Weekly Planning
A useful technique in managing and planning your time effectively is a weekly plan. This gives an overview of the tasks that will need completing each week.
Weekly planning helps you to:
- decide how to make effective use of your time
- work proactively rather than reactively
There are several ways in which you can record your weekly plan, whether it's a paper-based or electronic system, it is important that you find a method that suits you. It may be that you find it easier to use a diary, an online calendar, write a list, use the tasks in Microsoft Outlook or devise a spreadsheet. Follow this link to view a weekly plan template.
When you come to devise your plan you will need to identify which are the urgent and non-urgent tasks. Alan Lakein devised an A-B-C, 1-2-3 Priority System, where:
- A priority = high value goals (urgent activities)
- B priority = medium value goals (important activities but not urgent)
- C priority = low value goals (activities without deadlines)
The system works by placing a letter next to each task according to priority. The importance of the task is graded using a 3 point scale and a number (i.e. 1-2-3) is placed next to the priority. It is possible for all of your tasks to be category A but then you can separate them out into order of importance by placing a number next to them.
Priorities change so it's worth noting that something that might be a B3 this week could over time become an A1 so it is important that plans are regularly monitored and updated.
In terms of individual planning whichever method you decide to use it is important that you set time aside either on a Friday afternoon or a Monday morning to devise your plan for the following week. Remember to allow yourself time for any interruptions and adequate breaks from your work.
If you are the type of person who finds it difficult to leave work in the office then you may find it beneficial to devise a plan for how you spend your time at home, ensuring that you are getting work-life balance as opposed to focusing all your time on work.
When planning weekly tasks as a team, you may find it beneficial to have an update meeting at the beginning of each week. This would involve all project team members sitting down to look at the tasks which need completing in that week. The benefits of this type of planning are that all team members are aware of what needs to be completed. If one member of staff is off sick or is called away on urgent business then the other team members are more able to pick their work up.
