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

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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.

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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 January 13, 2022

How to Use Travel Time Effectively

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How to Use Travel Time Effectively

Most of us associate travel and time with what we’re going to do one we get to our destination. Planning and mapping out what to do once you arrive can certainly make for a more pleasurable vacation, but there are things you can do while you are on your way that can make it even better.

Sure, you can plan for the things you’re going to do on your vacation while you are travelling en route – but what about making use of that time for other things that you don’t usually do when you’re at home? You don’t need to have your gadgets with you to do it, and you can really connect with yourself if you take the time to manage your life while heading towards your vacation destination.

Here are some great tips to help you with your time management while you travel, some of which are more conventional than others. Nonetheless, you can find out what works best for you and apply them accordingly depending on when and how you are travelling.

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1. Take Your Time Getting There

As I write this, I’m on a flight to San Francisco. Flying is the fastest way to get from place to place, and for many people it’s really the only way to travel.

But I’ve often taken the train or ferry on trips so that I have extra time without distraction to get more done. I’m not worrying about navigation or lack of space to do what I want to do. Instead I’m able to focus on getting stuff done during the time I’ve got without feeling rushed. For example, when I took the train from Vancouver to Portland, it was an eight hour trip and I managed to get a ton of writing done and closed a lot of open loops. It also was less expensive than flying, which was a bonus.

Sometimes taking the long way to get somewhere on vacation can be the best thing for you to get somewhere with your life.

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2. Go Gadget-Free

This is going to be a tough one for a lot of you. But why do you need to bring your gadgets with you when you go on vacation? It isn’t be a bad idea to leave all but one of them behind, and only pull out that one when you absolutely need to do so. In some countries, you’d be wise to be discreet with them anyway since flaunting them in front of those that are less fortunate than you isn’t a good practice. While it may not seem like flaunting to you, in different cultures it can definitely come across that way.

If you can’t go gadget-free, then at least go Internet-free. If you use a task management app that requires syncing across your multiple devices to be effective, remember that if you only have the one device with you then it can be the “master device” for the time being and will store your data locally anyway. Just sync up when you get home.

3. Reflect and Prepare

Finally, going on any sort of excursion gives you the perfect opportunity to reflect on where you’ve been. The fact you have removed yourself from where you usually are can give you a perspective that you simply can’t get when you’re at home. You may want to journal your thoughts during this time – and by taking more time to get to your destination you’ll have more time to dig deeper into it.

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After a period of reflection – however long that happens to be – you can then begin to not only prepare for the rest of your travels, you can prepare for the rest of what happens afterward. The reflection period is important, though. You need to really know where you’ve been in order to properly look at where you want to be. Time away from things gives you that chance.

Conclusion

Traveling isn’t always about where you’re going and how quickly you can get there. In fact, it’s rarely about that at all.

More often it’s where you’re at in your head that will dictate how much you benefit from traveling. So don’t just go somewhere fast. Instead, take your time on the way there and take the time to connect with not only where you are but who are while you’re there.

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If you do that, you’ll have a better chance to be who you want to be when you leave.

Featured photo credit: bruce mars via unsplash.com

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