On creating better schedules

Previously I wrote about making the best of your time, there I suggested that one way to make better use of your time was to be more productive.

In this post we look at the how a good schedule can improve upon how well your time is spent. I will also discuss what to consider in creating better schedules.

Photo by: Flik

Why schedule

Scheduling, I think, is quite underrated – most people I know that are excellent schedulers are never commended on their skill. I suppose being a good scheduler, you get noticed more for the benefits, the resultant characteristics more so than anything else.

Here are some of the benefits of scheduling:

• increases productivity
• better allocation of time
• better use of time
• reduces stress
• prevents procrastination

A well constructed schedule allows you to manage your time, allowing you to get your tasks done and leaving you with time for what’s important.

Elements of a good schedule

For a schedule to be effective, it needs to be reviewed on a regular basis – at the start of the week or month or another similar period.

The ideal schedule is a flexible schedule. A flexible schedule is one which can be changed on the fly or on a regular basis, but still retains its effectiveness.

The two minute guide to creating a schedule

So, maybe I’ve convinced you with the benefits of scheduling and what effect it can have. Here are a few tips to get you started:

• Define the tasks/meeting: What meetings/tasks do you need to get through today, in a week, etc.
• List the steps: What do you need to do to complete the task or call the meeting a success
• When is it due: Are there any deadlines attached, if not then allocate a deadline yourself
• How long will each task
• Contingency planning: allocate extra time for interruptions (travel etc.) and emergencies.
• Outline: from the steps above you should have a rough outline of what needs to be done, how you you want to spend on it (or how long it may take). From this outline create a to-do list, with the most important tasks on the top
• Review: review your draft. What are your objectives? What are your priorities? How much time have you designated to each task/meeting?

Some considerations

Of course, this is a oversimplification of the process. With others people involved, especially when scheduling large groups a lot more factor need to be considered and accounted for. Here are some points to consider that may be useful.

• Be Prepared: prepare beforehand for meetings.
  What would be the ideal result from your meeting be? No doubt, you want to solve the big problem, but can you really get it done from that one 45 minute meeting? Set realistic targets and let everyone know, this will help with keeping on topic.
  List some questions that will help you drive towards the goal. What are some questions that might help generate ideas or to get people talking about the topic? Bring them to the meeting or pass them around prior to the meeting.

• Be Realistic: As I mentioned above, expect realistic results from each task or meeting. Expect overruns and distractions and allocate extra time to stay on schedule for the rest of the day/week.
• Confirmation: Whether you are scheduling for one, two or hundred, confirmation with everyone involved that they are okay with everything. Get in touch again, a day before to make sure everyone can still make it, if they can’t them reschedule (if feasible) or ask them to send in their notes. Just because someone is unable to make it don’t automatically assume they don’t want to contribute!
• Record and Analyze: From time-to-time it is a good idea to keep track of where you are spending your time. Is your work overshadowing your personal life? Are you tasks on par with your goals and ambitions? Schedule time for yourself too!

Some thoughts

I’ve seen many of my friends and colleagues (and I’ve done it to!), trying to schedule every minute of their day down to how many hours and minutes they will sleep! Such a schedule is not only unrealistic, but impossible to maintain.

Some things just pop up when you’re walking around and it is far more effective to do them then rather than some other time. This is what I mean by having a flexible schedule, you should be able to bend and twist your schedule to whatever your needs are.

One thing though is absolutely critical, at least I think so, in maintaining any schedule is punctuality. This does not mean enforcing draconian laws over yourself or others. Of course you may run late but as long as you are able to factor this in then that is all that’s needed.

If you are punctual then it has the added benefit of seeming reliable. Puncutality is just a factor or reliability.

I hope you find this post of some use. What methods do you use to stay on schedule in your personal and professional life? Can you suggest any other resources or share any examples? Let us know in the comments below.

Resource:

For those who use Microsoft outlook, have a look at this article to harness the power of Outlook scheduling at your firm.

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Tags: Management