Let's say you start with checking email and get sidetracked forgetting the
world outside of your inbox exists. Then you go on Facebook to get in your
social networking for the day and wind up on there for more than an hour.
Then, panicked, you remember something important that needs to be done for a
client. In the midst of that project another client calls and you've become
sidetracked. It's nearing the end of your work day and you do not have time
to finish the project. You have personal commitments to attend to now, not
to mention you're starving and haven't made time to break for lunch. You
can't figure out how it is that you've been busy all day but haven't gotten
anything productive completed. You feel like there's never enough time in
the day. Well, there will never be enough time if you continue like this.
There will only ever be 24 hours. If the number of hours in a day are not
going to change then you're going to have to change your approach.
You may already be following a schedule, but if it's not working for you
then it's time to re-examine it. Everyone is different and you have to
choose the method that works well for you.
These are the main rules for scheduling that should remain consistent no
matter which method you choose:
1. You must clear your head of your to do's. Get this list of things into
some type of workable format.
2. Use a 'master' so you are not recreating your schedule every time.
Assign blocks of time to related tasks and include personal time.
3. Prepare your schedule ahead of time. End your day by creating your
list for the next day.
4. Be realistic about the time it takes to do things.
5. Minimize interruptions. Schedule client calls like appointments.
The 3 main scheduling methods to choose from are audio, visual and
electronic. You can find a variety of tools at office supply retailers and
online to help you with scheduling:
Audio - using a hand held recorder, you can record and manage your to
do's as they come up. Record what needs to be done each day. This works well
if you're not a note taker, do not use day planners and if you are mobile
and can carry your recorder with you. You can create categories to organize
your lists further and set alarms with more complex devices.
Visual - your schedule can be as simple as a paper based to do list or
checklist. For more visual appeal try writing your list on a whiteboard
using different colours for categories. If you like calendars you can
purchase a desktop calendar, a day planner that is compact and easy to carry
or print your own at Printable Calendar Templates. A stack of 4x6" lined
index cards with your to do's and details can be filed and sorted in
priority order within a recipe card box or photo binder.
Electronic - any of the visual methods can be used electronically with a
hand held unit like a PDA or Blackberry with applications to manage your to
do lists and synchronizing capabilities with Outlook and Google. Here you
can also maintain contact information, manage your calendar and appointments
and set reminders. The features and capabilities are numerous and vary with
each device. Outlook is a great tool if you're home office based with
features to manage your email of course, calendar, contacts, create tasks,
notes and reminders and organize items into categories. When working with
others on projects BaseCamp project management software is a great
collaboration tool, tracking conversations all in one place, listing to
do's, deadlines, file sharing and time tracking.
Remember to balance your time with play and pick the method that best
suits you and will keep it interesting. If you have found an effective way
to schedule your time, please send me the scheduling tips that work well for
you. Effective time management will keep stress to a minimum. Resource
Box/About the Author: As a Virtual Assistant (VA), Jennifer Hazlett provides
offsite administrative help from her home based office to business owners
with a multitude of office management and technical tasks, giving clients
the expertise they need and more time to focus on growing their business.
Sign up at Jennifer's website,
Alternate Admin http://www.altadmin.ca
/ for your complimentary report "101 Ways to Boost Business with a Virtual
Assistant".
