So, here is how Brent and I worked the Weekly Time Budget Planning sheet.
It is really a very simple spreadsheet, but very powerful in what it can do for you, IF you have the discipline to complete it and review it. It takes about 10 minutes a week to do a good job with it.
There is a column for the Client or Project Name, then a column for the description of the task. Then a column for each day of the week and a total column on the end.
You can total at the bottom of each day with a Grand Total in the bottom right hand corner. That’s it. The Planner shows which days you are over (or under) loaded, and if you simply have too many hours for the week.
Let’s say your target is 45 hours per week and when you are finished with the planner it shows 53 hours. You have two choices. Prioritize something off the list, or delegate it.
The best part is that you know a week ahead of time so you can respond without breaking a sweat.
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If you would like a copy of Brent’s Weekly Time Budget Planner, just reply to this email or follow the link to Ask Tom and I will email you one.
This is definately a very helpful and necessary tool!
This is a great to see if you are oversubscribed but one still has to execute to this schedule. Everything usually gets blown up by the Great Interruption (remember the terrible one in ought-five). Once the plan is in place executing to the plan and managing interruption is the challenge.
I find it all takes a balance between planned and flexible to get everything done. However, I bet most swamped people are simply oversubscribed.
Prices,
Thanks for posting your thoughts. Interruptions always happen, so I actually budget a certain amount of time each day to deal with those interruptions. Afterwards, I estimate how much time those interruptions really took so I can adjust my estimates for the future. Unfortunately the stark reality of interruptions can be overwhelming. It may be time to take a hard look at those time robbers and see if there is another strategy to deal with those.
I really think this may be a bigger problem than what is considered a simple interuption. Interuptions are not simple in themselves. I think almost everyone is taught to not interupt when someone is speaking. This is like an old proverb.
Causing interuptions is disrespect for another person’s attempt to accomplish a work. Interuptions may be from a difference of philosophy of work. Work ought to be attempted in the spirit of personal development and a good for the society, however, work is often lived as a necessary evil.
Picture the difference. Colleagues meet in a coffee breakroom and one comments that they hate Mondays. Or another comment often heard, “TGIF.” Both these comments have severe problems if lived in a business, educational, or healthcare setting.
The proper philosophy sees work as an opportunity for growth, rather than the usual primary end which is money. An organization should promote a culture where work develops the person and helps the society. Getting paid simply gives me the ability to continue doing what it is I want or need for personal and societal development. Now comments become “TGIM” and Friday becomes recognized as the end of another week of practicing/perfecting who I am instead of what I do.
JQ,
Thanks for posting your comment and for having an attitude that is truly over the top.
Nice approach using the spreadsheet! If you want planning your upcoming work load and scheduling the planned tasks directly to your integrated calendar, have a look at DAISHO (http://www.daisho-blacksmith.com).