If you have a lot of major tasks laid out for the entire day it can really be overwhelming especially if those tasks need to be done within the day. In some instances, you may even find it hard to get started. One way to help counteract this problem is to set up a routine for you and your dedicated assistant. This routine, when carefully planned out, can provide much-needed structure. This, in turn, can lead to systematic completion of tasks without stressing you out so much. Read on to know how you can implement proper scheduling in your routine.
- 1) Determine the number of working hours.
- 2) Decide on your working approach.
- 3) List the tasks that you need to complete for the week.
- 4) Block out specific times of the day for specific tasks.
- 5) Be accountable for the time you spend on each activity.
- 6) Dedicated Assistant Tip: Include personal time in the list of your priorities.
Determine the number of working hours.
As much as possible, allot the average number of hours that you work in a typical day for the scheduling. Include meetings and calls in your total computation. If possible, make these activities short and sweet. Going for this approach helps everyone get to the point because of the limited time. This eventually helps you save more time.
Decide on your working approach.
When you set blocks of time for the tasks, try to set them in 30-minute intervals. During this period, make sure that you will only focus on the task set out before you. After this period, allot 5 to 10 minutes for a break in between tasks. After two hours of working on a large task, take a longer break that lasts for 15 to 30 minutes. By using this technique, you can stay productive without taking a toll on your body.
A word of caution though: If you intend to approach your tasks using this technique, make sure that the time slot where you will place the task will indeed be uninterrupted. This is a technique that does not allow you to pause in between and just return when you feel like it. If you do this, it defeats the purpose of this approach.
If you are not a fan of this technique, you may also go for a 90-minute interval work period. In this approach, you will be asked to work for 90 minutes with minimal to no interruptions. After that, you may rest for about 20 to 30 minutes. The intense work session during the 90-minute duration is set at that length to ensure a good attention span. If you try to extend the working period beyond this, your productivity levels will most likely go down.
List the tasks that you need to complete for the week.
At this point, you don’t have to think about priorities and sequencing. Just go ahead and list your tasks as they occur in your mind. After listing them, place them in clusters. There isn’t a hard and fast rule on clustering. Just make sure that you group them according to how you will work on them and how urgent these tasks are. For instance, you may group them according to the nature of the tasks. E-mails and correspondence go together, meetings and phone calls can be clustered, and so on.
Block out specific times of the day for specific tasks.
Plan each day at least one day in advance and assign specific hours to certain tasks. There are two main types of time blocks.
- Reactive time blocks are those that you can allocate for tasks that may be interrupted. Some tasks that may be placed under this category include spontaneous meetings and answering automated e-mails.
- On the other hand, proactive blocks are used to pave way for important tasks that may not be interrupted. Some tasks under this group include creating a business model and drafting important documents.
Be accountable for the time you spend on each activity.
If you are having a hard time keeping track of the time you spend on each task, have someone else help you do this. Tell them of your intent to boost your productivity while keeping tabs on the time you are supposed to spend on each activity. You may even go as far as to report your progress to this person.
Dedicated Assistant Tip: Include personal time in the list of your priorities.
Now that you have plotted your average working time for the week, the rest of the time for that week should be spent on your personal life. Unlike your working schedule, you don’t have to go for a rigid structure. Just allot a personal activity for each day or block out one or two days in a week, and you are good to go.
Take note that when you set up a routine, you need to be consistent with what you planned out. At the same time, you need to be ready for urgent events that may spontaneously arise during the day. Aside from the tasks that you need to complete within the day, you should not forget to incorporate some rest periods in between demanding activities. That way, you will not burn out. Remember, you are following a routine, so expect that most days are structured according to your planned schedule. In the end, your schedule might as well be an enjoyable one.