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Once you have decided which tool you want to use, prepare your schedule in the
following way:
Step 1: Identify Available Time
Start by establishing the time you want to make available for your work.
How much time you spend at work should reflect the design of your job and your
personal goals in life.
For example, if you're pushing for promotion, it might be prudent to work beyond
normal hours each day to show your dedication. If, on the other hand, you want to have plenty
of time for out-of-work activities, you might decide to do your allocated hours and no more.
Step 2: Schedule Essential Actions
Next, block in the actions you absolutely must take to do a good job. These will often
be the things you are assessed against.
For example, if you manage people, make sure that you have enough time available to
deal with team members' personal issues, coaching, and supervision needs. Also, allow time to
communicate with your boss and key people around you.
Step 3: Schedule High-Priority Activities
Review your To-Do List , and schedule in high-priority and urgent activities, as well as
essential maintenance tasks that cannot be delegated or avoided.
Try to arrange these for the times of day when you are most productive – for example,
some people are at their most energized and efficient in the morning, while others focus more
effectively in the afternoon or evening. (Our article "Is This a Morning Task?" can help you
identify your best times of day.)
Step 4: Schedule Contingency Time
Next, schedule some extra time to cope with contingencies and emergencies.
Experience will tell you how much to allow – in general, the more unpredictable your job, the
more contingency time you'll need. (If you don't schedule this time in, emergencies will still
happen and you'll end up working late.)
Frequent interruptions can eat into your time. Learning how to manage them can
reduce the amount of contingency time you need to set aside. Some interruptions will be hard
to predict, but leaving some open space in your schedule gives you the flexibility you need to
rearrange tasks and respond to important issues as they arise.
Step 5: Schedule Discretionary Time
The space you have left in your planner is "discretionary time": time that is available to
deliver your priorities and achieve your goals. Review your prioritized To-Do List and personal
goals , evaluate the time you need to achieve them, and schedule them in.
Step 6: Analyze Your Activities
If, by the time you reach step five, you find that you have little or no discretionary time
available, you need to go back through steps two, three and four, and question whether all of
the tasks you've entered are absolutely necessary. It may be that some things can be delegated
or tackled in a more time-efficient way.
One of the most important ways that you can build success is by maximizing the
leverage you can achieve with your time. Increase the amount of work you can complete by
delegating to other people, outsourcing key tasks, or using technology to automate as much
of your work as possible. This will free you up to achieve your goals.
If you find that your discretionary time is still limited, then you may need to renegotiate
your workload or ask for help . Use your newly prepared schedule as evidence of your heavy
commitments. This demonstrates to your boss how well-organized you are, and might make
him or her more receptive to your request!
Key Points
Scheduling is the process by which you plan how you'll use your time. Doing it well can
maximize your effectiveness and reduce your stress levels.
Follow this six-step process to prepare your schedule:

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