{"id":14815,"date":"2023-09-15T00:00:00","date_gmt":"2023-09-15T04:00:00","guid":{"rendered":"https:\/\/www.theorderexpert.com\/?p=14815"},"modified":"2023-09-15T10:29:54","modified_gmt":"2023-09-15T14:29:54","slug":"scheduling-tasks","status":"publish","type":"post","link":"https:\/\/www.theorderexpert.com\/scheduling-tasks\/","title":{"rendered":"What to Keep in Mind When Scheduling Tasks"},"content":{"rendered":"\n
\"What<\/figure>\n\n\n\n

Have you been thinking about scheduling tasks into your calendar?<\/p>\n\n\n\n

Are you looking for a few practical pointers to make the task scheduling process easier?<\/p>\n\n\n\n

It\u2019s no secret scheduling tasks<\/a> into your calendar is a smart move.<\/p>\n\n\n\n

You literally schedule time in your calendar to accomplish whatever task it is that needs to be done.<\/p>\n\n\n\n

Simply scheduling tasks, however, doesn\u2019t necessarily mean you\u2019ll complete your scheduled tasks.<\/p>\n\n\n\n

You need to know a few things about the task scheduling process if you want keep your calendar<\/a> in tip-top shape.<\/p>\n\n\n\n

In this post, I offer several tips to help you with scheduling tasks into your calendar at home, work, or school.<\/p>\n\n\n\n

You\u2019ll definitely want to keep these pointers handy when you\u2019re getting ready to schedule tasks into your calendar.<\/p>\n\n\n\n

Make sure tasks are clearly defined.<\/h2>\n\n\n\n

If you want to successfully complete a task, then you should be extremely clear about what it is you want to accomplish.<\/a> <\/p>\n\n\n\n

There\u2019s two good reasons for this.<\/p>\n\n\n\n

First, having a clearly defined task allows you to perform your work with grace and ease. <\/p>\n\n\n\n

You read the scheduled task, understand fully what it is you have to do, and then get on with your work. <\/p>\n\n\n\n

You can move quickly from one scheduled task to another because the path you\u2019ve laid out for yourself is clear.<\/p>\n\n\n\n

Second, having a clearly defined task means you won\u2019t waste your time<\/a> and energy interpreting a poorly worded or vague task. <\/p>\n\n\n\n

There\u2019s nothing worse than planning a task for you to complete in two months\u2019 time, only to leave yourself scratching your head at your notes.<\/p>\n\n\n\n

A clearly defined task ensures you won\u2019t waste precious minutes deciphering your notes, or getting yourself visibly frustrated, annoyed, and upset by lack of planning.<\/p>\n\n\n\n

Take care to specify the exact home, work, school, or personal task you\u2019d like to complete. <\/p>\n\n\n\n

If you can\u2019t clearly understand what a task is simply by reading it, then it\u2019s time to go back to the task drawing board.<\/p>\n\n\n\n

Here\u2019s several examples of poorly and clearly defined tasks:<\/p>\n\n\n\n

Poorly defined task: <\/em>Run errand<\/p>\n\n\n\n

Clearly defined task:<\/em> Pick up prescription from drug store<\/p>\n\n\n\n

Poorly defined task:<\/em> Review report<\/p>\n\n\n\n

Clearly defined task:<\/em> Proofread report for typos<\/p>\n\n\n\n

Poorly defined task:<\/em> Check insurance<\/p>\n\n\n\n

Clearly defined task:<\/em> Check home insurance expiration date<\/p>\n\n\n\n

Poorly defined task:<\/em> Exercise<\/p>\n\n\n\n

Clearly defined task:<\/em> Go out for a walk<\/p>\n\n\n\n

Factor break time between tasks.<\/h2>\n\n\n\n

Working on tasks back to back, without ever taking a break<\/a> is never a good idea. <\/p>\n\n\n\n

Your mind and body need time to rest and recover.<\/p>\n\n\n\n

Even if you\u2019re just planning on filing papers at the office followed by writing a long proposal, or decluttering your bedroom followed by preparing dinner, it\u2019s a wise idea to add in some break time between tasks.<\/p>\n\n\n\n

Of course, this break time will vary depending on how long you\u2019ve been performing a task. <\/p>\n\n\n\n

It will also depend on whether or not the task is mentally and\/or physically strenuous, challenging, or repetitive.<\/p>\n\n\n\n

While there\u2019s no hard and fast rule for break time between scheduled tasks, give yourself at least minutes five to ten minutes to shift gears.<\/p>\n\n\n\n

Grab a drink of water, stretch, go out for a short walk, meditate, sing a song, take in the view, or just sit quietly. <\/p>\n\n\n\n

You\u2019ll be relaxed and refreshed to tackle your next task.<\/p>\n\n\n\n

Ensure tasks are location specific.<\/h2>\n\n\n\n

Would you try to clean your home while you were sitting across town in a business meeting? <\/p>\n\n\n\n

Or would you run food shopping errands while running laps in the park? Of course you wouldn\u2019t! <\/p>\n\n\n\n

You\u2019d make sure you were in the right place, at the right time, to complete your appointed tasks.<\/p>\n\n\n\n

When scheduling tasks, make sure they are relevant to your current, or soon-to-be current location.<\/p>\n\n\n\n

If you\u2019re considering a specific spot in your calendar in which to schedule a task, make careful note as to where you\u2019ll be physically located before, during, and after that time.<\/p>\n\n\n\n

This way, you can coordinate your proposed task with your proposed location and make sure you\u2019ll have all the necessary tools, materials, and resources ready for you.<\/p>\n\n\n\n

What if you want to make progress on a project, but you\u2019re hindered by your current location in your schedule?<\/p>\n\n\n\n

Think laterally! You can work on non-location dependent tasks to help you get one step closer to your goal. <\/p>\n\n\n\n

You can brainstorm ideas<\/a>, write down facts, make lists, and make a \u201cyes\/no\u201d decision chart.<\/a><\/p>\n\n\n\n

Here\u2019s an example for you: let\u2019s say you want to do some research on brand-new car, but you\u2019re sitting in a waiting room with little to no internet connectivity.<\/p>\n\n\n\n

You can begin your research by making a list of all the features you\u2019d love your new car to have, such as excellent miles per gallon, a high safety rating, great handling, under $55,000, and the color green.<\/p>\n\n\n\n

And what if you\u2019re traveling to a location where it\u2019s unclear whether certain tools will be available?<\/p>\n\n\n\n

Double-check your location will have the tools you need for you to fix that cabinet, draw that sketch, or bake that cake. <\/p>\n\n\n\n

And if you need to bring your own tools with you, now would be a good time to write down a list of items you\u2019ll need to pack.<\/p>\n\n\n\n

Incorporate task set up and cleanup time.<\/h2>\n\n\n\n

It doesn\u2019t matter whether you\u2019re getting ready to work<\/a> on a small task, such as doodling design ideas in your sketchbook, or preparing for a large endeavor, like planning a large holiday party at the office. <\/p>\n\n\n\n

Part of your scheduled task will involve the processes of set up and cleanup.<\/p>\n\n\n\n

If you haven\u2019t been consistent about factoring in set up and cleanup time with your tasks, why, now is the perfect time to get started!<\/p>\n\n\n\n

Start by identifying your scheduled task. Once you have that in mind, you can then start thinking about all the things you\u2019ll need to do to prepare for the task, and to clean things up once the task has been satisfactorily performed.<\/p>\n\n\n\n

You may not realize it, but nearly all tasks have some sort of preparation and clean up attached to them. <\/p>\n\n\n\n

These bits of time can quickly multiply over the course of a day\u2019s work.<\/p>\n\n\n\n

With practice, you\u2019ll get better and better acquainted with which tasks will take you more or less time to set up and cleanup.<\/p>\n\n\n\n

Here\u2019s several examples of scheduled tasks along with their set up and cleanup time considerations:<\/p>\n\n\n\n

Scheduled task:<\/em> Make a sandwich for lunch<\/p>\n\n\n\n

Set up time considerations:<\/em> Remove ingredients from refrigerator and pantry; pull out plate, cutting board, and knives; wipe down table<\/p>\n\n\n\n

Clean up time considerations:<\/em> Replace ingredients in the refrigerator and pantry; wash plate, cutting board, and knives; wipe down table<\/p>\n\n\n\n

Scheduled task:<\/em> Collate work reports<\/p>\n\n\n\n

Set up time considerations:<\/em> Clear off conference room desk, print work reports, gather work reports<\/p>\n\n\n\n

Clean up time considerations:<\/em> Collect work reports, place work reports in cabinet, clear off conference room desk<\/p>\n\n\n\n

Scheduled task:<\/em> Declutter clothes closet<\/p>\n\n\n\n

Set up time considerations:<\/em> Gather empty shopping bags, remove items in front of closet<\/p>\n\n\n\n

Clean up time considerations:<\/em> Return closet to suitable condition, remove filled shopping bags<\/p>\n\n\n\n

Be generous in time estimations.<\/h2>\n\n\n\n

If you want to schedule tasks the smart way, then you need to be generous with your estimations of time.<\/p>\n\n\n\n

Now, this may seem a bit counterintuitive when it comes to checking off tasks, but it will provide you with a useful buffer<\/a> of time.<\/p>\n\n\n\n

A generous time buffer will allow you to deal with unforeseen interruptions, distractions, and delays, and still get things done.<\/p>\n\n\n\n

Even if you grossly overestimate the amount of time it takes you to complete a scheduled task, you\u2019ll still have a healthy bit of wiggle room.<\/p>\n\n\n\n

After all, the last thing you want in your schedule is for you to constantly scramble to finish all the tasks you\u2019ve set out for yourself!<\/p>\n\n\n\n

To successfully set time estimations for tasks, consider all those times you\u2019ve worked on an identical, or similar task.<\/p>\n\n\n\n

Then, ask yourself a series of pointed questions, such as: \u201cHow long did it take me to comfortably finish that task?,\u201d or, \u201cHow long did it take me to uncomfortably finish that same task?\u201d<\/p>\n\n\n\n

Don’t be afraid to ask yourself questions like these. You’ll gain valuable scheduling information.<\/p>\n\n\n\n

Review and reschedule uncompleted tasks.<\/h2>\n\n\n\n

We\u2019d be fooling ourselves if we said we\u2019d accomplish every single task listed in our schedule without fail, every single day. But, as we all know, things happen in life.<\/p>\n\n\n\n

And when they do, we need to have a smart way to deal with things, unfinished tasks included!<\/p>\n\n\n\n

One of the best things you can do for yourself when it comes to scheduled tasks is to have a method or way of reviewing uncompleted tasks.<\/p>\n\n\n\n

An easy way to do this is to take five minutes at the end of your day to review your calendar<\/a> for the day,<\/a> and work your way through each uncompleted task, one by one.<\/p>\n\n\n\n

Here\u2019s a few questions you can ask yourself when it comes to reviewing those uncompleted scheduled tasks:<\/p>\n\n\n\n