Best Way to Plan Your Day Wisely

People who use their time wisely and efficiently not only fit a lot more into twenty-four hours than the rest of us, but save themselves a lot of unnecessary stress. Being busy does not have to mean being stressed, and by managing your time well you can still make time for relaxation and fun as well as work.

To make time you need to spend time. Set aside ten minutes each day to review the day, and to plan and prioritize for the following day. If you cannot find time for this before leaving work, or when you get back home after work, then make time in the morning, or use time spent travelling to think and plan.

•   Make a ‘to do’ list, and note down all the tasks, projects and goals you need/want to accomplish. Include a balance of leisure, relaxation and physical exercise as well as work activities, and a wish list – things you would like to do if you have time.
•   Go through your list and, using a highlighter pen or coding system (for example A-1, A-2, A-3…), mark out all the urgent and high-priority tasks that must be done today. Then, using a different colour or coding system (B-1, B-2…), go through marking the medium-priority tasks that are less urgent, but must still be done in the next few days. With a third colour or code (C-1, C-2…), mark the low-priority tasks that are less urgent but still important.
•   Starting with the top priorities, assess approximately how much time you will need to spend on each task.
•    Plan the day, and if possible timetable any time-consuming or demanding tasks and projects for early in the day, when you will be fresh and full of energy, and leave small or routine tasks for later. You work better when you are refreshed and relaxed, so remember to build in regular breaks and breathers – for exercise, meditation and ten-minute stress-busters.
•   Allocate time for routine tasks – post, emails, phone messages, and so on – rather than constantly checking for messages. Three times a day is generally sufficient.
•    Allow some time – at least 10 per cent of your day – to accommodate unforeseen and unexpected tasks.

Once you have completed your list you can use the following affirmations, or others of your own creating, as positive reinforcement:

•    I achieve my goals/accomplish my tasks calmly and quickly.
•    I am organised and I manage my time effectively.
•    I enjoy the challenge of getting things done.

During the day add to the list as new tasks come up and tick off those now done. Be ruthless about getting through the most important tasks. At the end of the day or next morning, when planning the forthcoming day, review and renew your list.

Are you satisfied with your use of time?

If high-priority items are not being accomplished, ask yourself why.

•    Are you creating for yourself or being given an unrealistic workload? If so are there any tasks you can delegate? Can you discuss your workload with your boss or supervisor?
•   Are you being constantly interrupted by inessential phone calls or people stopping by to chat or ask advice? If so establish boundaries, making it clear when you are available and when you are off limits and should not be interrupted – either because you need to concentrate on important tasks, or because you are taking time out for yourself. Put the phone on automatic answering mode.

Tasks that keep reappearing on your to-do list

•    If the same medium- or low-priority task appears on the list day after day, week after week, without moving up or down the list, either delegate it, do it, strike it off your list, or timetable it in your diary for a later, but immovable except for emergencies, time.

•   If a high- or medium-priority task is not getting done, ask yourself why. Are you putting off making a decision? If you have all the facts at your fingertips don’t put off making decisions. Unresolved problems build tension and dissipate energy.

Me-time

Have you accomplished any of the items on your wish list? Aim to tick off at least one wish-list item, no matter how small, a day. Last but not least, have you taken regular 10-minute breaks to keep your stress levels in control?