Actionable Steps to Take When Managing Schedules

6 min readAug 10, 2022


By Dr. Ryan C. Warner

Actionable Steps to Take When Managing Schedules (Image Source: Shutterstock)

As our lives become increasingly more complex, managing schedules effectively and efficiently can be difficult. However, by making a few simple adjustments to your schedule, you can learn how to balance your many responsibilities like an expert. Here’s the thing, effective scheduling doesn’t only mean filling your days with essential tasks but planning your day as a whole.

Managing Schedules and Setting Time Boundaries

Setting time boundaries is crucial for managing your schedules. Boundaries can help you determine what works for you and what doesn’t. When managing schedules, you have to be strict about your time. If you don’t set time boundaries, you leave your time open for anyone to take what time you have with unnecessary requests and demands. By setting boundaries, you give yourself a chance to have uninterrupted time to complete your tasks.

The best way to do that is by marking certain periods on your calendar as unavailable and letting everyone else know. If someone tries to schedule meetings that fall during these periods or decides to drop by your desk unannounced to chit-chat, be firm and suggest another time. If it’s a meeting you can’t miss, adjust your schedule, but if it’s one of those group meetings that can go on without you, excuse yourself.

How to manage your time more effectively (according to machines) — TED-Ed

Consider closing your door so everyone knows you are unavailable when you start work. If you don’t have a door, find a quiet place where you can work in peace, like the conference room. Being out of sight is one of the best ways of getting people to respect your time boundaries.

Setting a Schedule More Effectively

To boost productivity, learn how to schedule your time effectively. And no, throwing stuff here and there, so your calendar seems full will not help you be more productive. Rather have a strategy that lets you schedule productivity so you can get important work done rather than rushing through it at the last minute. To set your schedule most effectively, there are several important things to consider.. Let’s take a deeper look into these considerations.

Think About Your Why

What gives you meaning and purpose? Why do you do the things you do? Every day will not be fun and — honestly speaking — there are things on your schedule you would prefer to leave alone.

Start by defining what is important to you (Image Source: Shutterstock)

So, start by defining what is important to you and what tasks you enjoy doing. Determining your “why” can help motivate you to reach your goals. Let your motivation for doing something be bigger than “someone told you to” or “because you have to.” It’s easier to set and stick to a schedule with enjoyable elements.

Determine Your Priorities

Statistics show that twenty-four percent of people rely on their email inboxes to manage their priorities.

We all have 24 hours daily, a time you can choose to spend any way you like. If you don’t have priorities, you will likely spend much of your time on tasks that get you nowhere. Plan your schedule according to what you need to do and in order of priority. If you manage a team especially, setting priorities will help your team work on tasks according to their importance.

Estimate the Time Each Task Takes

To set a schedule effectively, estimate how long each task will take to accomplish. This will help you plan your time accordingly so that tasks don’t overlap. When doing that, avoid overestimating or underestimating the tasks if possible because doing that will throw your whole schedule off.

Work Smarter Instead of Harder

With schedules getting busier and busier, it might seem that the only way to get anything done is to work non-stop. First, that is not healthy. And second, work and life balance is something we need. So how do you achieve that? Use your time wisely by establishing productive systems. For instance, consider your attention span, identify the time of day when you are most productive, and schedule key tasks for that time.

Work Smarter Instead of Harder | YouTube Creators

Effective Time Management Strategies

A long working day with large tasks can be daunting, especially when you don’t have a schedule to know what tasks to give priority. Here are a few time management strategies not only to stay organized but to stay productive.

Have a Morning Routine

As our lives get increasingly complex, how you start your day will determine how the rest of the day goes. So, if it seems like your schedule is always full, create a morning routine that lets you get through the day. It could be running 30 minutes daily or doing yoga before starting the day. Whatever motivates you to go out and get things done, do it and stick to it.

Create a morning routine that lets you get through the day (Image Source: Shutterstock)

Don’t Multitask

Multitasking might seem like a good idea when you want to get things done fast, but it’s not advisable. In reality, multitasking only helps you do less and can cut productivity by up to forty percent.

Also, you are more prone to making mistakes when multitasking which forces you to re-do tasks. Rather than multitask (no matter how good of a multitasker you think you are), learn to do one thing at a time efficiently before moving on to the next task.

Consider Block Scheduling

Block scheduling is a technique where you group similar tasks that you can accomplish together. For instance, if you are running errands, consider doing everything else in your schedule that falls within that location. You can also group tasks based on their requirements, like accomplishing administrative tasks within the same schedule.

Prepare for Anything

The unexpected can happen even after setting a schedule that you finally think will work for you. Usually, when an emergency happens, it means dropping everything and attending to that. But what that does is slow down your production. So, just like you’re supposed to have an emergency savings fund, have a similar fund for your time. This means creating a time cushion within your schedule that ensures you are ready in case the unexpected happens.

Use Technology

Technology can help you become more productive. Download productivity apps and time management apps to stay ahead and remain productive. Tools like Google calendar are effective in scheduling recurring tasks, setting reminders, and even sharing your calendar with your colleagues.

Have a To-Do List, Bullet Journals, and Paper Planners

While technology like productivity tools can help you organize your time more, analog tools like a to-do list, bullet journals, and paper planners are just as effective. Write down things you need to do so you don’t have to rely on your memory alone.

Productivity tools can help you organize your time (Image Source: Shutterstock)

Productivity Through Effective Time Management

For most of us, it seems like we are in a race against time, trying to get things done and still have some work-life balance. But that is impossible if you don’t plan your day accordingly by managing schedules well. To balance the many responsibilities you have in your life, set boundaries for yourself concerning time and re-prioritize. And be sure to monitor your progress and adjust accordingly.

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