Given the hectic pace that characterizes most people's lives, it is important to know how to plan your time in the best possible way. Time is a resource that cannot be purchased; nevertheless, many times we tend to waste it or use it ineffectively. A well-organized timetable can help you take control of your day, hour after hour. Plus, it's a great tool to help you reach your goals, big or small.
Steps
Part 1 of 3: Write down your most important daily commitments
Step 1. List all the things you need to do each day
Don't worry about making a well-organized list; at this stage you just have to collect the ideas, you will start creating the table later. Take a free hour and dedicate it to making a complete list of all your daily tasks (also include the things you should do, but don't yet do).
If you have a hard time remembering every single task, bring a notebook with you to write down your schedule as it comes up
Step 2. Record both the most relevant and the smallest tasks
No activity should be considered unimportant a priori; if it's something you have to do, you just have to do it. When you create a timetable for the first time, it is best to enter all the planned activities; if necessary, you can delete them later.
If you need to take your dog out in the morning and evening, write it down in the list
Step 3. Ask yourself questions about your activities
What are the tasks that ensure that you can eat well? Which ones, on the other hand, ensure you can go to work? What do you need to do to ensure someone picks up your daughter from school?
Chances are you will be surprised at how many small tasks you have to take care of to meet your biggest responsibilities. However, fear not, there is a light at the end of the tunnel: your timetable will help you recognize which activities are proving to be unproductive and therefore can be gradually eliminated
Step 4. Analyze your list
If you find that you have very little free time (or none at all), reevaluate each assignment to see if it is absolutely necessary. You may find that some obligations can be handled more efficiently or delegated.
If you feel compelled to spend more time in the kitchen than you would like, consider asking a friend, family member, or neighbor if they want to share cooking duties. You could choose a few recipes together that you both like and take turns cooking them in larger quantities
Part 2 of 3: Create the Table
Step 1. Open Microsoft Excel or a similar calculation program
Create a time column on the left of the page and a row to indicate the days at the top of the table.
Step 2. Match each task to a certain time
Start with those activities that must necessarily be done at a specific time. Based on the list of tasks you created earlier, then put them in the table according to the time you think makes the most sense. Don't forget to take a few breaks throughout the day.
Step 3. Organize each part of the table according to the correct time interval
Splitting your day into hours is generally best, but in some cases it may take longer to complete a given task, for example 90 minutes or even two hours. Fill in your table accordingly, not forgetting to make room for even shorter tasks, such as half an hour ones. Try to be realistic in determining how long it takes to do each task, otherwise you risk being late for the next one.
By merging two or more cells you will be able to create time intervals longer than one hour
Step 4. Create a flexible table
In some cases, it is not easy to predict how long it will take to complete an assignment. For this reason you need to make sure that your schedules can easily adapt to any changes. Also try to allow for a short extra time to allow you to cope with any sudden delays.
Don't give in to the temptation to use your free time to cope with unexpected commitments. The moments you dedicate to relaxing should not be considered as a luxury you can do without: you must learn to give them the same importance that you give to any other activity
Step 5. Print the table
Generally, it is useful to make more than one copy; you can hang one on the refrigerator, one in the bedroom and one in the bathroom. Emphasize or highlight the most important activities.
Step 6. Code the different areas using colors
Use a different marker for each area of your life; for example, yellow for work, red for physical activity, blue for school and so on. This way you just need to take a quick look at the table to know exactly how your day should develop. For example, if you see that there are several appointments highlighted in blue, you will know that you have to devote a good part of your time to studying.
Part 3 of 3: Optimizing the Table
Step 1. Assess how much energy you have in the morning
Most people are able to think more efficiently and creatively in the early hours of the day; as time passes, attention tends to diminish. If you think this also applies to you, schedule activities that require good analytical and reasoning skills, such as writing, for the wee hours of the morning.
For some, the night is the most creative time. There is no wrong time, what matters is to create a table that is effective and useful in your case, based on your characteristics and your personal needs
Step 2. Assess how much energy you have in the afternoon
If you are like most people, your energy is likely to decrease as the hours go by. If so, the afternoon might be the perfect time to take care of the more boring and routine tasks. Basically, it's best to do something that doesn't force you to think too much. For example, you could make appointments for the following days, reply to less important emails, run errands, etc.
Step 3. Evaluate how much energy you have in the evening hours
For most people, the evening is the best time to plan and make preparations for the next day. The tasks needed to get you "ready" the next morning could include preparing lunch, choosing clothes, tidying up school or work supplies, and so on.
Step 4. Start developing the habits needed to achieve your goals
You decide to spend 30 minutes a day writing your novel, organizing the garage or gardening. Taking one small step towards your final goal each day will help you develop those good habits that are necessary to achieve it. Basically, you have to train your autopilot: everything you do regularly, good or bad, sooner or later becomes a habit.
Step 5. Put your table into practice
Did you get good results? Have you planned your activities at appropriate times? Do you think it would be better to make some changes? Evaluate each box in the table carefully, then edit anything that isn't proving useful. There is no need to wait for the end of the week or the month; modify it little by little, every 2-3 days, until it is perfect for your needs. Since, as the saying goes, "the only certainty in life is change", it is likely that every month you will have to make further changes to adapt it to the news.
Advice
- If there are any activities that you only do sporadically, do not include them in the table unless you want to start doing them every day at the same time. If not, do them in the free moments of the day.
- If you miss an appointment in the chart, for example because you overslept, don't try to catch up immediately. Stick to the schedule, it won't take long to get you back on track.
