Time Mastery 101 - Effexis Software
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1. SE e a EE E E E E E E EE EE E E E SE SS Se eas Time Mastery 101 Course Achieve Planner Case Study Managing Recurring Home Maintenance Tasks Se as o a a a as ee a en a ae ee ae a ae ee eee Be Se eee ee ee ee ae ee ee See ee Se ee ee ee a Satie Time Mastery 101 Achieve Planner Case Study In this case study I m going to show you how to use the Achieve Planner software to plan manage and track recurring home maintenance tasks like laundry cleaning various rooms grocery shopping cleaning the garage etc To start you would identify all the recurring tasks that you need to do and how often you need to do them Some of them will naturally recur every week some every other week some every month and a few may only happen a few times per year Let s use a simple example e Self care daily e Laundry weekly every Monday e Cleaning the bedroom weekly every Wednesday e Paying bills every other week on Sundays e Landscaping 3rd Saturday of every month e Cleaning the attic 1st Saturday of every 2 months e Cleaning the garage 1st Sunday of every 3 months e Start annual checkup process 1st Monday of February These are enough tasks to give you a good example You can have as many as you need and you could even group them under different projects if you would find that helpful2. 8 www GoalsToAction com Copyright O 2007 Effexis Software All rights reserved Time Mastery 101 Achieve Planner Case Study e Tomorrow Shows items with a deadline occurring Tomorrow e Next 7 Days Shows items with a deadline occurring in the next 7 days Here is what the Outline would look like when filtered to show items with a deadline This Week Past amp None on Tuesday November 27 2007 Press Insert key to add row after Shift Insertto add row before Cirl Insert to add row as child E sc to cancel row insert loon WF Stat TP Pront SF IP IP HS NS IF H5 HS HS T E E E E E GE E EEL You ll notice that certain items are filtered out Al Al Al Al Al Al Al Ae AS Ad AS Al Mame Home Maintenance E Week Self care Cleaning the bedroom Month Paying bills as Electric Water Cable Cleaning the attic Yearly 1 Laundry for Monday 12 3 07 2 Landscaping for 12 15 07 3 Cleaning the garage on 1 6 08 4 Annual checkup process 2 4 08 This filter allows you to focus on just the items that you still need to attend to this week Y Deadline None None 11727707 11 28 07 None fa 12 2407 12 2 07 12 2 07 12 2 0F 12 2 07 ha 12 1 07 Hone T Status T Fo vi Ongoing Close to Deadline Close to Deadline Due Soon Ongoing On Schedule On Schedule On Schedule On Schedule On Schedule Due Soon On Schedule To clear the filter just select the All
3. com Copyright 2007 Effexis Software All rights reserved Time Mastery 101 Achieve Planner Case Study Summary This simple case study described how to use Achieve Planner s Outline recurrence and filtering capabilities to help you plan manage and track recurring home maintenance projects and tasks You can download a free 30 day trial of Achieve Planner by visiting www effexis com achieve planner htm You can learn more about the Time Mastery 101 course here www GoalsToAction com catalog Effective TimeManagement 12 www GoalsToAction com Copyright O 2007 Effexis Software All rights reserved
4. specify the recurrence Select the recurrence pattern that you want to use for each of the tasks 4 www GoalsToAction com Copyright 2007 Effexis Software All rights reserved Time Mastery 101 Achieve Planner Case Study For now you can just select No if you see the following dialog since the recurring tasks don t have children Lead Times for Recurrence ws s Initialize lead times for children of Self care using existing deadlines Here s how you would set up the recurrence for the Laundry task Recurrence Recurrence Pattern Every 1 week s on Sunday Monday Tuesday Wednesday Thursday Friday Saturday O Yearly o O Regenerate new item week s alter each instance i completed Monthly Range Start Mon 12 03 2007 v Noend date O End after 10 occurences O End date Mon 2 04 2008 w 5 www GoalsToAction com Copyright 2007 Effexis Software All rights reserved Time Mastery 101 Achieve Planner Case Study Here s how you would setup the recurrence for paying the bills Recurrence Recurrence Pattern O Daily eEvey 2 week s on Sunday Monday Tuesday Wednesday Monthly Thursday Friday Saturday earl O Yearly O Regenerate new item week s after each instance ts completed Range start sun 12 02 2007 w No end date End after 10 DECUITEN ES OEnddate Sun 4 06 2008 And here s how you wou
5. 2 www GoalsToAction com Copyright 2007 Effexis Software All rights reserved Time Mastery 101 Achieve Planner Case Study Step 1 Add Projects Tasks to Outline The first step is to add the various Projects amp Tasks to the Outline I m going to add them under the Home result area and group them into different projects depending on how frequently they recur although you could group them in various other ways Also for this simple example I m making them Tasks but some of the items may be better represented as projects instead especially if you plan to add child tasks later on for example cleaning the garage Here is what the result would look like in the Outline tab Press Insert key to add row after Shiftelnsert to add row before Ctrl Insert to add row as child Esc bo cancel now incest Ilcon Wo Stat WwW Prio Ww Mame Y Deadine W Status W Fo vil a Home Hone m Das a MEO OO see a NS Al Week None On Schedule F E MS A Self care Hone On Schedule F E NS A Laundry None On Schedule E NS Al Cleaning the bedroom None On Schedule ares NS Al Monthy None On Schedule ail E NS A Paying bills None On Schedule F NS Ae Landscaping None On Schedule NS AJ Cleaning the attic None On Schedule F E NS Ad Cleaning the garage None On Schedule are NS Al Yearly None On Schedule F E NS Al Start annual checkup process None On Schedule F NOTE To learn more about how to add proj
6. care Cleaning the bedroom Monthy E Paping bill las Electric Waker Cable Landscaping Cleaning the attic Cleaning the garage Yearly Start annual checkup process Y Deadline None None 12 3 07 Ral 11 28 07 12 5207 None 1216 07 12 16 07 12 16 07 12 16 07 12 16 07 ha 1245 07 fe 1241407 fe 146 06 None fa 2 4408 w Status Ongoing Ongoing On Schedule Due Soor On Schedule Ongoing On Scheduk On Schedule On Schedule On Schedule On Schedule On Schedule Due Soon On Schedule On Schedule On Schedule You ll notice that the deadlines for these tasks have moved forward el Wo Fow a HOO AOA OF 0 4 0 0 0 0 x If you now apply the same Deadline filter to show items due this week here s what you get 3 IP oat IP At Qs a Sy IP AT NS A a NS Al Icon w Stat FP Pront a Mame Home Home Maintenance Weekh Self care o Month Cleaning the attic Yearly Y Deadline Hone None None 11 26 07 None 12 1 07 None T Status Ongoing Ongoing Due Soon Ongoing Due Soon On Schedule Press Insert key to add row after Shift Insert to add row before Ctrl Insert to add row as child Esc to cancel row insert T Fo Ti Jogo dm You ll notice that the Cleaning the bedroom task is no longer visible since it is now due next week and the Paying the bills task is due in two weeks 11 www GoalsToAction
7. ects and tasks to the Outline watch the getting started tutorial videos 3 www GoalsToAction com Copyright 2007 Effexis Software All rights reserved Time Mastery 101 Achieve Planner Case Study Step 2 Set the Deadlines Next we are going to set the deadlines based on the future date that we want the project task to recur next For example if today is Tuesday and we want to do the Laundry every Monday we would set the deadline for next Monday Here s what the Outline would look like after adding the deadlines on November 27 2007 Press Insert key to add row after Shiftelnsert to add row before Ctrl iInsert to add row as child Esc to cancel row insert lcon Wo Stat Ww Pro Mame wo Deadine Y Status Y Fo T g Home None mM a NS Al Home Maintenance Hone OnSchedule E a HS Al 3 Week Hone Close to Deadlin E HS A Sell care 127407 Close to Deadlin E NS A Laundry EENT On Schedule F E NS A Cleaning the bedroom 11 20 07 Due Soon a NS Al Month Hone On Schedule F E NS A Paying bills peor a On Schedule Ei NS Ae Landscaping 1215 07 On Schedule F Ei NS AJ Cleaning the attic 121 07 Due Soon E E NS Ad Cleaning the garage 176 08 On Schedule C a e o a OE NS A Start annual checkup process 2 4 08 On Schedule F Step 3 Add Task Recurrence Next add the recurrence for each task e Select the row of the task for which you want to set recurrence e Use the Actions gt Recurrence menu item to
8. ld set it up for cleaning the attic Recurrence Recurrence Patten Daily O On day E of every months Ci Weekly On the first v Saturday v of even 2 month s 1 monthjs after each instance is completed gt Regenerate new item O Yearly Range Stat Sat 12 01 2007 v No end date End after iq occurences O End date sat 6 06 2004 Ww 6 www GoalsToAction com Copyright 2007 Effexis Software All rights reserved Time Mastery 101 Achieve Planner Case Study Step 4 Adding Child Tasks If you want you can add child tasks to any of the recurring projects tasks These child tasks can serve as a checklist to help you remember what you need to do without forgetting any important details Also they can help you prioritize the activities you need to do so you focus on the most important things first Just as an example you could add the following child tasks to the Paying bills task E NS Al Paying bills 1 rc NS Ae Electric E NS AG Water HS Ad Cable j NOTE To make the filtering work as described below you should add a deadline to all the child tasks matching the parent deadline You can easily do this after adding all the tasks using the Fill Down feature as described here Step 5 Using the List to Get Things Done If you want to start using the list you just made to help you get things done you might find the following feat
9. option from the dropdown www GoalsToAction com Copyright 2007 Effexis Software All rights reserved HABA 4 a a Time Mastery 101 Achieve Planner Case Study Again if you want to focus on a particular branch of the outline for example to just focus on what you need to do to pay the bills you can use the zoom feature to do this This is particularly useful if you have a complex project task with many children Step 6 Completing I tems in Your List To complete items in your list simply change the state to Completed or use the Actions gt Complete Item s menu item Since the projects tasks are recurring completing them will create a new instance including any child tasks that you may have completed before and automatically move the deadline to the next date in the recurrence pattern Here s what you get after completing Self care Cleaning bedroom and Paying Bills with the deadline filter turned off 10 www GoalsToAction com Copyright 2007 Effexis Software All rights reserved Time Mastery 101 Achieve Planner Case Study Press Insert key to add row after ShiftrInsertto add row before Clrl Insertto add row as child Esc to cancel row reet loon WF Stat TT Prot WF TA IF Al B IP Al a HS Al E HS Al HS Al Te IF Al Ei NS Al Ei HS Al HS Ae E HS AJ B HS Ad E HS Ae E HS AJ Ei HS Ad Fe H5 Al Ei HS Al Mame Home Maintenance Weeki Laundry Self
10. ures helpful Zooming in On a Branch in the Outline If you just want to focus in on home maintenance tasks you could zoom in on the Home or Home Maintenance branches of the Outline 7 www GoalsToAction com Copyright 2007 Effexis Software All rights reserved Time Mastery 101 Achieve Planner Case Study To learn more about the Outline Zooming feature please watch the getting started tutorial videos or look in your user manual Help gt User Manual menu item Column Filters The column filters are going to come in very handy to help us list only the tasks that are coming up without having to worry about recurring instances of the tasks that may be due in the future To access the column filters use the funnel icon to the right of the Deadline column name then select the filter that you want to apply Y Deadline T All Hone Past amp Mone Past Last 7 Days esterday This Week Past amp None Today Past amp Mone Today T omoro Nest Days Next 14 Days Nest Month o Here are some of the filters that you may find helpful e This Week Past amp None Shows items with a deadline occurring this week until the next Sunday a deadline in the past or that dont have a deadline e Today Past amp None Shows items with a deadline occurring Today a deadline in the past or that don t have a deadline e Today Shows items with a deadline occurring Today
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