Calendar - thematic planning on the topic "Time"

Being in a good mood from the very morning, getting everything done and doing it productively, receiving only positive emotions, not forgetting about rest and yourself - this is probably what our ideal day looks like. What about the regular one? Urgent work, rush, a carload of unfulfilled tasks and severe fatigue in the evening. Agree, this option is much closer to reality. What is the problem? Why can't we live according to an ideal plan? What's going wrong?

The answer is simple: incorrect preparation of a plan for the day or lack thereof.

Why is it important to make a daily plan?

Imagine an ordinary morning: you open your eyes, check your phone, wash your face, have breakfast, and drive along your usual route to work. You always have this minimal initial plan that brings the system to life. Thanks to him, you don’t waste time on unimportant things. What if you make a plan like this for the whole day? It is not necessary to write everything down minute by minute; it is enough to make a list of tasks and meetings, plan the important, separate the urgent from the non-urgent. Yes, at first glance, it may seem complicated and it seems that such planning keeps within strict limits. But, on the contrary: the more clearly you see your day, the easier it is to deal with canceled meetings, rescheduled errands and other unpredictable factors. After new tasks appear, you are not lost, but know where they can be inserted without wasting time and stress. In essence, the daily plan is our confidence and fulcrum.

Monthly plans

They must be written on one of the last days of the previous month. This usually takes no more than 2 hours. Use the same approach as in annual planning, however, plans for the month should be more clear.

Those of your plans that in any way concern other people should be informed to them about a week before the event. To avoid forgetting anything or anyone, use a calendar – a faithful assistant in any planning.

When creating a monthly plan, you need to take into account the time to plan for the next month. It seems that this will not take long at all and you will find time anyway, but it only seems so. You will be absorbed by other tasks and planning will be postponed, since the time for it was not initially included in the plan.

When planning for the month, identify your main tasks, distribute what you will do on the weekend. Perhaps you want to devote some weekends to creative work on your project, while on others you want to go out of town with your family. Plan what week of the month you want to do. A very effective technique is to focus on different areas of your life every week. For example, the first week is family, the second is work, the third is sports, the fourth is creativity. It is necessary to concentrate on one area, and not to exclude all others completely. During a week dedicated to sports, you don’t need to forget that you have a family and children. Everything is good in moderation.

Don't keep your plans just in your head. Even if you have an excellent memory, write down all your plans on a calendar. The likelihood of solving tasks recorded in the calendar is much higher compared to those not recorded - and this is a fact.

Jedi techniques: help in correctly drawing up a plan for the day

If you feel like you don’t have time to do anything, at the end of the evening you feel like a squeezed lemon, and every day you feel overwhelmed both in your work and in your personal life, then something is definitely going wrong. Your day will not be perfect without time for yourself and relaxation, without a feeling of satisfaction before bed.

How to close this problem? There are many methods, one of them is the use of “Jedi techniques”. And this is not about the battle on light beams with disorder, but real working techniques from the book of the same name. Before I discovered this method, I didn’t think about how often we use the expression “not enough time.” Now I realized that what we lack is not time, but intelligence. If we learn to set clear and achievable goals for ourselves, will we really struggle with this?

The main idea is this:

• We take on tasks that “seem to be burning,” but in fact nothing will happen if we postpone them until later or don’t complete them at all
• We do the little things and the routine, but don’t have enough energy for the important things. Perhaps you should start delegating?
• We don’t set aside at least 1 hour in the morning for an important, focused task. I emphasize: IN THE MORNING, before all matters, first of all. Otherwise, the routine will shift it again and the task will remain on your waiting list.
• Be sure to set aside a time when no one should disturb you and vice versa, when you can be available to everyone.

Daily scheduling

JOINT ACTIVITY OF TEACHERS AND CHILDREN FRIDAY __________________ 2022. Topic of the week: __Sports games_____. Topic of the day: ___Athletes Day_______

How to work with “inbox”?

During the working day, our brain effectively thinks no more than 3 hours. And the maximum time to concentrate on information is, at best, only 40 minutes. But there is a state of “flow” that can stretch this time and increase it. What's the point? In energy.

After all, you can do everything on time and schedule, but at the same time feel exhausted and tired. Or you can “save thinking,” and thereby save both resources at the maximum: both time and energy. This is exactly one of the main components of an ideal day - balance.

Probably one of the main sources of such energy-time gaps should and can be called “inbox”. That is, everything that awaits a solution from us: messages in the messenger, unsorted work tasks, unread books, money transactions, unwritten ideas and other everyday tasks. And the most annoying thing is that they need to be resolved a little faster than usual.

And yet, how can you solve them when you don’t want to?

1. If it takes no more than 5 minutes to solve a problem, do it right now.
2. Work according to the Pomodoro method. For example: 30 minutes of fruitful work, 10 minutes of rest and back to work.
3. Disable unnecessary notifications while working.
4. Keep everything around you in order: chaos is very distracting and prevents us from focusing on one thing.
5. Separate “thinking” from “doing”. Think only at the moment of making a decision, then do it and not think at this moment.
6. Set minutes for rest or to “go have tea” as a task, limited in time and requiring completion.

Recommendations for organizing daily planning: ready-made regulations for implementation

Systematization allows you to move from chaotic actions to organized and scalable technology

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Organizing the process of processing the incoming flow of tasks on the part of the employee

• As soon as a task appears, it is entered into the work plan for the current or subsequent days (regardless of the form in which it was set) with an approximate date of planned completion.
• If a task belongs to the “non-urgent and unimportant” category, it is entered into the so-called STACK task storage. An employee turns to STACK when planning his next week, or when he has downtime at work.
• The assigned task, which takes more than 3 hours (except for participation in events and meetings), is divided into smaller ones, which are assigned the original one as the base one.
• For each task from the standard list, a priority is selected and set

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Bonus: example of a table with priorities for employees

To get an example of a priority table that helps employees cope with self-scheduling, follow 2 simple steps :

1) Write a detailed comment on the article (the comment form is located at the very bottom of the article, see screenshot https://disk.yandex.ru/i/i0xklaGVfl3zFg). Share your experience of implementing planning for subordinates (not necessarily successful). What worked, what didn’t work and for what reason.

2) Send a request for an example of a “priority table” through my personal accounts on social networks (via a private message) + attach a link to this article (so I will understand what bonus you are talking about):

vkontakte: https://vk.com/eugene.sevastyanov

facebook: https://www.facebook.com/eugene.sevastyanov

Requirements for the format for entering tasks into the plan

• Each employee adds an indicative list of his tasks to the plan (brief description of the task + planned time for completion). The plan includes the following tasks:
• Planned within projects;
• Previously received in the form of individual tasks (orally, by mail, Skype, etc.). If the task is in an external task setting system, then you need to add a URL link to this task; When you receive a task (orally, by mail, Skype), you must add it to your work plan yourself. In this case, all requirements for the format of entering tasks apply.
• Planned by the employee for implementation on his own initiative.

• Task name . It should reflect what actions need to be performed with what object. For this purpose, it is advisable to use the nominative case and the imperative mood of the verb for nouns. This greatly simplifies the subsequent search among all tasks. Example: Develop regulations: planning (“develop” – imperative mood; “regulations: planning” – nominative case).
• Planned completion time . Example: Make a commercial offer: 2 hours 30 minutes
• Deadline (the deadline by which the task must be completed). If you cannot determine the deadline for a task, contact your immediate supervisor.
• A brief plan for completing this task . Add links to the algorithms you plan to follow and/or a short action plan. The absence of a brief plan in the body of the task gives rise to a bunch of questions when discussing the work plan and the risk that the task will be done in an ineffective/suboptimal way or not done 100% and/or will require rework.
• A priority . The performer determines it independently according to separately formalized rules. If you can’t determine it, you need to contact your immediate supervisor.

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Daily work plan

• The plan must be created based on the weekly plan and incoming operational tasks (before implementing weekly planning: based on the tasks known for that day).
• The plan for the next day is drawn up before the end of the current working day.
• The planned time for daily tasks is calculated:
• for office employees based on 8 hours minus the usual time for solving operational and force majeure tasks (for project managers: 7 hours - planned; 1 hour - for solving incoming tasks). The time planned for tasks may vary depending on the day of the week and other conditions.
• for freelance specialists - a daily time limit agreed upon when discussing the terms of cooperation.

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Example of a daily plan (screenshot from Bitrix24)

The example shows a plan that an employee creates in the Bitrix24 system. The screenshot shows only the first six tasks, the rest did not fit on the screen. Selected columns: 1 - task name; 2 - deadline; 3 - planned execution time.

Ideally, use one system for planning, end-to-end time tracking for tasks and reporting

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Schedule

There is an opinion that after graduating from university, the daily routine disappears from a person’s life forever. This is partly true, but in a good way it is useful not only for schoolchildren or students. Of course, you shouldn’t maniacally schedule every action you take in seconds, but ideally you should still have some time boundaries.

For example, you need to pick up a tax certificate. Look at the operating hours of the desired department and schedule yourself approximate hours at what time it would be best for you to be there. Or another situation: your boss asked you for a report urgently, today. Review your actions in your head and objectively set yourself a deadline, then it will be much easier for your brain to complete the task.

Attention ! Try to objectively estimate the time spent on tasks. It is better to plan it with a reserve in case of unforeseen circumstances.

Daily plan and report - a continuous test of professional suitability for employees

But how do you understand: which of the employees chats on social networks, and which continuously produces results? Constantly stand behind your back? Impossible! This is where daily plans and progress reports that are mandatory for every employee come to the rescue.

To put it very briefly, the meaning of daily plans and reports is as follows: an employee draws up a work plan for each day based on an 8-hour day and reports at the end of the working day for each completed task (time spent, result, etc.).

Any good technology has benefits for both parties. Let's talk about it.

For employees to earn more and be more effective, they need both motivation and coercion.

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Benefits of a daily plan for a company

• Problems are solved by employees according to accepted priorities (taking into account the company’s business requirements), and not according to the principle of “wants”, “easier” and “more interesting”.
• The probability of employee “downtime” tends to zero. There are always tasks in stock. If “downtime” does occur, it will be visible in advance.
• Having looked at the plans, you can immediately remove the “failed” tasks and replace them with useful, topical and relevant ones.
• When a person plans things based on 8 working hours and knows that during this time there will be demand, the likelihood of “wasting time” is noticeably reduced.

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Benefits of a daily plan for an employee

• Major Personal and Professional Upgrade: Planning skills are essential in all areas, and life outside of work is no exception.
• The manager will be pleased with you, because... all high-priority technology tasks are included in your daily plan. And “being in good standing” opens up additional opportunities in a vertical career.
• Abolition of “slavery”, when a person sits at work until “night” (now 8 hours are allocated to complete tasks, therefore, the manager will no longer plan them for twelve hours).

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Agenda

In the future, we will only talk about the principles of daily and weekly planning and requirements for plans. Separate articles are devoted to:

• The technology for a manager to review the daily and weekly plans of his subordinates is an article in development.
• Requirements for working reports, methods for creating them - article in development.
• Technology for the manager to analyze daily and weekly reports of subordinates. See the article “How to evaluate the performance of employees based on the results of the working day using daily reports: the “analysis and comments” method.”

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How to make a plan for the day: example

Let's jump right into an example. I repeat that you can keep a daily plan either schematically or in great detail. I’ll show you my version, which is easy to customize for yourself and, if something happens, change plans without harming your time and nerves:

From 8.00. until 10.00. My morning begins. Mandatory items: checking messages on your phone and quickly responding to messages (no more than 5-10 minutes), time for yourself (15 minutes in the bathroom), breakfast (no more than 20 minutes), some activities (no less than 15 minutes), selection outfit + light makeup (no more than 20 minutes), urgent matters (no more than 20 minutes). That is, in essence, these are all the morning rituals that need to be done for a good start to the day.

From 10 to 10.30. Time spent on transport. Be sure to include it in your plan for a complete vision of your day.

From 10.30 to 13.00. Brainstorming: I solve the most important work issues, get creative and completely immerse myself in work. If you are making a plan for the day, it is better to write in more detail, entering each task. For example: call a printing house, write two posts, make a video about a new glider, etc.

From 13.00. until 13.40. Dinner time.

From 13.40. until 14.00. A short walk or chat with colleagues.

From 14.00. until 18.00. Immersion in work: here it is better to write down every task and meeting again. Don't be afraid to get a little hung up on the little things, it will be useful.

From 18.00. until 19.30. Training/English courses/other useful activities.

From 19.30. until 21.30. Time with family/friends/outing. No matter how introverted you are, always leave room for a fun part of the day. At least an hour.

From 21.30 to 22.00. Preparing for tomorrow: write down tasks for the next day, summarize in your diary, think about what to wear to the meeting tomorrow and what to take with you.

From 22.00. until 00.00. Rest and preparation for bed. This includes nightly beauty treatments, showering, reading books or watching an episode of your favorite TV series. Anything that will help you relax and get ready for tomorrow.

Of course, if you are a mother on maternity leave or a student who combines study with work, you won’t be able to stick to this schedule. In this case, draw up a rough schedule for the day the day before, taking into account at least the most important and priority.

Plans for the week

Compiled on Sunday evening. If you are more comfortable planning in the morning, then do it on Monday before the start of the work day.

What is written in your weekly planner should bring you closer to your global goals - those that you described in your annual plan. Therefore, feel free to cross out from your weekly plan everything that will not bring you any benefit. It is especially important to write down in your weekly plan what you do not dare to do or are lazy. Do you want to run three times a week in the morning? Write down specific days and times in your plan when you will do this. Are you afraid of a serious conversation with a colleague that you still have to have? Set a date for when you will finally do it. Include in your weekly plan any tasks that will take up your time (even small ones) and use up your internal resources.

Important tips for creating the perfect plan to get everything done

It seems that we already know everything about the ideal plan. Not really. There are several important details that will help make everything even better and more productive:

1. Plan your day the night before or in the morning. This is the most optimal time, when ideas are still relevant and, if possible, it will be easier to make adjustments.
2. Don’t forget to mark each completed task with a tick or marker, and also summarize the results.
3. Every evening, analyze the past day, what caused difficulties, why you couldn’t do one thing and why another didn’t cause such problems.
4. Remember to separate important tasks from unimportant ones, urgent from non-urgent ones. This can be done with special symbols directly in the diary.
5. Distribute your tasks evenly throughout the week.
6. If you couldn’t complete one of the tasks, don’t worry. Reschedule it to another day convenient for you.

Where is the right place to make a plan for the day?

You can plan your day anywhere you want. But if you want it to be truly detailed and functional, then it is better to opt for a diary.

Diary notebook

Binding:
gluing
Designed for:
3 months
Price:
590₽ View

Diary on a spring

Binding:
spring
Durable:
4 months
Price:
990₽ View