Use Your Time Better with a Time Management Schedule

How to Make a Time Management Schedule

Why does it seem like there isn't enough time during work hours? It's hard to stay focused on one specific task when there are so many projects to get done. While it's not always possible to minimize a workload, everyone can learn to manage time more effectively.

Good time management enables team members to prioritize important tasks to align with due dates. With the right set of time management skills, employees will have extra time every day and not feel so exhausted.

So, how can an individual acquire management skills to achieve goals? Fortunately, there are many available time tracking tools and techniques available. Employees should first create a time management schedule to optimize project management and boost productivity. Some of the many benefits of a time management schedule include -

• Gain a realistic understanding of what tasks can be achieved in a timeline
• Make sure there is plenty of time for important tasks
• Set aside extra time for unexpected circumstances
• Avoid burnout
• Persistently work towards short-term and long-term career goals
• Plan time to relax, rejuvenate, and spend time with loved ones
• Improve a work-life balance

Here are the best practices to create an organized weekly schedule that allocates time effectively.

1. Time Management Schedule Identify Allotted Time

Employees should decide how much time they need to work. Time blocking will fluctuate depending on personal obligations, the shift schedule, and required tasks. It will also depend on how an employee wants to use the time to further career goals.

For example, a new hire will prioritize training and learning requirements over career advancement. An experienced team member who wants a raise may need to work longer hours to show dedication.
Perhaps an employee has several personal obligations in one week. This will require him/her to schedule more time for personal obligations and less time for work.

2. Time Management Schedule Allocate Time for Critical Tasks

Next, the employee should create a time block for important tasks. There should be enough time to do a good job and complete all associated requirements for that task. Key tasks are usually the activities that management will assess and check for.

To illustrate, a restaurant manager oversees a team of 10. He needs enough time to create employee schedules, handle the team's personal concerns, train new hires, and count inventory. Because all of these tasks are required, the supervisor will need to allocate enough time for them on the schedule management tool.

If applicable, employees should also schedule time for communication and feedback. This is calendar time specifically set aside to get help, ask for feedback, review completed tasks, and acquire approvals.

Fast Facts on Poor Time Management:

• 89% of employees waste at least part of their working time every day
  
• 64% of all workers surf the internet, post on social media, and waste time on phone calls during their shifts
  
• Poor time management costs up to $5,000 per employee, per year
  
• Higher procrastination rates are linked to lower employee income and shorter employment periods
  

3. Time Management Schedule Schedule High-Priority Tasks

After employees review their master list, they should schedule the most urgent tasks. This also includes any maintenance activities that cannot be delegated to a coworker or put off for the next week.

A good rule of thumb is to place these tasks on days/times when productivity levels are high. Most employees are engaged during the morning hours after they've had a cup of coffee. They tend to be less engaged in the mid-afternoon around 2 p.m. or 3 p.m.

Unfortunately, not every business operates on an 8 a.m. - 5 p.m. schedule. The restaurant industry schedules team members for rotation shifts, night shifts, day shifts, and swing shifts. Employees need to be focused and ready to go so they can complete urgent tasks during their shift schedules. Fortunately, people adjust quickly and learn to be just as productive during the afternoon or evening shift.

4. Time Management Schedule Allocate Contingency Time

Effective time management requires scheduling enough contingency time. There are always unforeseen circumstances and emergencies that pop up throughout the week. While employees can't forecast all unforeseen events, they can set a certain amount of time aside to be safe.

The restaurant industry tends to be unpredictable, which makes scheduling more challenging. Therefore, restaurant staff and other workers in unpredictable industries should set aside extra contingency time.
There are a few tricks to wasted contingency time, which will help to complete more important things.

Frequent interruptions can wreak havoc on schedules and result in wasted time and money. Employees can learn how to minimize interruptions, stay off social media, and refrain from gossip to accomplish more. This will provide more flexibility and time to handle critical projects.

Top Tips to Increase Contingency Time:

• Batch similar tasks together
  
• Include breaks and buffer time in schedule
  
• Don't overextend yourself
  
• Utilize a time tracking device to see how well scheduling aligns with reality
  
• Focus on task at hand rather than try and multitask
  
• Let go of perfectionism and procrastination
  

5. Time Management Schedule Schedule Discretionary Time

Any space left in a calendar app or handwritten schedule is called discretionary time or free time. It is up to the employee how to spend that time. Effective time managers use this calendar time to achieve key goals and schedule priorities. Employees should review their personal objectives and determine how much discretionary time they need on the calendar.

6. Time Management Schedule Assess Requirements

If there is little discretionary time available by Step 5, employees should review Steps 2-4 to see whether those scheduled items are truly necessary. Team members may be able to delegate these tasks or put them off for another week. Other ways to leverage time include outsourcing, utilizing management tools, and asking for help. This will provide more time to achieve key objectives.

If there is never enough discretionary time, an employee needs to review requirements with management. Showing a google calendar with an organized weekly schedule will help supervisors understand that the workload is unreasonable. It will also demonstrate how organized and dedicated the employee is.

Fast Facts on Key Restaurant Management Tasks: Restaurant managers must hire applicants, train them, let them go, oversee operations, manage marketing campaigns, optimize inventory management, set menu prices, purchase supplies, and connect with the local community.

Key Takeaways of Time Management Schedule

In conclusion, here is how to create a good time management schedule -

• Employees should first identify available time and determine how much time is required for work. This will depend on the industry and employee status/career goals. Workers should then allocate time for critical tasks. These are items that cannot be put off or delegated to someone else.
• Employees should schedule high-priority items, considering the times they are most productive. Because productivity levels tend to be highest in the morning, workers may want to schedule key tasks during these work hours.
• Employees should allocate contingency time in case of an emergency or unforeseen work requirement. The amount of contingency time will depend on business needs and the type of industry. The restaurant industry requires more contingency time as work requirements can fluctuate depending on the shift.
• Finally, workers review their management software or handwritten schedule to schedule discretionary time and assess requirements. If there isn't enough discretionary time, employees will need to delegate, ask for help, or review the workload with management.