A time management plan is a mapped-out version of how you handle your time.
We know that time cannot be managed, but you can instead manage your time by instilling habits that allow you to create more time for rest and opportunities.
You can develop your time management plan by identifying how you will answer the following questions for each topic.
Calendar
My calendar will be used to capture:
- specific meetings or appointments
- time for in-depth focus work
- lunch breaks – we can’t live just on water and air
- time for chunking telephone calls
- time for answering emails
I won’t use my calendar to add tasks I may not accomplish today. Why? It is not a task/to-do list platform. Check out: Time Management Tools for the recommended list of platforms.
If you are managing several calendars, figure out the purpose of each. What time blocks would the user (Executive or Team) like to keep? Get their buy-in on decisions or identify a plan on what days for particular meetings.
As we have discovered, managing our time is in our control. A great article by Fast Company: This scheduling strategy can save you hours per week and suggests selecting certain days for particular meetings.
Mondays are reserved for one-on-one meetings, and team meets are held on Tuesdays and/or Wednesdays. Simple, but effective.
Fast Company
“If you run a team, do your team meeting on Wednesdays and stack all your one-on-ones on Tuesday,” says Vohra. “If your reports run teams, ask them to do their team meetings on Tuesdays and stack all their one-on-ones on Mondays. And if their reports run teams, then stagger this whole thing by another day.”
Calendar…check, let’s move to tasks & projects.
Tasks
Incoming tasks will be tracked by:
- using the GTD method
- use a task/to-do list platform
- notepad and pen
Identifying which type you choose, you need to keep at it. The goal is to get tasks out of your head and into a secure place. An empty head (without having to remember all those tasks) will allow you to focus on the task at hand. Don’t forget to follow up and finish the task. A lot of projects can get started, and we reach 95% completion and consider it done. The last 5% is just as important as the first 5% when you began.
Projects will be treated as:
- a multi-step task;
- identified with scope to understand the goal and timeline; and
- understand the stakeholders and team players in the project.
Projects can be considered a task type, but only because a project gets broken down into several tasks to get it completed. A project is a larger responsibility and, therefore, should have an in-depth plan for where information needs to be held, who should get updates, and what timelines need to be met.
That was easy peachy! Email…the word everyone loves.
I will monitor my email every:
- hour
- 2 hours
- twice a day
- as notices appear
Identifying the rhythm or cadence of when you check emails is essential. Email can suck out so much time from your day if you aren’t specific about it. If you monitor your Executive’s email, understanding how they want their email handled will help you win in managing it.
Remember, email is not your primary communication tool. This plan is for checking it and how often you will. The use of email will depend on what is expected from you. Email can be a big distractor; if you can turn it off, do it. You have giant frogs to handle!
Who had that task last? Yes, we are waiting for information from others.
Waiting
We are either getting tasks delegated to us to complete or delegating to another to complete.
I’m waiting for things from others:
- using the GTD Method
- deadlines on a calendar, follow-up contact to be made
- file folder in your drawer
- list on a notepad
You are 100% responsible when it comes to finishing tasks from others. You can not hand a task over and assume that it will be completed. Build-in checkpoints or due dates to ensure that you are going to receive completion on that task.
Once you have identified the method for each of the above, write it down, like a recipe. Share it with another person so it makes you accountable, and they can help you keep to your time management plan.
Here is a checklist from Joan Burge, Become an Inner Circle Assistant, on how to move from Chaos to Control.
- Flexibility leads to control.
- Use your to-do list or other tools, but don’t let those tools control you.
- Avoid backlogs of work; keep up regularly.
- Prioritize, prioritize.
- Streamline your job. Simplify for increased efficiency.
- Focus on the task at hand to accomplish more work in less time.
- Eliminate unnecessary chaos.
- Anticipate upcoming work, events, or projects.
- Be prepared for disasters.
- Know your computer. Take advantage of all it can do.
- Don’t confuse busyness with productivity.
- Don’t promise more than you can realistically handle.
- Keep an attitude that says, “I will get this done.”
For more resources, check out: Administrative Professional Resources.
A time management plan will not work if you don’t develop the plan and make it a habit. Time will slip on by whether you have been productive or not! If you have other tips for creating a time management plan, please share them below!
This blog is part of the Time Management Series:
Time Management for Administrative Professionals
10 Time Management Tips
Benefits of Time Management
Time Management Quiz
Time Management Tools
Time Management Plan
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