Friday, the blog post talked about why estimating our work week could be a good planning tool.
Today we’ll shift to look at 5 steps we can use to create that weekly estimate.
Step 1 – Create a List: The process starts by creating a list of deliverables for the week with due dates.
Step 2 – Estimate Time: Consider each deliverable and determine the time required to complete each one. The estimates should all include a bit of buffer time for unexpected challenges that might come up.
Step 3 – Block Time: Based on the due dates, place the estimated time blocks from Step 2 on the calendar prior to the due date. Scheduling a day in advance can make challenges less stressful.
Step 4 – Calendar Review: Look at everything scheduled for the week and remove any events that you don’t plan or need to attend. Resolve overlaps and decide on where to focus the time.
Step 5 – Review and Adjust: Consider the allocated time for each day. Ideally, there are six hours or less of time scheduled for meetings and deliverables. This ensures two hours for email, impromptu conversations, and projects that pop up through the week. If a day has more than 6 hours scheduled, make tradeoffs and decisions on what can be skipped or moved.
My Perspective
I know there is no guarantee that this system will work.
However, trying new techniques helps us understand our tendencies.
This approach will give insight into how we quickly end up working 12-hour days.
Making the work visible on the calendar is the first step to getting at the cause of overwhelm.
Your Turn
Do you do advance planning of project deliverables?
Are time blocks for project work part of your calendar?
How might this approach shift how you think about the week ahead?