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How to Get Away From Your Tight Schedule (And Still Get Things Done)

How to Get Away From Your Tight Schedule (And Still Get Things Done)

Here is the plain truth: Your schedule is just too tight.

You feel panicked as you move from one appointment to another and your calendar is so full of notes for the day you can hardly read them. At the same time, you are trying to make it to the appointments in time, because you want to give people an impression of you as a trustworthy and punctual person. Eventually you are starting to be overwhelmed by the stress that’s a result of your manic schedule. You also know that you have to find a solution quickly, because you can’t live like this any longer.

Were you too optimistic with your scheduling?

If there is one scheduling “sin” that most people commit, it’s planning a timetable that is too tight. It’s very easy to be overly optimistic of your capabilities to adhere to your schedule, until you’re actually in it. That’s usually when you realize that your plan was not realistic.

So what are the reasons behind making scheduled that are too tight?

First, it could be that you put too much action into one day, because you genuinely think you can do it. Putting appointments and tasks one right after another may doable in the planning phase, but reality will eventually show that this wasn’t necessarily the best thing to do.

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Many of us don’t consider building in  transition times between tasks. When you schedule too many tasks or appointments for the one day with the lack of understanding of the transition times you need, you’ll most likely experience the domino effect: When you are running late for one appointment, you will be running late for the rest of the appointments as well.

How can we fix this?

The blueprint for solid scheduling

With these steps, you can have schedules that are more realistic in your everyday life:

1. Dedicate time for planning. Don’t rush through the planning phase. Instead, make sure that you allow enough time for the planning process.

Instead of planning just 5 minutes, decide to plan 15 to 30 minutes where you really go through your day and plan it out well.

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In addition, if you feel that even 30 minutes is not enough, then take all the time you need! The idea is to have a plan that you can rely on the next day.

2. Choose the right environment. Pay close attention to where and when you make the plan.

If you’re planning your schedule at home, choose a time when it is quiet enough for this activity. For instance, you could wake up earlier than the rest of the family and do the planning then.

You could also decide to do your planning somewhere else, like in a library or perhaps outside in nature, if there is too much distraction at home.

3. Cut down the appointments. If possible, try to cut down the number of appointments you have. That way you are not overwhelmed by having too much activity packed into one day.

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The fewer appointments you have, the easier it is to keep your schedule.

4. Add a buffer. Add at least 15-20 minutes buffer between your appointments. The time will of course depend on your situation, but understand that often more time is needed to accomplish a task than you actually think and a buffer allows for that.

For instance, if you have a meeting with your client, you’ll have to consider the whole picture:

  • the time it takes to go to your client
  • the time you are spending with him/her
  • the time it takes to get back from your client

As you can see, the actual appointment is just one part of the whole situation and you should include those other parts (transition times) in your planning as well.

5. Analyze. Sometimes – even with proper planning – your schedules may fall apart for some reason or another. That’s why it’s important to analyze what happened afterwards, so that the same thing can be prevented in the future.

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6. Time your recurring tasks. If you have a repeating task or appointment, you might want to time it. That makes it so much easier for you to plan your future appointments or tasks with that information.

For instance, I know that it takes approximately 1 hour to complete a workout in the gym. This includes not only the workout part, but also going to the gym, putting my gym gear on, taking a shower after the workout, and getting back home.

With this information, it’s possible to be more realistic with my schedule, since I know the actual time it takes to accomplish a task.

In conclusion

It’s tempting to plan schedules that are too tight.

However, with some focus on the planning phase, your schedules will be more realistic and you will not be burning yourself out unnecessarily.

Over to you: How do you make sure your schedules aren’t too tight and you make your appointments on time?

Featured photo credit:  Frantic, unorganized businessman via Shutterstock

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Timo Kiander

Productivity Author and Founder of Productive Superdad

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Last Updated on September 18, 2019

15 Best Organizing Tips For Office Organization and Getting More Done

15 Best Organizing Tips For Office Organization and Getting More Done

You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

1. Purge Your Office

De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

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Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

2. Gather and Redistribute

Gather up every item that isn’t where it belongs and put it where it does.

3. Establish Work “Zones”

Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

Place the appropriate equipment and supplies are located in the proper area as much as possible.

4. Close Proximity

Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

5. Get a Good Labeler

Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

6. Revise Your Filing System

As we move fully into the digital age, the need to store paper files has decreased.

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What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

Here’re some storage ideas for creating a smooth filing system:

  • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
  • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
  • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
  • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
  • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
  • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
  • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

7. Clear off Your Desk

Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

8. Organize your Desktop

Now that you’ve streamlined your desktop, it’s a good idea to organize it.

Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

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Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

9. Organize Your Drawers

Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

10. Separate Inboxes

If you work regularly with other people, create a folder, tray, or inbox for each.

11. Clear Your Piles

Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

12. Sort Mails

Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

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13. Assign Discard Dates

You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

14. Filter Your Emails

Some emails are important to read, others are just not that important.

When you use the filter system to label different types of emails, you know their priority and which to reply first.

Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

15. Straighten Your Desk

At the end of the day, do a quick straighten, so you have a clean start the next day.

Bottom Line

Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

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Featured photo credit: Alesia Kazantceva via unsplash.com

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