Planning and organizingOnce you have decided about your project and the key activities and their related work you can start the planning for your project. Planning the time for different activities of the project, which suits your personal needs. Many people find it useful to plan their time on the following basis:
- A daily ToDoList, deciding first activity in the morning and putting others in sequence according to the priority of that day. Such a list can be a good track to complete the work on that day.
- A detailed weekly plans highlighting the important activities within seven days.
- If your project needs one month for completion, then a long term planning is to be done indicating regular and predictable events in every week.
When you are making a plan for a particular project, then you are to consider
your personal commitments. It will be better to identify all personal, family commitments and try to adjust them in your regular activities of the project. Once you have completed the activity sheet, detailing of all the activities in the order in which they are to be done according to the schedule time and give each activity a deadline for completion. This type of action planning will cover a range of time periods from a matter of hours to days and weeks, months or years. It will take only few minutes to plan but will be helpful in planning time. However, one should be realistic in planning all the activities, so that sufficient time is allotted for the completion of each task, which results in timely finishing of the project.
Goal setting which you can accomplish:
You are to set goals of your life to spend better time of days, months, years and your whole life. First you will have to decide that what you want in your life, to become an administrator, doctor, engineer or a businessman. Once you have decided this, then take into consideration your capacity, capabilities and environment of your family. Goal must be specific, measurable, realistic and achievable. Your optimum goals are those, which cause not to break as you strive for their achievement in life. Goals decided after giving them all consideration for the creative people will serve the right direction of their life. So such type of decision should be taken at the earliest possible of starting your life.
Prioritizing:
You must know what is important and what is urgent among the daily activities you are to perform. Suppose you are to take your coworker for treatment under emergency, because he/she suffered serious injury during working, so this task is urgent than if you are to attend a meeting of the staff at the same time. So the urgency of the task and its importance depends upon the situation. When you are facing many different requirements on your time it is essential that you are to prioritize your workload and arrange the tasks according to its priority. So there are many factors affecting the priorities of daily activities.
- Difficulty of the activity
- Deadlines of the oncoming tasks
- Motivation/interest of individual
- Activity and skill confidence
Prioritizing is grading the individual activity according to its nature to others and arranging all others in that order for commitments and responsibilities. You must keep in mind the following.
- Some activities need immediate attention
- Some items can be predicted and planned accordingly
- Some activities can be prepared in advance
It will always be better to place the chart of planned activities on the table showing the urgency/importance of each in the column. Now you can apply this to your daily planned sheet and do the activities accordingly. Your ability to prioritize the time schedule will be helped by subdividing the activities into small parts and then take action in that area.
Use a ToDoList:
ToDoList is to be prepared in the evening before going to bed or early in the morning. You must take care of the activities to be included which are left over in the last list. It will be better if the priority is to be given to urgent items while preparing the daily ToDoList. You are also to look into the Master diary, which should be prepared in the month of January, and should include all the important events of that year. A small pocket diary of 4”x 2 ½” size is available in the market with lines and square blocks on one side of the page. The blocks are provided to put the Serial number according to the priority of the event to be carried out during daily activities. You are to put serial number 1 at the top priority, which needs immediate attention being urgent on that day. Schedule of activity can be changed according to the situation or urgency of the work. It should be taken care that the brief description of the activity should be given with the time if required. When the task on the diary (Todolist) is completed according to your satisfaction then it should be crossed or tick marked with red pen. If some problem comes during the performance of the task, then the proper remark should be given with red pen on that area.
