.00 I am brain dead so there is no point me reading an article or complex document so again I might do mindless tasks filing, tidy a cupboard each night.

 

Now set up some spreadsheet:- Always use a spreadsheet - you have neat built in columns and rows (Just in Print Setup omit gridlines if you want it to look like a Word document.)

The main reason why I use spreadsheets is because they hold formulas including a simple adding up of a column so I don't have to and you can sort data easier plus It keeps text in neat rows & columns. Spreadsheet should be designed on a database ie in 3F normalisation. If you need to convert to another file format you can normally transfer data by changing it into a csv comma separated value or a tab file.

Also there is S.M.A.R.T.

Specific - you specify your task in a cell(s)

Measurable - relates to the number of half hour cells allocated to the task

Agreed - you would not have written it in

Realistic - hopefully you would have allocated the right amount of cells for the task

Time - The number of cells you have assigned to the task see below

The advantage I think a spreadsheet has over a computerised calendar is that come the end of a period eg a week, you set up a new weekly spreadsheet by deleting the tasks you have completed however, tasks that are not completed remain on the spreadsheet until completed.

Obviously you can get computerised reminders but I find after a while you forget to look. The other disadvantage is that you have to load up your spreadsheet whereas I prefer to print the sheet off and keep it in my filing cabinet jeans (see Tips) right hand back pocket for quick access.

 

1. PRIMARY RECORDS

I have modelled example spreadsheets on HM The Queen.

Colour code cells to make meaningful statements eg RED = must do (appt's, school run etc); YELLOW = sun/fun things BLACK = chores

 

LIFE TO DEATH YEAR  PLANNER =

Yearly columns with 12 Monthly rows

Now a Life to Death spreadsheet doesn't have to be from birth to death it can be a relational shorter period - below is a 20 year plan.

Row 1/Columns A to K :- Jan-Dec with added columns for debt e.g. mortgage, loans

Column A/Row 2+ is the Year column:- e.g. 2005-2025

Data: Major Milestones in Life, Yearly achievements and goals e.g. 18th, 21st, 25th Anniversary, Mortgage paid, Retirement date, 1st million, Yearly age, Events, Holidays, Deaths, Children’s schooling Primary, Secondary, University starts, Endowment finishes,

Obviously these are not set in stone but it really does give you an idea of where your Life is going e.g. You may think that your children X will have flown the nest by Y but you have to wait until Z date before your can move out of the school/university area to that beach house or your job in the city means that you can retire W or you may want to work an extra year in the city to be mortgage free to then travel or move out of the grime and be totally free.

 

YEAR/MONTH PLANNER =

Row 1/Columns:- Jan-Dec. the final column is for my main themes what I should be dipping in & out of through the year e.g. this website

Row 2:- Everyday exercises as a reminder for the year e.g. 2L water, 10k steps a day, weights, yoga, run, gym etc

Row 3:- Monthly Projects for the year e.g. Builder in May, Decking in June, write Book in October (try to keep seasonal)

Row 4-35:- Days 1-31 with certain months blank cells 30 days have Sept etc……..

Row 36 & 37:- a reminder to check Secondary records i.e. Garden and Home Snag Lists

Data:- Main events Birthdays, Anniversaries, Holidays, Tax return, Major bills with amounts

Highlight the Important dates in RED - Birthdays, special occasions; Holidays in YELLOW (Happy colour), Tax Return (BLACK) Garden work (GREEN)

 

WEEK/DAILY TO DO LIST =

N.B. try to incorporate your energy levels & mood swings into it as mentioned above.

Row 1:- Week.../…../20… Main Projects and Best days for another work e..g. Property

Row 2:- days of week starting with Saturday then fold into 3 to show Weekends as separate.

Row 3+ Time in half hours segment cells. This focuses you on a task at an allotted time.

The 1/2 hourly rows are based on when you normally get up to when you feel finished for the day or normally go to bed.

Data:-

RED = Regular Priorities/Must Do e.g 6.00-6.30 Exercise; 6.30 Breakfast & getting ready;7.30 & 3.30 School Run; Yoga Tues 7-8;Tennis Fri 11-12.

BLUE = Tasks/Chore you have to do e.g. Wed 10.00 Dentist

YELLOW = Bright pleasant task e.g. Tea with friend

WHITE = Your “FREE” time - Refer to your Snag/Things To Do list

The reason why you should fill up the 1/2 hour WHITE slots/cells is because by putting a time structure on your jobs you have a tendency to keep to that schedules as opposed to a simple Things to Do sheet which gives you too much flexibility to procrastinate.

Now my Daily MUST DO procedures are complete and within the rest of the half hour weekly grid I can put in the Priority 2's Tennis Training, Football training, Property updates, Rubbish collection once this are zoned in then we can be a bit of flexible with other duties Tea, Lunch, Reading, Research, Ironing, Washing (this is probably best scheduled to the weather forecast). I can also refer to my SNAG LISTS see below.

Going back to the Body Clock scenario I find that after the weekend “rest” my brain is more alert for Paperwork, Thinking time, Organisation etc and towards the end of the week I tend to do the less strenuous brainy work or simply go out for therapeutic

 

2. SECONDARY RECORDS

 

HOME SNAG LIST & GARDEN SNAG LIST

Row1/Columns:- Priority, Method, Task, Place, Colour, Person, Time Start & Finish, Equipment, Shop

Priority is A1-A10, B1-10, C……….E10 (E are very low if not a yearly task or longer)

Method - Fix, Clean, Repair,

Task - Job to be done

Place:- Kitchen, Bathroom, Toilet

Colour:- if painting you might be able to do several different areas

Person:- You/Me, Electrician, Plumber, Roofer.

Time Start & Finish: try to keep seasonal Indoor jobs Winter Outdoor jobs Summer

Equipment:- Do you need to buy in Advance

Shop: Do a comparison check for best price/quality

N.b. With the aid of a spreadsheet you can Data Sort columns i.e.You could combine jobs even though some low level but whilst a tradesman is there Priority A1= Leaking pipe E5= Install garden tap; sort all your jobs; sort by colour & buy a larger tin of paint.

GARDEN CALENDAR Things To Do List

As above this will be seasonal in relation to Sowing seeds, Planting out, Pruning etc

But you could also have a Yearly chart of plants in flower

Row 1/Columns Jan-Dec

Column A: Lists your flowers and against each flower you colour match your plant and fill in the appropriate cell when it flowers in the month(s)

This will show at a glance where perhaps you may need additional colour in your garden

HOME CALENDAR Things To Do List

Here you could adapt the Monthly/day planner to input when certain areas may need cleaning and again try to work on a seasonal basis Spring cleaning in Spring, Gutters in Summer, Reorganising in Autumn, Writing a book in Winter

WEBSITE Things To Do

Perhaps not so important in regard to Priority or Timing but to complete things in a logical order which can be used as a Reference list time & again with additions as and when.

 

Other useful spreadsheet

 

Spreadsheets that I have designed & use

 

Accounts - spreadsheets for Tax return completion e.g. Income and Expenditure including daily travel and subsistence & based on a NL Chart of Accounts; Wages, Shares, Bank a/cs with the final figures automatically transferred to the top s/sheet a TAX Return summary.

Address book - if used as a database e.g. have a column denoting certain fields, you can quickly sort the parents in your child's class, tradesmen, friends. Also you can mail merge for your christmas cards address labels .

Bills - this is ALL your monthly Income and Expenditure over the year so it also acts like a cash flow chart invaluable if you are using looking for a mortgage and the broker or bank want to know your affordability.

Black book - list all your suppliers and buyers, easy to sort and use for quick multiple emailing as well

BTL Calculator - From Buying a Property to Rental Yield to see if worth investing

Cash flow - invaluable if you have a large debt running over a long period i e school fees, you can see monthly where you may have a shortfall

Compare list - Research, Research, Research before you if you are going buy goods compare them eg Laptop x has 2 USB ports but y has 4! Also use Review sites. Once you are satisfied you have selected the best then Look at my shopping page on how to shop or use a comparison site like Pricerunner, Kelkoo to buy.

Credit cards - same as Bills spreadsheet that helps with your affordability but here you can also monitor D/D payments if you use Balance Transfer schemes.

Holidays - list of your holiday destinations along with places and holiday firm & cost just in case you want to go back one day to the place that you loved

Mortgage Calculator  - Quick calc based on LTV, Mortgage rate against Rental income

My Filing list - The bible of your filing system so that everything is uniformity across the board House, PC, Tablet, Smartphone, File directory

e.g. My Filing list would show Property in the

Virtual world on Google Drive or Onedrive or C:\Property on the PC,Tablet, Smartphone and

Physically is shows told had the actual papers are in the office and some archived in the attic.

PDB & SDB (Purchase & Sales DayBook) - list all your items that you buy & sell on a line by line basis to gauge if that item is making you a profit or loss. This will also be incorporated into your tax returns.

Places to go - keep in the car sort by postcodes and head off or if you're in a place you don't really know and want to go somewhere interesting find out your location postcode where you are then find the nearest place that you've always wanted to visit.

Shopping list - Helps you to buy only what you need unless of course there is the shop bargain of the week 6 bottles of champagne for £12. Break down your food shopping till receipts and compare the best place to buy that pack of porridge. If possible try to sort by aisle for ease of shopping

Same again - Shopping that you buy time & again but not regular & you can't remember cheapest place e.g. light bulbs at wholesale

SODD - list of Standing Orders and Direct Debits so you don't forget each month.

Wages - Monthly input that calculates my tax deducted against HMRC deductions & tax code

 

Remember you can Group your spreadsheets say Accounts could include under tabs Accounts, Bills, Cashflow,Credit Cards, PDB & SDB, SODD & Wages plus now you can keep all of the above information on a smartphone because it has the memory and you can also use it as if they were documented on PC or laptop. You will never forget that Shopping List again

 

 

AUTOMATION & DELEGATION & TIME MANAGEMENT

Your best friends although you may not realise you are using automation devices

 

 

 

 

 

 

 

Use every device & gadget you can to help you.

e.g. timers - microwave, oven even a kettle give an alarm so rather than watch a kettle boil I do something else like run on the spot until the kettle clicks off then at least I have compensated for the meal or drink by burning off a few calories.

Always try to start Automatics asap.

Dishwasher/Washing Machine asap or eve put on a timer e.g. you could time your washing machine to come on at 3 a.m. (economy 7 time?) and you could be hanging it out in the summer sun at 6 a.m. dry and finished by early morn

Alarms & Time - can you can schedule events on your smartphone calendar, use their Alarms to remind you e.g. Getting up, remember time to go/collect on school run etc and normally within the time apps there are timers & stopwatch as further aids. Also some apps (Google Keep, Evernote) act as note takers & reminders they can link to your calendar.

Other Timers - Oven, Garden sprinkler and/or watering system etc

Solar energy - comes on automatically good for oygenating and filtering ponds. Stored solar energy - good for security lights etc

Google Alerts - saves you having to Google every time

Ebay notifications - saves you have to search daily for that pink Rolls Royce

Virtual Assistants - Electronical & Human

Now we come to an important part of Time Management - delegation - If you do not have time to take your child to school or you are going in the opposite direction then someone else might who is going in the same direction as the school. If you do take your child to school then you are using your sense or shall I say senses i.e. Touch, Sight, Partial Hearing. Personally I get a lot from listening to my child in the confined space of a car in the morning but once he has passed through the school gates I have spare time but obviously, if driving, I can't use my hands or eyes for other things but I can listen so I turn on an audiobook or ebook with text to speech facilities to learn something new. It does not work on every ebook but if you use a text to speech app such as Voice Aloud you can listen whilst driving on most PDFs or documents.

Your smartphone is vital and can act as a radio or ebook e.g. I go to the local gym where I listen to more of my ebook so I am still doing two things at once - getting fit and learning something new but I am also missing the rest of the cars on the school run and hence I am not stuck in a traffic jam getting frustrated  but instead getting fit.

7k Kettle 7m Microwave 7wd Dishwasher 7wm WashingM 7h Hoover 7va Virtual Asst