Components of an effective set schedule for managers
Effective daily schedules have multiple components for you to consider, and many of these components take practice. Here are some components of an effective daily schedule for managers that may help you develop your own daily schedule:
- Morning routines
- Appointment slots
- Meetings are timed according to their purpose
- Larger projects are broken into smaller tasks
- Work-life balance is maintained
Morning routines
Creating and following a morning routine is key to learning how to make a daily schedule that positions you to effectively complete all your daily tasks. When you follow the same steps every morning, you can get into a word-ready mindset. You may have to try a few different routines before you find what works best for you. Here are some habits that create an effective morning routine:
- Wake up early.
- Visualize a good day where you accomplish what you set out to accomplish.
- Exercise or stretch to increase your energy levels.
- Consume foods that provide energy, such as fiber, protein and good carbs.
Appointment slots
Managers face many interruptions each day. If you’re going to use your daily schedule effectively and complete things on time, get in the habit of using appointment slots to answer employee questions.
For example, if someone asks you a question that requires you to go to their desk and show them how to do something while you’re in the middle of a task, you should think about how long it will take and schedule a time to answer their question. Most often, these questions and interruptions should take you 15 minutes or less.
Meetings are timed according to their purpose
Each meeting has a different purpose. Because of this, many meetings don’t take the same amount of time. If you’re in the habit of timing meetings according to what you plan to discuss, you have time for other things in your daily schedule.
For example, a meeting to introduce yourself to a new hire and explain a few tasks they should get started on should take no more than 30 minutes. However, a meeting that discusses the launch of a new project and requires brainstorming may take an hour.
Related: How to Manage Effective Meetings
Larger projects are broken into smaller tasks
Scheduling and timing smaller tasks is much easier and more efficient than trying to take on an entire project at one time. This helps you schedule other things around the smaller tasks that are also a priority. Getting into this habit may also make large projects less overwhelming.
Work-life balance is maintained
Delegating personal and professional time is a good habit to cultivate to develop an effective daily schedule. Work-life balance changes your workday, allows you to be more productive and reduces stress.
Related: Setting Employee Work Schedules: A Manager’s Guide
Tips for planning your day
Following these tips for planning your day can make it easier to learn how to make a daily schedule and adhere to your own set schedule guidelines:
1. Start with some self-research
You can’t determine how to make a daily schedule that works for you if you don’t have a clear picture of what you do every day. Before you begin to create a daily schedule, write down everything you do for a few days. Make a note of the task, when you completed it and how long it took. After a full workweek, analyze your data and use it as a starting point for your set schedule.
2. Create a task list ahead of time
Write out a task list in a planner the night before you’re scheduled to go to work. Include work-related tasks and tasks that are unrelated to work. Tasks that aren’t work-related need to be written down, especially if they take place during the workday. Such tasks may include scheduling a doctor’s appointment or taking your dog to the vet.
Creating a task list in advance helps you get an accurate idea of everything you have to do, and you’re less likely to forget about a task if you write it down. Including tasks unrelated to work ensures you also make the time to complete them in a timely manner.
3. Determine which tasks are most important to complete
Ask yourself which tasks you can complete on the list that will make the most positive difference in your day. Circle those tasks and place a number next to each of the tasks in order of importance to you.
The best way to decide how to do this is to think about which tasks have been pending for a while that you’ll be proud of yourself for completing the following day. It may be helpful to color code to differentiate high-priority tasks from those with low-priority.
4. Block out time for each task
Write down exactly how much time you plan to spend on each high-priority task. The time you set for each task should be reasonable. You also don’t have to make the high-priority tasks the ones you complete at the beginning of the day. They’re just there to remind you to set an appointment with yourself to get them done that day.
5. Learn how and when to say no
When you create a daily schedule, you invest time and energy in the process, so the last thing you want is to abandon it to handle a task you didn’t plan for. If you don’t have time to deal with an unexpected task, telling your employees you’ll help them later and setting a time to do so will allow you to maintain your set schedule and accomplish everything you set out to achieve each day.
Make sure to assess the urgency of the request before you decline. For example, if an employee can’t proceed with their daily tasks until you assist them, you may need to redistribute your appointment slots and handle the matter immediately.
6. Keep your work style and habits in mind
When you create daily schedule lists, be honest with yourself about what you can achieve. For example, if you’re not a morning person, it doesn’t make sense to try to complete the most demanding task as soon as you get to the office. Similarly, if you’re prone to an after-lunch slump, you would want to avoid scheduling an important meeting for the afternoon.
7. Create daily schedule updates for your team
Your set schedule doesn’t have to be a mystery. Sharing your schedule with those who report to you can help you stick to your time management plan. If employees know when you have free time, they’re unlikely to approach you when you’re trying to complete important tasks or in a meeting. Knowing that you create a daily schedule may also inspire employees to do the same, leading to an overall boost in productivity.
Related: Establishing Team Norms: A Guide for Leaders
8. Determine why you stray from your set schedule
You won’t always be able to create a daily schedule and stick to it, but if you frequently end up abandoning your routine, you need to reexamine your schedule. Analyze your days, and determine why your schedule isn’t working.
For example, you may have forgotten to include a task or misjudged how much time it takes for you to get things done. Go through the steps of how to create a daily schedule again with your new insights in mind, and revise your plan accordingly.
Related: Problems Managers Face and Strategies to Deal with Them
Daily schedule FAQs
Why is it important to learn how to make a daily schedule?
Developing a daily routine can help you to feel more in control of your work and your life. It helps you to make room for important tasks and can help you to cope with stress and anxiety, which is a great benefit to your mental well-being.
What is an example of a daily set schedule or routine?
A daily schedule may look something like this:
- 7:30 a.m.: Set goals for the day
- 7:45 a.m.: Take a shower and get dressed
- 9:30 a.m.: Meeting with HR
- 10:30 a.m.: Complete new employee paperwork
- 12:00 p.m.: Finish reports
- 1:00 p.m.: Train Angelica on accounting software
- 1:45 p.m.: Eat lunch
- 2:15 p.m.: Call client back about inquiry
- 3:30 p.m.: Work on a small task from a long-term project
- 4:30 p.m.: Drive home
- 5:00 p.m.: Make dinner
What do you do when you need to deviate from your set schedule?
Unfortunately, work responsibilities may require you to stray from your set schedule. When this occurs, you can use the tips for how to create a daily schedule to make a revised one-day version of your routine. If you find you frequently need to change your set routine, create daily schedule flex time, a free period that you can use for impromptu meetings or catching up on extra work.
