PlanPlus Handbook

8/14/2019 PlanPlus Handbook

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PlanPlus v.4

for Outlook

User Guide

Copyright 2006 FranklinCovey, Inc.

and Agilix Labs, Inc.

All rights reserved.


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Table of Contents

Welcome to PlanPlus for Outlook! ............................................................................................6

Chapter 1. System Requirements & Installation ....................................................................9

System Requirements.............................................................................................................10Desktop Computer ..............................................................................................................10Palm OS Devices................................................................................................................10Pocket PC ...........................................................................................................................10

Before You Begin....................................................................................................................11Handheld Computer Preparation ........................................................................................11Palm OS Device Preparation ..............................................................................................11Converting FranklinCovey Planning Software Data ............................................................11

Installing PlanPlus for Outlook ................................................................................................12

Chapter 2. Gett ing Around in PlanPlus.................................................................................19The Home Page......................................................................................................................20

Display the Home Page ......................................................................................................20

Why use PlanPlus Home? ..................................................................................................21How do I use the PlanPlus Home Page? ............................................................................21Customize the Home page..................................................................................................21

The Today Page .....................................................................................................................22Changes from Previous FranklinCovey Tools .........................................................................23

Chapter 3. Organizing Your Schedule wi th Tasks and Projects.........................................25What is a Daily Task? .........................................................................................................25What is a Master Task? ......................................................................................................25

Creating and Editing Tasks.....................................................................................................26Create a Task......................................................................................................................26Set Task Priority..................................................................................................................26Edit a Task ..........................................................................................................................27Change Task Priority...........................................................................................................27

Assign Action Codes...........................................................................................................27Manage Tasks with the "Right Click" Feature .....................................................................28

Using the Calendar .................................................................................................................29Moving a Task to a Different Date.......................................................................................29Changing a Task to an Appointment ...................................................................................29Changing an Appointment to a Task...................................................................................29

Auto-Forwarding..................................................................................................................29


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Quick Prioritize........................................................................................................................30Using Quick Prioritize..........................................................................................................30

What is a Project?...................................................................................................................33Creating a Project ...................................................................................................................35

Adding Tasks to a Project ...................................................................................................36Adding Existing Tasks to a Project......................................................................................37Working with Project Tasks.................................................................................................38

Assigning tasks ...............................................................................................................38Assigning a Task Deadline..............................................................................................39Changing the Status of a Task........................................................................................39Reorganizing Project Tasks ............................................................................................39

Task Branches ....................................................................................................................40Creating Task Branches..................................................................................................40Working with Task Branches...........................................................................................41

Project Tools .......................................................................................................................43Delete a Project...............................................................................................................43Rename a Project ...........................................................................................................43Hide a Project..................................................................................................................44

View Hidden Projects ......................................................................................................44Unhide a Project..............................................................................................................44

Project Notes & Progress Tabs...........................................................................................45Project Notes...................................................................................................................45Project Progress..............................................................................................................45E-mail Report ..................................................................................................................46

Chapter 4. Using the Frankl inCovey Planning System .......................................................47Weekly Planning .....................................................................................................................48

Why Should I Plan Weekly?................................................................................................48The Weekly Planning Process ............................................................................................48

The Weekly Planning Module .........................................................................................49

Mission and Values.................................................................................................................50Why should I identify my Mission and Values? ...................................................................50To Identify Your Mission......................................................................................................51To Identify Your Values.......................................................................................................52

More Than One Value?...................................................................................................52Clarify Your Values .........................................................................................................52

Mission and Values FAQ.....................................................................................................53To Learn More About Missions and Values ....................................................................54

Weekly Planning Step 1: Review Mission ...........................................................................55Using the Mission and Values Tool .....................................................................................56

Enter a New Mission .......................................................................................................56Enter a New Value ..........................................................................................................57

The Mission Toolbar........................................................................................................57Goals.......................................................................................................................................58Why Should I Set Goals? ....................................................................................................58How Do I Identify a Goal? ...................................................................................................58Goals FAQ ..........................................................................................................................59Weekly Planning Step 2: Schedule Goals...........................................................................60To Create a New Goal ........................................................................................................61

Weekly Compass ..................................................................................................................63Why Should I Use the Weekly Compass? ..........................................................................63


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Table of Contents

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Select Roles........................................................................................................................63Identify Your "Big Rocks" ....................................................................................................63Big Rocks and Quadrant II of the Time Matrix ....................................................................64Strengthen Relationships....................................................................................................64Weekly Compass FAQ........................................................................................................65Weekly Planning Step 3: Schedule Compass .....................................................................66To Schedule your Weekly Compass ...................................................................................66Weekly Planning Step 4: Schedule Tasks ..........................................................................68Weekly Planning FAQ.........................................................................................................69

Chapter 5. Take Notes and Organize Information................................................................71Using Daily Notes ...................................................................................................................72

Create a Daily Notes Entry..................................................................................................72Working with Daily Notes ................................................................................................73

PowerNotes ............................................................................................................................74Creating a PowerNote.........................................................................................................74Working with PowerNotes ...................................................................................................75

The PowerNote Toolbar ..................................................................................................75

Entering Text or Ink.........................................................................................................75Formatting PowerNote Text ............................................................................................76Working with Objects in PowerNotes ..................................................................................76

Inserting and Using Images ............................................................................................76Moving and Resizing an Image.......................................................................................77

Align ................................................................................................................................77Snap to Grid ....................................................................................................................77Bring to front, send to back .............................................................................................77

Note-Taking Tools...............................................................................................................78Using the Highlighter.......................................................................................................78Using the Eraser .............................................................................................................78Using the Lasso (select) Tool..........................................................................................79

Using the Zoom Tools .....................................................................................................80Moving and Resizing Text...............................................................................................81Inserting a Hyperlink .......................................................................................................82

Adding Writing Space to PowerNotes.................................................................................83Adding Space to the Bottom or Right of a PowerNote ....................................................83Adding Additional Notes Pages.......................................................................................83Adding or Removing Space in the Middle of a Note .......................................................84Converting Ink to Text .....................................................................................................85

Searching your PowerNotes ...............................................................................................86Sharing PowerNotes .......................................................................................................87Saving a PowerNote in another format ...........................................................................87

Create PowerNotes folders.....................................................................................................87

Using the eBinder ...................................................................................................................88Creating an eBinder document ...........................................................................................89View an eBinder document .................................................................................................90Modify an eBinder document ..............................................................................................90

Chapter 6. Print ing in PlanPlus .............................................................................................91To Print in PlanPlus.............................................................................................................92Customizing your Printouts .................................................................................................93

Printouts ..........................................................................................................................93Customize .......................................................................................................................93


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Printer Setup .................................................................................................................100Paper Size and Type.....................................................................................................101

Print Preview.....................................................................................................................102

Chapter 7. Support Information ...........................................................................................103Online Support ..................................................................................................................103

Premium Phone Support...................................................................................................104Appendix A: Sample Miss ion and Values Statements ........................................................105

Mission Examples .................................................................................................................105Examples of Personal Mission Statements.......................................................................105Examples of Team Missions .............................................................................................107Examples of Organizational Missions ...............................................................................109

Values Examples ..................................................................................................................110

Appendix B: Sample Goals and Intermediate Steps ...........................................................111

Appendix C: Compass Examples ..........................................................................................115Examples of a Weekly Compass (and intermediate steps)...............................................115Things to Think About when Defining Roles .....................................................................119

Appendix D: PlanPlus for Outlook Frequent ly Asked Ques tions....................................122Daily Tasks........................................................................................................................122Master Tasks.....................................................................................................................123Projects .............................................................................................................................123Calendar and Appointments..............................................................................................123E-Mail Management ..........................................................................................................124Information Retrieval .........................................................................................................124Weekly Planning ...............................................................................................................125Using the Compass...........................................................................................................125Using the Mission Feature ................................................................................................126Using the Goals Feature ...................................................................................................126

Appendix E: Thoughts, Questions, and Quotat ions ............................................................ 127Daily Thoughts ......................................................................................................................127Tasks ....................................................................................................................................149

Questions..........................................................................................................................149Thoughts and Quotes........................................................................................................152

Weekly Compass ..................................................................................................................169Questions..........................................................................................................................169Thoughts and Quotes........................................................................................................172

Mission and Values...............................................................................................................176Questions..........................................................................................................................176Thoughts and Quotes........................................................................................................178

Goals.....................................................................................................................................183

Questions..........................................................................................................................183Thoughts and Quotes........................................................................................................186

Appendix F: Ar ti cles and Stories ..........................................................................................191Balance Beams.....................................................................................................................191Balancing Work and Family ..................................................................................................195Character First ......................................................................................................................197Controlling Your Life .............................................................................................................202First Things First ...................................................................................................................205


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Table of Contents

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Stop Wasting Time................................................................................................................209The Perspective of the Week................................................................................................213The Power of Goals ..............................................................................................................219Three Resolutions.................................................................................................................228Doing More in Less Time ......................................................................................................233Courage to Change - "My Flower Shop" ...............................................................................237Nothing Can Stop a Determined Soul ...................................................................................238Plan Your Day.......................................................................................................................242Stop Being So Efficient .........................................................................................................245

Appendix G: L icense Agreement ..........................................................................................249


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Welcome to PlanPlus for Outlook

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Daily Notes Formerly called the Daily Record of Events, Daily Notes are attached to eachdate in PlanPlus, where you can enter any text reminders that you desire for that date.

Mission/Values The Mission/Values module allows you to enter your Values and Mission. AWizard is available to step you through the process of discovering your own Values andMission.

Goals In the Goals module, you can enter "dreams with deadlines" based on your Valuesand Mission. A Wizard is also available to step you through the Goals development process.

Weekly Planning The Weekly Planning module gives you "the perspective of the week" inensuring that you schedule what matters most before lower-priority items.

Compass The Compass helps you focus on your key roles and relationships.

"Coach Me" Within any PlanPlus module, simply click the Coach Me icon to quickly andeasily access Help for that module.

PlanPlus Resources Additional Resources, including articles and examples, are included inboth this User Guide and the online Help that will help you use PlanPlus to achieve yourhighest priorities.

More Printing Options PlanPlus includes the capability of printing your tasks, appointments,

and other PlanPlus information (such as Mission/Values and Goals) on plain paper orFranklinCovey Perf-Fit forms.


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Cha ter 1

System Requirements &Installation

Not only can you install and use PlanPlus with Outlook on your desktop computer, but you canalso install applications on your handheld computer (Palm OS-based or Pocket PC) to take thepower of PlanPlus wherever you go.

This chapter discusses important information that you should know before installing PlanPlus, then

explains how to install PlanPlus on your desktop computer.

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System Requirements

Desktop Computer

To install and use PlanPlus v.4 for Outlook on your desktop computer, your desktop computer

hardware and software must meet the following minimum specifications: PC with 400 MHz or higher processor clock speed

128 MB RAM or higher recommended (64 MB minimum supported; may limit performance andfeatures)

120 MB available hard disk space

CD-ROM or DVD drive

Super VGA (800x600 or higher resolution) with 256 colors

Mouse or compatible pointing device

Computer speakers for multimedia presentation

Tablet PC device required to utilize some digital ink and pen input features in PowerNotes

Microsoft Windows2000 or XP editions Microsoft Outlook2000, 2002 (XP), or 2003

Palm OS Devices

Palm OS 4.0 or higher required for synchronization with Palm OS handhelds.

Pocket PC

Windows Mobile 5.0 or higher required for synchronization with Pocket PC/Windows Mobiledevices (with a touch screen).


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System Requirements & Installation

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Before You Begin

Handheld Computer Preparation

Whether you are using a Palm OS device or a Pocket PC, we recommend you synchronize your

handheld computer before installing PlanPlus. Failure to do this may result in irregularities duringinstallation of PlanPlus on your handheld computer.

After you install PlanPlus for Outlook, you have the option to install support for your Pocket PCdevice.

See the PlanPlus for Pocket PC User Guidefor information on installing and using PlanPlus forthe Pocket PC.

Palm OS Device Preparation

When you install PlanPlus, you have the option to install support for your Palm OS device.

Before installing PlanPlus for Palm OS, you must already have a HotSync connection established

between your Palm OS device and Microsoft Outlook, using PocketMirror, Intellisync, PalmDesktop Software, FranklinCovey Planning Software, or another connection. PlanPlus for PalmOS does not install HotSync Manager, but only adds conduits for synchronizing FranklinCoveyapplications and Daily Notes with Microsoft Outlook.

Before installing PlanPlus for Pocket PC applications, you must have already synchronized yourPocket PC with your desktop computer, using ActiveSync 3.1 or higher.

See the PlanPlus for Palm OS User Guidefor information on installing and using PlanPlus forthe Palm OS.

Converting FranklinCovey Planning Software Data

If you are a FranklinCovey Planning Softwareuser (formerly called FranklinPlanner Software forWindows), you will have the opportunity to convert your FranklinCovey Planning Software dataduring PlanPlus installation. Choose Yeswhen prompted, and your data will be automaticallyconverted and loaded into Outlook.

We recommend you make a backup copy of your FranklinCovey Planning Software data beforeinstalling PlanPlus and converting your FranklinCovey Planning Software data.


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Installing PlanPlus for OutlookInstalling PlanPlus for Outlook is a simple process.

1. Insert the PlanPlus CD into your CD-ROM drive. The PlanPlus installation menu will appear.

2. If the Microsoft .NET Framework is not already installed on your system, you should install itprior to installing PlanPlus for Outlook. Select Install Microsoft .NET Framework , and followthe on-screen instructions. (Note: This installation requires an active Internet connection.)


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The License Agreement will appear.

7. Select I accept the terms in the license agreementand click Nextto continue.

The Customer Information screen appears.

8. Enter your User Nameand Organizationin the fields provided, and click Next.


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The Setup Type screen appears.

9. Select Complete, and click Next, if you wish to install all program features in their default

ct Custom, and click Next, if you wish to customize the installation.

tion of PlanPlus, as

10.

location.OR

Sele

On the following screen, you will be given the options to install all or a porwell as to change the directory where the files will be located.

Make your selection(s) and click Next.


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The Startup Folder screen will appear.

11. This screen allows you to select which of your Outlook folders you wish to open by defaultwhen PlanPlus is launched.

Note: If you are connected to an Exchange server via modem, you should not select the"PlanPlus Today" folder.

Make your selection, and click Nextto continue.


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The Ready to Install the Program screen appears.

12. Click Nextto begin the installation.

lus for Microsoft Outlookscreen will appear, and will

14. mpletedscreen will appear.

13. The Installing FranklinCovey PlanP

display a status bar indicating the progress of the installation.

When the installation is complete, the InstallShield Wizard CoClick Finishto close the Wizard.


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PlanPlus for Outlook installation is now complete.

Notice that the options for installing PlanPlus for Palm OS and Pocket PC devices are nowenabled. You may select either of these options as desired.

15. When you are finished installing PlanPlus for Outlook components, click Exitto close theinstallation screen.


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Cha ter 2

Getting Around in

PlanPlusPlanPlus v.4 for Outlookis full-featured planning application that works inside of MicrosoftOutlook, and takes advantage of the many capabilities of the Outlook software.

You're already familiar with the time management capabilities of Microsoft Outlook, such ascreating and editing tasks and projects, scheduling meetings and events for yourself and others,and keeping track of different types of information with the Notes and Journal. In short, if you arefamiliar with Outlook, you'll be able to get around easily in PlanPlus.

PlanPlus adds to the capabilities of Outlook by featuring powerful tools to aid you in schedulingyour time by the week and by the day, ensuring that you plan and accomplish your highest

priorities.

This chapter provides you with a few tips about how to get around using the extra featuresinstalled with PlanPlus.

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The Home PageAfter you install PlanPlus and start Outlook for the first time, select the PlanPlus Home page. Youwill notice a number of changes in your basic Outlook layout.

Although Outlook navigation will vary depending on the version you are using, the PlanPlus Home

page looks much the same whether you are working in Outlook 2000 or Outlook 2003, with a fewdifferences that reflect the added navigation capabilities of Outlook 2003.

Display the Home Page

To display the PlanPlus Home page:

Click the PlanPlus Homebutton from the toolbar:

OR

From the menu, select PlanPlus | PlanPlus Home.

An example of the Home Page in Outlook 2003 is shown below. With the exception of a fewnavigation features, the same features are also available when using PlanPlus with Outlook 2000

Selected folder& preview area

Tasks list

Mini Calendar

Calendar view

Planning &Pro ects menu

Menu option Toolbar

Toolbar


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Getting Around in PlanPlus

Why use PlanPlus Home?

The PlanPlus Home page gives you one place to focus on all of the important things relative toyour day. By "living" in the customizable PlanPlus Home view, you simultaneously have access to:

Your Calendar (today's schedule and monthly calendars)

Your Email

Your Daily Notes

Your Task List, including Daily Tasks and Master Tasks

Part of the Act portion of the What Matters Most process is planning your day. When you "live" inthe PlanPlus Home view, you can easily sketch out what you want to accomplish each day, andtrack your progress.

How do I use the PlanPlus Home Page?

You already know how to use most of the features of the PlanPlus Home page, as they work justlike the features in Outlook. And PlanPlus features are designed to look and feel much likeOutlook, so you should be able to quickly become proficient in using them.

Following is a brief description of the elements of the PlanPlus Home page.

Menu opt ion The PlanPlus option on the Outlook menu bar allows you to access manyPlanPlus features.

Toolbar Most PlanPlus functions can be accessed through the buttons on the PlanPlustoolbar.

Planning & Projects menu Options on the Planning & Projects menu launch the Projectplanning and Weekly Planning tools.

Tasks li st The tasks list keeps your task list available for quick reference. You can choose todisplay either your Daily or Master Tasks by clicking the appropriate button.

Mini-Calendar The mini-calendar allows you to jump to a different day or month.

Calendar view You can choose to display the daily, weekly, work-week, or monthly view ofthe calendar in this window. By default, the current date is shown; however, selecting adifferent date in the mini-calendar displays the new period in the calendar view you haveselected.

Toolbar The toolbar lets you work with items in the current folder, or open the PowerNotesor Daily Notes tools. You can choose to view either your Inbox, the PowerNotes module, oranother Outlook folder at the bottom of the screen by clicking the appropriate item from thetoolbar.

Selected folder & message view this area displays the content of the selected folder. Whenan Outlook folder or PowerNotes is selected, you have the option of viewing a preview of theselected message/note in the right-hand panel. If you are creating a Daily Note, this area actsas your notepad.

Customize the Home page

By clicking and dragging the bars that separate portions of the PlanPlus Home page, you canresize the various portions to fit your needs, or even hide them completely.

For more information about Outlook-specific features of the PlanPlus Home page, see yourOutlook Help system or user manual.

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The Today PageThe Today Page gives you a "snapshot" of your schedule and tasks for the day. While theappearance of the Today page may vary, depending on whether you are using Outlook 2000 orOutlook 2003, both versions display the same basic information:

Calendar Your appointments for the current day are listed. Compass Your Weekly Compass is also shown, for a quick reminder of what matters most

to you.

Messages The number of messages in your Inbox, Drafts folder, and Outbox are listed.

Daily Tasks Your Daily Tasks are listed here.

Jump-Starter The "weekly jump-starter" is a little something to "get you going" for the day.

To display the PlanPlus Today page, from the menu select PlanPlus | PlanPlus Today.

Jump-starter

Message

Tasks

Calendar

Compass


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Organizing YourSchedule with Tasksand Projects

What is a Daily Task?

Daily Tasks are those tasks that you want to accomplish on a particular day. In PlanPlus, you

create a Daily Task by assigning a Start Date to the task.

When you create a task from the Daily Tasks tab in the PlanPlus Home page, the current date isautomatically assigned as the Start Date, and the task will appear on the Daily Tasks tab after itis saved.

What is a Master Task?

Master Tasks are tasks that are not assigned to a particular day. In PlanPlus, you create aMaster Task by creating a task without a Start Date.

When you create a task from the Master Tasks tab in the PlanPlus Home page, the task iscreated without a Start Date, and will appear on the Master Tasks tab after it is saved.

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Creating and Edit ing TasksPlanPlus Tasks are created, edited, and deleted the same way tasks are created, edited, anddeleted in Outlook. However, PlanPlus includes additional features that give you greater controlover your tasks.

Create a Task

From the PlanPlus Home page, navigate to the Daily Taskslist and click in the New Taskrow.

OR

Create the task in the Outlook task screen following Outlook instructions.

Set Task Priori ty

1. From the Task List, select the Priority drop-downfor the task you wish to prioritize.

2. Select the desired Priorityfrom the list.

Note: PlanPlus priorities (with multiple levels) do notcorrespond to Outlook priorities(High/Medium/Low only). When working withTasks in PlanPlus, you should assign Priority othrough the Task List view.

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Organizing Your Schedule with Tasks and Projects

Edit a Task

1. From either the PlanPlus Home page or the Outlook Tasks screen, double-click the task youwish to edit. The Task details screen will appear.

2. Make changes as you normally would in an Outlook task.

Note: Changes to the Priority and Rank of the task can only be made from the PlanPlusTask List view.

3. Click Save and Close when finished.

Change Task Priority

Select a new Priority level from the Priority drop-down listfor the desired item.

OR

1. Click the task you wish to move, and hold the mouse

button.

2. Drag the task to the desired priority on the Task List,and release the mouse button.

Assign Action Codes

You can use the standard FranklinCovey "action codes" to mark the status of tasks by simplyclicking on the Task Status portion of the task.

You can choose from any of the standard FranklinCoveyaction codes with this option:

Normal This option leaves the status field blank.

Completed Choose this option when the task hasbeen completed.

Forward Choose this option to forward the task toa future date.

Delete Choose this option to remove the task fromthe list.

Delegate Choose this option to indicate that youhave delegated the task to someone else.

In Process Choose this option to indicate that you

have begun the task, but have not yet completed it.

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Manage Tasks with the " Right Click" Feature

You can manage your Tasks by right-clicking on a task and choosing from several options.

1. Move your mouse pointer over a task on your PlanPlusTask List, then right-click your mouse.

2. The right-click menu appears.

3. Click the desired option.

New Task Create a new task.

Open Opens the Task Details box, where youmay make changes to the task.

Print Print the task details.

Assign Task To assign this task to anotherperson, clickAssign Task. This option forwards thetask to the other person via e-mail, and creates alink between the task on your list and the task on

their list, automatically updating the status of thetask on your list as they change the task status ontheir own list.

Cut, Copy, Paste, Delete Text These editingoptions allow you to copy and paste portions of thetask description into a new task, or remove taskinformation from the current task.

Undo Reverses the last change made to the task description.

Select All Selects all text in the task description.

Delete. To delete the selected task, simply click Deletefrom the right-click menu.

Field Chooser Opens the Field Chooser dialog, allowing you to select the information

fields you wish to display in the Task List. Simply drag and drop fields from the FieldChooser dialog onto the Task List, or drag and drop fields from the Task List to the FieldChooser dialog to remove them from your active display.

For example, if you wish to view the due dates for all of your tasks at a glance, you maychoose to add that field to the Task List. Or, if you want to see the tasks, but do not needthe list of task owners (such as when you own all the tasks and have not assigned any toanother person), you may wish to drag the Task Owner field off of the Task List.


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Using the CalendarIf you are familiar with entering, editing, and managing tasks and appointments in Outlook, youalready know how to do the same in PlanPlus.

PlanPlus uses the drag-and-drop capabilities of Microsoft Outlook to allow you to change tasks

to appointments, appointments to tasks, and change the priority and rank of tasks in thePlanPlus Home page.

In addition to scheduling your tasks, as you use the Weekly Planning and Compass features ofPlanPlus, you will learn to use the Calendar to create tasks and set appointments that will helpyou in achieving what matters most to you.

Moving a Task to a Different Date

You can move a task to a different day using any of the following methods:

From the PlanPlus Home page, click on the task you wish to move, and drag it to the newdate on the mini-calendar.

Open the Task Detail window and change the Start Date. Use the Quick Prioritize feature to drag-and-drop a task to a new date

Changing a Task to an Appointment

Changing a task to an appointment is as simple as dragging the task to the desired time on theAppointment Schedule.

1. From the PlanPlus Home page, click the desired task.

2. Drag the task to the calendar.

3. The Appointment Details screen appears. Make adjustments to the appointment details, as

necessary, then click Save and Close.

A copy of the task appears on your calendar as an appointment, while the original remainson your Task List.

Changing an Appointment to a Task

It is also simple to change an appointment to a task.

1. Click the desired appointment.

2. Drag the appointment to the Task List.

3. The appointment is converted to a task, and appears on your Task List.

Auto-Forwarding

In PlanPlus, since it works with Microsoft Outlook, a task not marked Complete on the day it isdue will automatically appear on the following day's list. This auto-forwarding will continue untilyou mark the task complete or reschedule it for a different day.

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Quick PrioritizeQuick Prioritize is a tool to help you quickly prioritize and rank your daily tasks, using thedrag-and-drop capabilities of Outlook to assign or change task dates. Quick Prioritize has threemain functions:

Prioritize Tasks You can easily drag-and-drop a task to automatically change its priority. Rank Tasks You can drag-and-drop a task up or down a priority section (A, B, or C) in

order to automatically change its rank (1, 2, 3 and so forth).

Move Tasks You can also drag-and-drop a task to any date on the mini-calendars tomove the task to that date.

Using Quick Priorit ize

1. Launch Quick Prioritize using either of the following methods:

To open the Quick Prioritize tool, from the PlanPlus Home pagePlanning and Projects menu, click the Quick Prioritizebutton.

OR From the Outlook menu, select PlanPlus | Quick Prioritize.


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The Quick Prioritize screen will appear.

The current date is circled in red on the Quick Prioritize mini-calendar at the top of the

screen. By default, Daily Tasks for the current date are listed in the columns below the mini

calendars Tasks are color coded:

"A" level tasks are brown.

"B" level tasks are blue.

"C" level tasks are green.

Overdue tasks are red.

To view tasks for a different day, select that date (it will appear shaded on the mini-calendar when selected).

To view Master Tasks, select the Master Tasks tab at the bottom of the screen.

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2. Quick Prioritize recommends three steps for organizing your tasks:

Prioritize tasks Click and drag tasks to the most suitable priority column.

Rank tasks Click and drag tasks to the most suitable rank within a priority (you musthave Auto-Ranking turned on to do this).

Create a realistic plan Click and drag tasks to a different day on the mini-calendar.

Alternatively, you may wish to move some tasks to the Master Tasks list. Select the task,and click Move to Master Tasks.

Note: If you are working on the Master Tasks tab, and wish to move a task to the DailyTasks list, simply click and drag the task to the desired date. The task will bemoved to the Daily Tasks list for that date.

3. If desired, turn on Auto-Ranking.

If your tasks were not previously assigned a rank, Auto-Ranking automatically assigns arank to your tasks when you open the Quick Prioritize feature. When Auto-Ranking is on(the check box is marked), you can drag-and-drop tasks up and down their Priority

categories, or drag-and-drop them between categories, and they will automatically re-ranked as they are added to the new category.

When Auto-Ranking is off (the check box is blank), your task rankings are notautomatically adjusted as you move them between categories. Ranking may bemanually adjusted through the Task List.

4. When you are finished working in Quick Prioritize, click the Save and Closebutton.

Notice that the next time you view your Tasks List, your tasks have the new priorities youselected for them in Quick Prioritize.


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What is a Project?A project is a record of those tasks that you have to accomplish. Some projects are simple, andothers are complex. For example, you might have a project that involves several steps:

Get sales figures from Josh. Insert Maria's data into report.

Import Sales template from main database. Write up analysis. Get sales analysis from Maria Print and distribute report.

With the Projects feature, you can create a project called "Write Sales Report." Then you canbreak down that project into its component steps. In this example, you'd create one project withsix different steps, as illustrated below.

The projects section of the home page lets you view your projects, add new tasks to an existingproject, and choose which project's tasks you want to see. You can view every project you setup here, and you can change the status of a task (for instance, you can change a task's statusfrom Normalto Completed).

With the Projects feature, you can understand and break down your complex projects intomanageable pieces. You can see the entire project at a glance and plan how best to get it done.

The Projects feature lets you keep track of the status of any given project and see that status ata glance. You can assign various project tasks to someone else and link tasks to deadlines,complete with reminder pop-ups. The Projects feature is a powerful tool to help you manage allyour projects no matter how complicated.

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PlanPlus for Outlook provides two methods of accessing your Project information, each withsimilar, but slightly different features:

A PlanPlus Project

shown in the Projectswindow,

and in the PlanPlusHome Page window

Select the Project

from the Project Tabor the drop-down list

Home Page Projects View Projects Main Page

View each of your projects by selecting themfrom the drop-down list

View each of your projects by selecting themfrom the tabs at the bottom of the page.

Create new projects Create new projects

Create tasks for your projects Create tasks for your projects

Add tasks from your master or daily task list

Move tasks around within projects

Create "task branches" using tabs to indent sub-tasks

Create "task branches" by using the indent andoutdent features to define parent tasks and sub-tasks

Assign tasks to someone else Assign tasks to someone else

Give tasks a deadline Give tasks a deadline

Change the status of a given task Change the status of a given task

Prioritize and/or assign flags to project tasks


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Creating a ProjectYou can create a new project using any of the following methods:

1. Open the Projects page: From the PlanPlus toolbar, clicking the

Projectbutton.

From the Planning and Projects Menu,select Projects.

From the Outlook menu, selectPlanPlus | Projects.

2. From the Projects page, select ProjectTools | Create New Project.

1. From the PlanPlus Home page, navigate tothe Task List toolbar, and select the View

Acti ve Pro jects button.

2. Select from the drop-down list.

3. A window appears, asking you to name the project.

4. Give the project a brief, descriptive name, and click OK.

Once the project has been created, the project name appears on a tab along the bottom of

the Projects window, and is also listed in the Active Projects drop-down list on the PlanPlusHome page.

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36

Adding Tasks to a Project

Typically, you will add a list of tasks to a project, and then go back and work with the tasks, toassign them to the appropriate individuals, set deadlines, and so forth.

1. To add a task to a new project, click anywhere in the project window.To add a task to an existing project, place your cursor on the task line just above where youwant to enter the new task, and press Enter.

A blank task line will appear where you can enter a brief description of the task.

2. Your new task is automatically given Normal status.

3. To add the next task, click Enterat the end of the task line, and a new, blank task lineappears. You can add as many tasks as you wish.

Note: You have to enter some text in a task line before you can add another task. In otherwords, the PlanPlus will not display more than one blank task line at a time.


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Adding Exist ing Tasks to a Project

Let's say that you realize that you need to call the local print store about printing the salesreport, and the task "Call print store" is already on your daily task list. You can easily add thattask to your project.

1. From the Project Tools popup menu, selectAdd Ex is ting Tasks to Pro jec t. A list of all yourexisting tasks appears.

2. Choose the task(s) you want to add (you can also choose to clear all the tasks or selectthem all) to the project and clickAdd. The task is added to your project.

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38

Working wi th Project Tasks

Once you've created a project and created the tasks associated with it, you can:

Assign the task

Give a task a deadline

Change the status of the task

Create "task branches"

Change the status bar next to a "parent" task

Move tasks within the project

Assign ing tasks

1. In the Project window, highlight the task you want to delegate. Right-click on the task, andfrom the popup menu that appears, selectAssign Task. A normal Outlook task window isdisplayed, with the task information.

2. Click the Tobutton at the top of the window to choose the person being assigned to thistask.

3. Enter any other helpful information, if necessary, in the task notes field.

4. If you wish to keep an updated copy of thetask on your own task list, or to receive astatus report when the task is complete, leavethese options checked.

5. Click Sendto send the task.

TIP: As a reminder that you'vedelegated this task, youcan change the task'sstatus to "Delegate." Acircle will appear next tothe task to remind you thatit's no longer yours.


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Organizing Your Schedule with Tasks and ProjectsOrganizing Your Schedule with Tasks and Projects

39

Assign ing a Task Deadl ine

1. Click in the Date column for the task that you want to assign to a deadline:

2. Click the arrow in the Date column to display a calendar:

3. Select the date you want to assign to the task. The date displays next to the task in the Date

column.

4. Project tasks with deadlines will appear in your Daily Tasks list on their assigned date. Youwill also receive a reminder about the task deadline.

Changing the Status of a Task

1. In the Project window, click the square next to thetask with the status you want to change. A list ofstatus options appears.

2. Highlight the status you want to assign to that task

and click. The task's status is reassigned and the"Normal" square changes to the symbolcorresponding to the new status.

Reorganizing Project Tasks

1. In the Project window, highlight the task you want to move.

2. From the Project toolbar, click the Upor Downarrows to move the task to a higher or lowerposition in the list.

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40

Task Branches

A project may include tasks which are more easily broken into a set of sub-tasks indicatingthat the task itself is not complete until all of its sub-tasks have been completed. These

For example, the "Write Sales Report" sample includes the task "Print and distribute report."

will

Creating Task Branches

h they were normal tasks

task.

re" is a part of the task "Print andwould select "Call print store."

k is indented, so that it is now

rent").

4. tasks that are subordinate to another task. As thefollowing illustration indicates, a single "parent" task can have many "children."

groupings are known in PlanPlus as "task branches."

This task is actually composed of a number of sub-tasks. Listing those sub-tasks in your Projecthelp to ensure that all are completed.

1. Create the sub-tasks as thoug

2. Select the task you want to subordinate to another

For example, you want to show that "Call print stodistribute report," so you

3. Click the right arrow on the Projects toolbar. The tas

subordinate (a "child") to the task above it (the "pa

Repeat this process for each of the


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Working with Task Branches

ll.s.

rganize

e task (and its subtasks) to the desired level.

sh to move out, and use the Left

Tas

anch that

For example, in the illustration above, three of the four "child" tasks of this "parent" arecompleted. As a result, the status bar is 75% full. When the final "child" task is completed, thestatus bar will be 100% full.

Note: You can choose to hide the Status bar. Simply click on it, and select Show as Heading.

Depending on the complexity of your Project, you may have many task branches, or none at aA particularly complex Project, may contain multiple task branches within parent task branchePlanPlus allows you the flexibility to design your Project in the way that best helps you oyour tasks.

You can move task branches within the project. Select the "parent" task, and use the Up orDown arrows to move it to a new position.

You can add task branches to the depth you desire. Select the subordinate task and use theRight arrow to indent th

You can remove task branches. Select the branch you wiarrow to "outdent" the task (and any subtasks it may have) to the desired level.

k Branch Status

By default, "parent" tasks display a progress gauge, indicating the percentage of the br

is complete.

The gauge will be replaced with a line, indicating that this is a parent task. You can showthe Status bar again at any time by clicking on the parent task line and selecting Showas Gauge.

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Project Tools

Clicking Project Tools from the Projects page displays the Project Tools pop-up menu whichallows you to perform a variety of project management tasks.

This menu is also available by right-clicking on the Project Tabs at the bottom of the Projects

page

De

2.

3.

esired project selected, open theProject Tools menu.

2. Select Rename Project.

3. A dialog will appear, displaying the originalname of the project. Enter the new name forthe project and click OK.

4. The project will be renamed. The new namewill be listed in the project tab, and in theProject drop-down list.

lete a Project

1. With the desired project selected, open the Project Tools menu.

Select Delete Project.

A dialog box will appear asking you to confirm the deletion. Click Yesto delete the projectand all its tasks, or Cancelto abort the deletion.

Rename a Project

1. With the d

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Hide a Project

1. To hide a project, point your mouse over the desired Project tab (it is not necessary tothe tab).

2.

select

.

3. he bottom of the window. Hiddenjects drop-down list.

iew Hidden Projects

er any Project tab, and right-click.

2. n Projects.

3. any projects you have hidden will now appear. However, these projects will not belisted in the PlanPlus Home page Projects drop-down list.

Unhide a Project

1. To show a hidden project, point your mouse over the desired Project tab and right-click.

2. If it is a hidden project, selecting Unhide Projectwill restore the Project. The project willnow be visible (even if Show Hidden Projects is disabled) in both the Project tabs list and inthe PlanPlus Home page Projects drop-down list.

Right-click on the project tab, and select Hide Project

The project tab will disappear from the list of tabs at tprojects will not appear in the PlanPlus Home page Pro

V

1. To view hidden projects, point your mouse ov

From the pop-up menu, select Show Hidde

Tabs for


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Project Notes & Progress Tabs

about the Project.

Project Notes

similar to other PlanPlus Notes.

waotes tab.

The Project Progress tab displays the status of theask is a "parent" task,

tions

are

The Project Notes and Progress tabs (to the left of the Project view, in the Projects page)provide a place for you to record and view detailed information

Project Notes areYou may use them to record details about theproject.

Project Notes are directly associated with thespecific Project Task selected at the time the note

s recorded, and are displayed in the ProjectN

Project Progress

selected Project Task. If the Twith associated "child" tasks, additional informaabout the sub-tasks is provided in the Task Statu

a.

If desired, you may email a copy of this report byclicking the E-mail Reportbutton.

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Cha ter 4

UFranklinCovey PlanningS

PlanPlus v.4 for Outlook includes FranklinCovey Planning System modules to help you discoverand achieve your highest priorities.

In this section, you will find information on how to use the following FranklinCovey PlanningSystem modules:

Weekly Planning

Mission and Values

Goals

Weekly Compass

The FranklinCovey Planning System does not simply make you more efficient, it makes you moreeffective.

sing the

ystem

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48

W ingTevery single week, we recommend doing them all for best effect.

Why

Perhaps the metaphor of being unable to see the forest for the trees is useful here. Weeklyplanning gets you thinking about tomorrow, and the next day, and the next week, rather than justliving from day to day. By planning weekly, you can make sure that you get your Big Rocks intoy

By ta your week, you will experience asigni

The Weekly Planning ProcessThe process of weekly planning is a very straightforward process of connecting with what mattersmost to you, then putting first things first by scheduling the Big Rocks that will help toward yourgoals and that will help you strengthen your relationships. This section shows you how to use theWeekly Planning feature to do your own weekly planning.

Weekly Planning is accomplished in a simple, four-step process.

Review Mission This beginning step encourages you to access the deepburning yes! created by the awareness of first things in your life, the yes!that generates passion and energy and makes it possible for you to say no with confidence and peace to the less important.

Schedule Goals This step enables you to set principle-based goals that willcreate quality-of-life results. This step provides a medium for breaking thesegoals into smaller, achievable steps with deadlines, and then schedule theminto your weekly plan.

Schedule Compass This step enables you to focus on roles andrelationships through which you can achieve balance. The Compassempowers you to put your Big Rocks your important Quadrant II goals intoyour schedule first and schedule other things around them.

Schedule Tasks This final step allows you to review all the other things thatyou need to do and schedule them on appropriate days throughout the week.

Throughout each step of the Weekly Planning process, you are encouraged to evaluate yourprogress toward your goals from the previous week.

eekly Plannhere are four steps in the Weekly Planning process. Although it is not mandatory to do all four

Should I Plan Weekly?

our schedule first.

king twenty minutes at the start of each week to planficant increase in productivity.


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Using the FranklinCovey Planning System

The Weekly Planning Module

To create your weekly plan in PlanPlus, start by displaying the Weekly Planning module, using anyof the following methods:

From the PlanPlus Toolbar, click the Weekly Planning button.

From the PlanPlus Home page, navigate to the Planning & Projects toolbar and clickWeekly Planning.

From the Outlook toolbar, select PlanPlus | Weekly Planning.

Throughout the rest of this chapter, we will follow the steps outlined in the Weekly PlanningModule to help you

identify and review your mission and values,

set and schedule goals,

identify roles and big rocks and fit them into your schedule, and

schedule your remaining tasks.

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50

Mission and Values

int in discovering what mattersost to you is identifying your Values and discovering your Mission.

sion and Values?

eful

highest priorities has two components discovering your Values andcare

you have already identified your Values and Mission, so much the better, but if this is somethingou have not really thought of before, a small investment in time will pay big dividends.

ividuals or organizations, are highly personal. There is noalue, no right way to express yourself or to formulate a

What makes the FranklinCovey Planning System uniquely powerful is its ability to help youintegrate your highest priorities into your planning. The starting pom

Why should I identify my Mis

By identifying your Mission and Values, you discover your highest priorities. Discover is a usword here because you are simply taking a bit of time to discover what you probably already knowabout yourself.

Understanding yourdiscovering your Mission. Nothing spectacular here you are simply thinking about what youabout, what motivates you to action, the foundation for how you make decisions.

Ify

Missions and Values, whether for indright way to create a Mission or a VMission or Values for your organization. What is most important is that your Mission and Values bemeaningful for you.


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To Identify Your Mission

By identifying your Mission, you create a powerful document that expresses your sense of purposeand meaning in life. Your Mission can act as a governing constitution by which you evaluatedec what you want to do, and

alsMissions are also vital to successful teams and organizations. A Mission creates a frame ofreference in the hearts and minds of individuals, a set of criteria or guidelines by which they will

overn themselves and make choices each day.

to consider as you think about your unique Mission:

ses. It will be customized to your unique talents,

or five pages long but not

o help you begin thinking about your Mission, ask yourself some questions:

What are my greatest moments of happiness and fulfillment?

What are the activities of most worth to me in my personal life?

What are the activities of most worth to me in my professional life?

What are my natural gifts, talents, strengths, and abilities?

What am I motivated by, fascinated with, passionate about?

How can I best contribute to my community?

Try the fast write

Armed with this summary, you can then formulate your own Mission. We recommend a fast write

exercise as a means of formulating an initial draft of your Mission.Find someplace where you will be free from distractions. Put on some music that inspires you.Start with a pen or pencil and a clean sheet of paper, or a blank document with your favorite wordprocessor. Think about the above questions.

Then, just write. Do not worry about spelling, or grammar, or punctuation. You are simply trying totake what is milling about in your head and dump it where you can see it. Write for about fiveminutes. If you go a little long or short, do not worry about it. Then take a look at what you havewritten.

You may well have the beginnings of your personal Mission.

Appendix A : Sample Mission and Values Statements contains samples of actual Missionsrelated by individuals and organizations. You may wish to review these and see how they work,but the point isnt to pick one and use it. Make your Mission and Values your own.

isions and choose behaviors. It focuses on what you want to be and

o focuses on the values or principles upon which being and doing are based.

g

Considerations

Here are some things

Your personal Mission will be unlike anyone elgifts, and contributions.

Your personal Mission may be written and it may be five wordsall Missions are written.

T

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52

To Identify Your Values

So, what is important to you? Integrity? Fidelity to your friends? Loyalty to a job, your family, or adefined set of principles?

Use the Mission and Values module to record the values you identify.

ues is to identify those areas where you want to improve.

ntegrity, what

Appendix A : Sample Mission and Values Statements contains several sample Values withsome sample clarifying statements. These are provided primarily to give you ideas for creatingyour own clarifying statements.

If these samples work for you, great, but the point isnt to pick from this list of Values to make yourown list. Your Values should reflect what matters most to you, not what matters most to someoneelse.

More Than One Value?

You probably have more than one Value, but your list of Values need not be tremendously long.And you do not have to be the perfect exemplar of your Values. Part of the reason you want toidentify your Val

Clarify Your Values

As you identify each Value, you should also clarify it. For example, if you value Idoes that mean to you? Does it mean I never tell lies or does it mean I am honest andtrustworthy in my personal and business dealings? Or does it mean something else? By clarifyingyour values, they become more real to you.

You may have already given this subject a good deal of thought, or you may not have thoughtabout it at all. In any case, by looking inside at what is most important to you and identifying andclarifying these things as Values, you will have taken a giant step toward understanding what trulymatters most to you.


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Mission and Values FAQ

What types of things should I include in my mission?

The authors of the book First Things First write that the mission statements people find mostempowering share the following characteristics: represents the deepest and best within you is the

t roles in your life is written to inspire you

pressed in music,

uni

Can

t, like life, can be

mission. Revising yourhaps annually.

fulfillment of your own unique gifts is transcendentbased on principles or contribution andpurpose higher than self addresses and integrates all four fundamental human needs andcapacities is based on principles that produce quality-of-life results deals with both vision andprinciple-based values deals with all the significan

How long should my mission statement be?

Mission statements range from a few words to several pages. Some are expoetry, and art. Because each persons personal vision is unique, each persons mission will be

que.

my mission change?

To be empowering, a mission statement has to become a living document thaevaluated and changed.

How often should I review/revise my mission?

Weekly planning allows time each week to review, or reconnect, to yourmission is something that will take place far less frequently, per

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54

To Learn More About Miss ions and Values

the World Wide Web, so you will need Internet access in order to take

There are a number of resources you can use to help you better understand how and why toidentify your Mission and Values, either for yourself or for your organization. Many of theseresources are available onadvantage of them.

Three Resolutionsby Stephen R. Coveyfrom Priorities magazinehttp://www.franklincovey.com/ez/library/three.html

Character Firstan interview with Stephen R. Coveyfrom Priorities magazinehttp://www.franklincovey.com/ez/library/char.html

Finding Purposefrom WomenToday.comhttp://www.womentodaymagazine.com/selfesteem/purpose.html?a=515p

ission PossibleM

from BusinessWeek.comhttp://www.businessweek.com/archives/1999/b3642034.arc.htm?$sap

In addition,Appendix E: Thoughts, Questions, and Quotat ionscontains several thoughts,quotes, and questions that may be useful to you in formulating your own Mission and Values.

Appendix F: Ar ti cles and Storiescontains a collection of articles and stories that you may findspirational and educational.in


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Weekly Planning Step 1: Review Mission

In the Review Mission step, you review your Mission and any Values that you have entered in theMission module.

Note: The first time you use the Weekly Planning Module, you will begin by creating your Missionand Values statements.

1. Select the Mission you wish to review.

2. If you want to modify or add information to the Mission module, you can do it from here byclicking New Mission, or highlighting the item you want to change and editing the name orcontent of the item.

ldyour mind as to what you think is truly important in your life.

statement and other information, click

The Review Mission step is intended to re-connect you with your highest priorities. Even if

you do not make any changes or additions to your Mission and Values information, you shoustill review it to refresh

3. When you have finished reviewing your MissionSchedule Goals.

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56

Using the Mission and Values Tool

To enter a new mission in PlanPlus, or to list your values, start by displaying the Mission andValues page, using any of the following methods:

From the PlanPlus Toolbar, click the Mission/Valuesbutton.

From the PlanPlus Home page, navigate to the Planning & Projects toolbar and clickning.

ok toolbar, select PlanPlus | Mission/Values.

Enter a New Mission

ion/Values screen, click New

s

il area, and type in the particu rs ofment.

Weekly Plan

From the Outlo

1. From the MissMission/Values.

2. Enter a description of the new mission (such aPersonal Mission Statement).

3. Click in the deta layour new mission state


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Enter a New Value

1. From the Mission/Values screen, click New Mission/Values.

2. Enter a description of the new value.

TIP: If you use the Mission/Values feature to list your values, we recommend you preface

3. Click in the detail area, and type in the particulars of your new value statement.

your values with a standard word to make them easily distinguishable on the list (suchas "Value - Integrity" and so forth).

The Mission Toolbar

When you are creating a mission, the mission toolbar is displayed.

New Mission/Value create a new mission or value statement.

Delete Item delete the selected mission.

Cut cut the selected text (also places the text on the Windows clipboard).

Copy copy the selected text to the Windows clipboard.

Paste paste the text from the Clipboard to the selected location.

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58

GoalsGoals are the critical link between discovering what matters most to you and acting on whatmatters most to you.

You begin to bring your daily activities in line with what matters most by setting long range goals,

the ly inmin

hy Should I Set Goals?

ion, you will find it gives you energy and that seeing it through is easier.

ater sense of purpose. To achieve challenging yetrealistic goals, you must clarify them in two areas:

urpose does it serve to you, or to others?

chieve it? What steps would you have to take to actually see it

Finally, break each goal into smaller, achievable steps with deadlines and work them into youreekly plan accordingly.

How Do I Identify a Goal?

When you realize that Goal is a dream with a deadline rather than just something you think youmight get around to someday, using PlanPlus Goals feature becomes quite simple.

First, you create a goal by entering it in the Goals module, and entering the description of thegoal.

Then, you create intermediate steps (either Tasks or Appointments) by clicking theAddIntermediate Stepbutton. You then enter the details of the intermediate step. When you finishentering the intermediate step, one or more new Tasks or Appointments will appear on yourschedule. During the Weekly Planning process, you can also drag-and-drop intermediate stepsdirectly onto your Task List.

Finally, you act on the intermediate steps. PlanPlus cannot cure you of a tendency toprocrastinate, of course, but it does provide you with a simple and effective method of planningthat lets you focus on what is most important to you, without overloading yourself.

When you have identified the goal and intermediate steps, you can begin to plug in theintermediate steps to your Daily and Master Tasks lists.Appendix B: Sample Goals and

Intermediate Stepscontains some examples of goals set by other individuals.

n subdividing those goals into manageable chunks. So, with what matters most to you firmd, set some goals.

W

The most valuable goals are connected to your inner passion. When a goal is in alignment withyour principles and miss

Goals give you a way to move forward with a gre

Why?Why would you want to achieve it? What p

How?That is, how would you a

through?

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Goals FAQ

How can I use Long-Range Goals for projects at work?

While PlanPlus is not project management software, creating projects as long-range goals issufficient for many people for entering goals (or projects), breaking them down into intermediatesteps, time-activating them by creating appointments or tasks, and tracking the goal to completion.

Can I put long-range goals on my master task list?

You can put long-range goals on your master task list; however, you may find the long-range goalssection of PlanPlus makes goal planning and goal tracking easier.

How many intermediate steps should I have for each long-range goal?

This really depends on the scope and timeline of the goal. Ideally, your list of intermediate stepsshould reflect all the tasks that must be completed in order to accomplish the goal.

How can I make sure I work on my long-range goals each week?

The second step in weekly planning is Schedule Goals. This is a great opportunity to review yourlong-range goals and intermediate steps, and schedule what needs action in the coming week.

wed asinte a

When should I review my long-range goals?

Long-range goals are reviewed weekly during weekly planning and can also be reviermedi te steps are scheduled on the calendar or task list.

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To Create a New Goal

ls .

Deadline box, then clicking the down

Add Intermediate Step .

. If you wish to create a task or anappointment from a goal step, select thestep and drag it to the calendar or tasklist

OR

Click on the down arrow that appears to the left of the desired step.

A pop-up menu appears. You may choose one of the following options:

Mark Completed This option allows you to mark a step Completed.

Schedule Appointment When you choose this option, a standard Appointment box willappear to let you create an appointment from the step.

Schedule Task When you choose this option, a standard Task box will appear to let youcreate a Daily or Master task from the step.

Delete Intermediate Step This option allows you to delete the selected step.

1. To enter a new Goal in PlanPlus, start by displaying the Goals page, using any of the followingmethods:

From the PlanPlus Toolbar, click the Goalsbutton.

From the PlanPlus Home page, navigate to the Planning & Projects toolbar and clickWeekly Planning, and then click the Schedule Goalsbutton.

From the Outlook toolbar, select PlanPlus | Goa

2. Click the New Goalbutton.

3. Enter the description of the new goal,and the deadline.

4. You can use a Date dialog box to choosethe deadline date by clicking in the

arrow symbol that appears.

5. To add Intermediate Steps to your goal,click to select the desired goal, then click

When you have finished addingintermediate steps, all intermediate stepswill appear below the goal.

6

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62

When you are creating a mission, the mission toolbar is displayed.

New Goal create a new goal.

Add Intermediate Step create a new step under an existing goal.

Delete Item delete the selected mission.

Cut cut the selected text (also places the text on the Windows clipboard).

Copy copy the selected text to the Windows clipboard.

Paste paste the text from the Clipboard to the selected location.


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Weekly CompassThe Compass is a powerful method of helping you focus on your key roles and relationships,setting goals to help you strengthen those relationships over the course of a week.

Thi ule in PlanPlus to create a Compass.

Why S

With the Compass, you review your key Roles and relationships and create Big Rocks toonships. You may wish to focus on a particular role for the week,

As you create your Weekly Compass, we recommend you identify a maximum of seven roles thatyou want to focus on, then ask yourself a simple question:

thing I can do this weekhave the most significant impact on this role?

As

Ide

A good way to think of the Tasks and Appointments that support your highest priorities is to thinkof them ost important things you want to accomplish this

week. All the other things on your list can be represented by little rocks things that still must getdon

It'sfirst, you may not have enough room left in the bucket to fit in all theRopoubucketimp

Your weekly schedule is very similar to the bucket it has limited space(timnd non-essential activities (little rocks). If you put your Big Rocks into

your weekly schedule first, you can fill in the gaps in the rest of theavailable time with your little rocks.

s section tells you how to use the Weekly Compass mod

hould I Use the Weekly Compass?

strengthen those roles and relatior you may set goals for several or all of your roles.

Select Roles

What is the onethat will

you answer this question, you will identify the goals that belong on your Weekly Compass.

ntify Your "Big Rocks"

as Big Rocks. Your Big Rocks are the m

e but which are not as important.

like filling a bucket with rocks. If you fill the bucket with little rocksBig

cks. But, if you start with the Big Rocks, the little rocks can bered into the remaining space. By putting the Big Rocks into the

first, even if all the rocks do not fit, at the least the mostortant ones are in.

e) which must be filled with both important activities (Big Rocks)a

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64

Big Rocks and Quadrant II of the Time Matrix

If you remember the Time Matrix, you will know that Quadrant II activities are those activities thatare very important, though not particularly urgent at the moment. For this discussion, it is enoughto say that the Big Rocks that you want in your schedule will often be Quadrant II activities

ning they may not be screaming for attention right now) butn, and relationship-

Urgent

activities that may not be urgent (meaare extremely important. Quadrant II activities include planning, preventiobuilding.

Quadrant I Quadrant II

Very Important Very Important

Not Urgent

Less Important

Urgent

Less Important

Not Urgent

Quadrant III Quadrant IV

Of course, some of your Big Rocks may well be Quadrant I activities, both urgent and important.Thats okay, but do not let the urgency of an activity fool you. Something that is screaming for yourattention right now may be both urgent and important, or it may be simply urgent, and not veryimportant at all.

Strengthen

Documents

PlanPlus Handbook