What are you doing three weeks from today at 3:15 pm? Some people can answer that question. They schedule their days and weeks in 15-minute increments. If this describes you, God bless. Do what works for you. If you’re like me and this sounds suffocating and impractical, you need another option.
I’ve mentioned this before but thought I’d provide a little more detail about what I do.
I schedule appointments, calls, and anything with a deadline. I also (sometimes) schedule “time blocks” for working on projects or groups of related tasks. For everything else, I keep a list of 3-5 projects I’m currently working on or want to work on this week and a list of 3-5 tasks I want to work on “now” (today).
I keep another list of what I want to do “next,” that is after I finish what’s on the other two lists. I limit the “next” list to no more than 20 items to keep me from being overwhelmed with hundreds of options. Everything else goes on a someday/maybe list.
(Actually, I use tags for all of this.)
This gives me flexibility. I keep my lists in front of me and look at them frequently. At any time, I can look at my lists and decide what to work on. I make that decision based on factors like:
- The type of work–some tasks require more focus and energy than others
- Time needed to complete the work
- My experience/ability with that type of work
- What I’ve done/will do before the task
- What I need to do after the task (e.g., appointments, other tasks)
- My energy level (and projected energy level; mornings are better than afternoons)
- Deadlines
- Current progress on the project
- Enjoyment factor–do I like the task or detest it
- Difficulty
- Need to coordinate with others (or waiting for something from others)
- And so on
I don’t use a checklist for this. I look at my options and let my gut tell me what to do next. When I’m on a roll, I might keep at something for a couple of hours. When I feel resistance or fatigue, I might put it aside or move it another list.
And that’s why I don’t micro-schedule my time.
Anyway, that’s how I do it. How about you?
