Effective Scheduling
The ability to create and keep efficient, effective schedules is not highly regarded; it’s not often a compliment one hears or makes about a colleague or coworker. That isn’t to say it has no value or importance. Rather, it is an ability that is associated with characteristics — like “accountable,” “responsible” and “dependable” — that will serve you well throughout your entire career.
In developing the ability for effective scheduling, the usefulness of tools like PDAs is not in dispute, but neither is the inability of these tools to execute your workday. In order to align your busy schedule as it is on paper with the inexactitude of reality, adhere to the following tips for effective scheduling.
Prepare and clarify your objectives
Carefully consider your objectives for events such as meetings beforehand, noting precisely what you want to accomplish and what questions you may need to ask. Doing so will allow you to allot the right amount of time to events in your schedule.
When you arrive or, if possible, in advance of the appointment, clarify these objectives by making them known to others.
Always be punctual
Make it a priority to be on time and seek to develop a reputation for punctuality. Few reputations will precede you more effectively or say more good things about your professional persona than an adherence and dedication to punctuality. This doesn’t mean arriving exactly on the hour or demanding that others do so as well; rather, it’s a function of your reliability. It shows you can manage a busy schedule, that you respect the time and attention of others and that you insist upon the same.
Be realistic
Time is the ultimate factor here, so making an unrealistic assessment of even one meeting or event can throw off the remainder of your schedule and, consequently, your entire day. Furthermore, while it would be nice to dispatch with certain unpleasant appointments quickly, you can’t make out your schedule this way. In other words, learn to schedule realistically, not ideally. Make an estimate on the time, then add 10% to 20% on top of that to allow for travel, drawn-out meetings, etc.
Send confirmations
A schedule that includes meetings and appointments with other people takes a bit of control out of your hands and puts its efficiency in jeopardy. One step to take back some of that control is to send e-mail reminders the day before or the morning of in order to confirm your meetings with all those involved. It will also help you reschedule in the event of cancellations.
More tips for effective scheduling at work…
Consider in-between times
On paper, in a PDA or on the computer a schedule can look nice and efficient. Color-coded blocks of time tightly cut off at the hour would be inspirational for anyone intent on taking on the day. Reality, however, is far different. You may need to account for travel time for out-of-office meetings, or you might run into the right person on the wrong day and try to take care of certain matters then and there instead of worrying about rescheduling a meeting.
While actually adding to your schedule “Walk across the courtyard — three minutes” would be both ridiculous and potentially indicative of a psychological disorder, you should nonetheless make mental notes of these in-between times while creating your schedule so they can’t trip you up later.
Keep track
In his book How to Organize (Just About) Everything, author Peter Walsh offers the following advice: “Keep track of how much of your workweek you devote to appointments. If the amount exceeds 50%, evaluate whether other people’s agendas are overpowering yours.”
It can certainly happen, which is why Walsh also suggests that you make sure to include in your schedule time to work alone without intrusion.
Take the lead
Regardless of whom your appointments are with, do your part in maintaining an effective schedule by upholding a professional persona. In other words, don’t be the one to initiate the kind of chit-chat that can throw off your day. You may have to endure some from your superiors — this may prove unavoidable — just don’t make it any worse. Cut off or reroute a pointless conversation with courtesy to save you both valuable time during the day.
timetable tricks and tips
There are, of course, only so many hours in a day, yet bungled or poorly designed schedules can make some days seem longer and more trying than others. Should you find your workdays running later and later into the evening, this might be a sign that it’s time to take effective scheduling a bit more seriously.
