Why Diaries Aren't Just For Adrian Mole

Multi-tasking is not a natural skill for everybody and if you feel that your business activities could do with more planning then it could be time to start a comprehensive work diary.

Journals come in all shapes and sizes, but if you don't regularly update it and give it some structure, then it's unlikely you'll get any benefit from it. Software programs make it very easy for managers to divide up their schedule between internet calendars, emails and other online documents. But if you find that you've nearly missed important meetings, or a customer is unhappy you haven't called them back as you said you would, then a business diary could do a whole lot more than help you to manage your time.

Choosing your diary

The two main types of diary that you'll find on the market today are the electronic and traditional ledger kind. Both have their pros and cons and it's a good idea to take a look at both before you commit to one type. Electronic diaries are a great way to organise your time, as software is designed to be user friendly.

You'll likely find categories have all ready been set up for you that will assist you in organising and planning your time. These applications have become incredibly hi-tech in recent years with lots of features, such as alerts regarding forthcoming meetings. Another positive of e-diaries is that they can be shared and compare with those your colleagues own.

This allows you to set up extensive team diaries and lets you see how busy your co-workers are on particular days. One of the drawbacks, is that although these journals are becoming more accessible thanks to mobile technology, you're not able to access them everywhere - you're at the mercy of the device you view them on, and internet connections if you need to access the web. Also, there's a risk they could be affected by viruses or accidentally erased, although these outcomes are becoming rarer.

Traditional ledgers do not suffer from these drawbacks as you can access them at a time that suits you. They do not depend on internet connections that may be slow and information cannot be 'wiped' like with electronic diaries. However, they may prove bulky and how organised they appear depends on your commitment to divide specific areas of the journal into suitable categories, such as meetings and finances. And, they can always become lost, which is a pain when it comes to traditional diaries as they are rarely copied for backup.

Using them day-to-day

So what information should you put in your diary? Managers who regularly use them like to think of them as their 'admin centre', as the journals hold lots of information about day-to-day activities and it's useful to update them on a weekly basis at least. At the start of the week it's beneficial to get into a habit where you look ahead to your meetings and add or erase those that have been arranged that day. From there, you can make a list of priorities regarding which is the most important and alter you schedule as necessary.

As well as planning you activities, journals are a good way to make brief records on the outcome of meetings and telephone calls. This can either be written into electronic records or simply jotted down in your ledger. If anything is queried following the meetings or clients remember the outcome of phone calls differently then you can check back to see where potential errors lie.

You may also like to keep track of your finances via your paper or electronic ledger. Making a note of general income and outgoings can help to keep figures fresh in your mind, which may prove useful in meetings.

Final tips

Whether you choose to include lots of data in your journal, or simply record a simple schedule one tip to maintaining it over time is to get into the habit of using it. Keeping it standardised and updated makes it easier to find what you need, as well as making it relevant.