Before you determine that you can’t live by a schedule, consider what happens when you don’t…

The 80/20 Rule

The 80/20 rule is a common ratio used to determine performance versus resources. It is a general assumption that we use 80% of our resources (time, money, skill) to achieve 20% of our performance. The opposite is also true – we use 20% of our resources to achieve 80% of our performance.

It is impossible to suggest that any person can be 100% productive for 100% of the time. We all have our most productive times of the day, activities and abilities.

Now you need to recognize that to use your time to the fullest you want to find ways of increasing that 20% to 30%, 40% or even more. When you identify the most productive times of the day and schedule your top producing activities into those times and make that task a priority you’ve already reset your thinking and will be working smarter – not harder.

The ‘To-Do’ List

The ‘To-Do’ list is not just for list making junkies. If you find that tasks are not being accomplished on time or even forgotten you need a ‘to-do’ list.

How detailed you make the list is up to you but every task that is given to you should have the following recorded with it:
                When does it need to be completed?
                How long will it take to do
                How important is it?
                When will I do it?

At the end of day make a list of tasks that need to be accomplished the following day. Prioritize them according to importance. Give each task an earlier deadline and 50% more time to complete than you think.

As soon as you start your work day you will know exactly what needs doing and when. If you have booked some uninterrupted time you will have no problem accomplishing your highest priority tasks. Tasks that do not get completed will be reassigned for another day, delegated to someone else or removed from your list.

Get in the habit of creating a ‘To-Do’ list each day. It may be easier to keep this on your computer or PDA so that you can easily re-schedule activities without writing them over onto a new sheet.