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If you are often swamped with mountains of daily tasks, a timetable will be a great companion to help you be more productive and organized. You can try using a notebook, planner, or an app to allocate your time and choose which method works best for you. Make sure to set reasonable goals and keep a balance between work and rest. To stay motivated, make it a habit to schedule a routine and reward yourself every time you cross off a completed task.
Steps
Make a timetable
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Track how much time you spend on daily activities. Record the time you get ready each morning, eat, do laundry, buy groceries, answer emails, do homework, and complete other routine tasks. Track for about a week and write it down in a notebook, spreadsheet, or note-taking app. [1] X Trusted Sources American Psychpogical Association Go to Source
- Tracking for a week will give you an accurate estimate of how much time you will spend on specific tasks.
- In addition, this also helps you find ways to work more efficiently. For example, maybe you find yourself spending up to 10 hours playing a game that should have taken more time to learn.
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Try using a variety of media such as notebooks, planners, and scheduling apps. You can experiment with handwriting and digital note-taking methods. If you want to start on a blank page, you should use a notebook or a note-taking app. If you want to use the built-in grids with the date and time, you can choose a planner or a personal calendar application. [2] X Research Source
- Choose a method that suits your liking. If you don’t like paperwork, you can use the app. If you find it easier to follow when writing by hand, use pen and paper.
- You’ll know your likes and dislikes when using a schedule. When you find a method that works for you, stick to it. Organize all your activities in one place, whether you’re using a notebook, planner, or app.
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Write down the day and day of the week if necessary. If the day and day of the week is not available, write it at the top of the timetable. Set aside one page each day so you can focus on the tasks at hand and jot down more information if necessary. [3] X Research Sources
- It’s a good idea to make a note of the day of the week to keep track of activities that happen on specific days, such as music lessons on Mondays and Wednesdays.
- If you keep a schedule in a notebook, you can use the left page to keep your schedule in chronological order, and the right page for priorities and other notes.
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Fill in fixed intervals in the timetable. Lessons, regular meetings and other fixed tasks will form the framework of the timetable. Start by filling in a schedule of fixed times, such as “8:30 a.m. – Introduction to Psychology” or “4:00 p.m. – Yoga class.” [4] X Research Sources
- If writing on blank paper in a notebook or spreadsheet, you should fill in the time slots in half-hour increments on the left side of the page. Leave 2 or 3 rows between each space to make room for notes for each task.
- If you use a scheduling app, it probably already has time slots in it.
Allocate time
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Make a to-do list on a separate page. Filling out fixed tasks is easy, but allocating the remaining time can be quite complicated. Start by writing down everything you need to get done on a blank sheet of paper or a new document on your phone or computer. Prioritize by writing numbers or letters next to each task. [5] X Research Sources
- For example, you could write the number 1 (or letter A) next to the most important tasks. These will be the items that are placed on the schedule first. Write 2 (or B) next to lower priority tasks, and 3 (or C) next to non-priority items.
- When filling out a task on the timetable, you can mark the priority next to it, or just star or exclamation point on the top priority items.
- If you’re planning a week, make a list of weekly tasks. Write down daily tasks if you are scheduling a day.
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Schedule your most important tasks for when you are most alert. Start by filling out the most important tasks. Estimate how long each task will take to complete and prioritize items when you are most alert and free of distractions. To highlight important items, you can star, underline, or highlight. [6] X Research Source
- For example, if you’re most productive in the morning, schedule important projects before your lunch break, leaving paperwork and email deletion later.
- Try to set reasonable goals. Don’t try to cram homework or meeting with clients for 30 minutes when you know it could take an hour.
- After filling out the most important items, you can begin to schedule smaller tasks, such as washing clothes or shopping.
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Include details to remember exactly what you need to do. When filling out tasks on your schedule, you also need to include details so you don’t forget what the item is. If it’s too brief, you may not remember what a specific “go to a meeting” or “search” is. [7] X Research Sources
- If you have to go to a meeting, you should include the time, place, and attendees. You may also need to include bullet points about the content of the meeting.
- Note that you shouldn’t write an entire “essay” for each task. Only the necessary details should be recorded for easy follow-up.
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Record both the start and end times of each task. Whether you’re scheduling in an app or note-taking software, it’s a good idea to include a start and end time to help organize your day. That way, you’ll know how your day goes and where you are at specific times. [8] X Research Sources
- For example, you might have to prepare an outline from 9:30 to 10:30 a.m., go to class from 11:00 to 12:15 p.m., have lunch at 12:30 p.m., and have a meeting between 1:00 a.m. and 1:00 p.m. 1:45 pm.
- Remember to set reasonable goals. Review your time records to accurately estimate the time spent on each task.
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Spend time with family, leisure and relaxation. You can’t be fully productive around the clock, so make time for your loved ones, get out and have some fun. If you are the type of person who forgets to work, then reminders to rest and entertain are very important. [9] X Research Source
- For example, you might write items like “Tuesday, 6:30 pm – Have dinner with Ha and Mai (work is off at 5:45!) or “Saturday, 12:00 noon – Take Chi to the park. ”
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Takes about 25% of the time to depreciate. If one job follows the other too closely, you won’t have time to adjust. Instead, set aside some time to deal with interruptions or delays. The extra 15 minutes between tasks is a great way to get some extra free time for your plans. [10] X Trusted Source US Small Business Administration Go to Source
- If you have to move somewhere, remember to deduct about 10-15 minutes to prevent traffic jams on the road.
- Even if you’re not late or distracted, you can use these times to rest, exercise, or do other things.
Adhere to the timetable
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Make a schedule at the same time every day. If you schedule every day at the same time, this will become part of your daily routine. Whether it’s reviewing your list of tasks with your morning coffee or before bed the night before, make this your daily habit. [11] X Research Source
- It can be helpful to create a weekly schedule on Sunday evenings, and then tweak and organize your list of daily tasks each evening or morning.
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Put your timetable in a visible place. Whether you’re using a notebook, planner, or app, you should always keep your schedule in plain view. If your schedule is left unattended, you will be less likely to achieve your time management goals. [12] X Trusted Source Darmouth University Academic Skills Center Go to Source
- If you use the app, install and sync your account across all your electronic devices. Try using a desktop widget to pin tasks to the home screen of your electronic devices.
- You can also hang a board or calendar at work to record brief information, such as dates and weekly goals.
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Cross off completed tasks to stay motivated . Very simply, you will feel extremely satisfied when you tick next to a completed task. When you cross off a completed task, you’ll know where the progress has been and have an overview of your plans. [13] X Research Source
- Don’t panic if you haven’t completed all the missions. If there’s something unfinished today, revise your schedule and put it on a priority list for tomorrow.
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Reward yourself for completing tasks. When there is something to look forward to, you will complete tasks more easily, especially for tedious or boring tasks. For example, if you’ve spent the day presenting, meeting, and meeting deadlines, treat yourself to a break, an ice cream cone, or a small gift. [14] X Trusted Source American Psychpogical Association Go to Source
- In addition to small rewards for completing individual tasks, treat yourself to a big gift after a productive day. Spend a leisurely soak in a relaxing bath, play a game, watch a movie or indulge in your favorite activity.
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Use a productivity app to block distractions. If you are easily tempted to surf the web or social media, download an app like StayFocused or Focusbar. These apps will block websites during the time you spend at work. [15] X Trusted Source American Psychpogical Association Go to Source
- You should also keep your phone in your pocket instead of on the table. When you keep your phone out of sight, you won’t be distracted, but you can still use it when you need it.
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Schedule regular breaks to avoid burnout. A packed schedule with no breaks can be overwhelming and can cause you to procrastinate. In addition, you will not be able to do a good job if you exhaust yourself. Take a break to make it easier to manage your workload and re-energize your body and mind. [16] X Trusted Source Darmouth University Academic Skills Center Go to Source
- For example, it’s a good idea to take advantage of the weekend to do housework. However, if you cut the lawn, did the laundry, or cleaned the house on Saturday, you should spend most of Sunday relaxing.
- Every night, you should try to spend at least 1-2 hours to relax before going to bed. Take this time to read a soothing book, soak in the tub, or listen to soothing music.
Advice
- Organize tasks into a schedule, whether using note-taking software, a paper planner, or an app. You can forget tasks if you spread out a lot of timetables. [17] X Research Source
- Be flexible, write in pencil, and revise your schedule if necessary. Don’t panic when things don’t go as planned. [18] X Research Sources
- Take advantage of short periods of time. Instead of surfing social media 15 minutes before an appointment, use this time to perfect a daily task. You can also take advantage of a healthy snack, do some exercise, or go for a quick walk. [19] X Trusted Source American Psychpogical Association Go to Source
- Plan for distractions, but try to keep them under control. If someone comes into your office or makes a phone call, say “I’ve only been able to talk for a few minutes” or “I’d be happy to hear your questions, but won’t be able to answer them later.” [20] X Trusted Source US Small Business Administration Go to Source
- No delay. Tasks will pile up and your schedule will become increasingly jammed if you keep procrastinating on things to do. [21] X Research Source
- Don’t lose confidence if you can’t keep up with the schedule. Adjust it a bit and try to keep it up.
X
This article is co-authored by a team of editors and trained researchers who confirm the accuracy and completeness of the article.
The wikiHow Content Management team carefully monitors the work of editors to ensure that every article is up to a high standard of quality.
There are 8 references cited in this article that you can see at the bottom of the page.
This article has been viewed 53,233 times.
If you are often swamped with mountains of daily tasks, a timetable will be a great companion to help you be more productive and organized. You can try using a notebook, planner, or an app to allocate your time and choose which method works best for you. Make sure to set reasonable goals and keep a balance between work and rest. To stay motivated, make it a habit to schedule a routine and reward yourself every time you cross off a completed task.
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