How can you create a schedule that sticks?

As an administrative manager, you have to juggle multiple tasks, deadlines, and requests from different stakeholders. How can you create a schedule that sticks and helps you achieve your goals without burning out? In this article, we'll share some tips and strategies to plan, prioritize, and execute your tasks effectively.

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1 Identify your priorities

Before you start filling your calendar with tasks, you need to identify your priorities and goals. What are the most important and urgent tasks that you have to complete? What are the outcomes that you want to achieve? How do they align with your organization's objectives and values? Use a framework such as the Eisenhower matrix or the SMART criteria to help you sort and rank your tasks according to their importance and urgency.

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Tasha Williams, MA, BS, TCH

Associate Project Manager - Campus Planning and Development | Certificate in Business Analytics and Operations
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CONSISTENCY! Creating a schedule that sticks starts with being consistent but also creating a schedule that is ACHIEVABLE. While it is great to do your research and see what other around you are doing, it is important to not COMPARE yourself to what others are doing and create a schedule that is achievable and works with your current way of doing business. Once you have created a schedule that COMPLIMENTS you're day to day, practice being consistent. Consistently means actively choosing to complete your day to day tasks no matter the circumstance. Life happens -- yes, but it is still POSSIBLE. DEVELOP. MARKET an PROMOTE and you will be able to plan and executive your daily tasks efficiently and effectively.

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2 Block your time

Once you have your priorities clear, you need to block your time for each task. This means allocating a specific amount of time for each task and sticking to it. Blocking your time helps you focus on one thing at a time, avoid distractions, and manage your energy levels. You can use tools such as Google Calendar, Outlook, or Trello to create and manage your time blocks. Make sure to include some buffer time between tasks, as well as breaks, lunch, and personal time.

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3 Review and adjust

Creating a schedule is not a one-time event, but a continuous process. You need to review and adjust your schedule regularly to account for changes, feedback, and new information. At the end of each day, week, or month, evaluate how well you followed your schedule, what worked and what didn't, and what you can improve. Use data and metrics to measure your progress and performance. Also, ask for feedback from your colleagues, managers, and clients to see if you are meeting their expectations and needs.

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4 Delegate and automate

You don't have to do everything by yourself. As an administrative manager, you have the authority and responsibility to delegate and automate some of your tasks. Delegating and automating can help you free up some time, reduce your workload, and focus on your core competencies. Identify the tasks that can be done by someone else or by a software, and assign or outsource them accordingly. Provide clear instructions, expectations, and deadlines to the people or tools that you delegate or automate to.

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Dr. Misty Ladd, CPP, PCI, PSP

I Teach Solopreneurs How To Achieve Consistent Growth & Maximize Their Business Potential / Doctor of Forensic Psychology / Professional Licensed Private Investigator / Business Consultant / Speaker / Author/ Instructor
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Delegation and automation are powerful strategies for success, enhancing productivity, reducing errors, and improving well-being when used strategically. Delegating allows individuals and teams to leverage each other's skills and strengths. Research suggests that assigning tasks to those with relevant expertise can improve the quality of work. When individuals are comparable in skillset, one useful strategy is the "Who Hates It Less" method, which assigns tasks to the less averse. Automation can streamline processes, boost efficiency, and reduce errors. Decisions to automate should be based on a cost-benefit analysis that considers factors such as the complexity of the task, the volume of work, and the potential for efficiency gains.

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5 Communicate and collaborate

Creating a schedule that sticks also requires effective communication and collaboration with your stakeholders. You need to communicate your schedule, priorities, and goals to your team, managers, and clients, and make sure they are on the same page. You also need to collaborate with them to coordinate tasks, share information, and solve problems. Use tools such as Slack, Zoom, or Asana to communicate and collaborate with your stakeholders. Be proactive, responsive, and transparent in your communication and collaboration.

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6 Reward yourself

Finally, don't forget to reward yourself for sticking to your schedule and achieving your goals. Rewarding yourself can help you boost your motivation, satisfaction, and morale. You can reward yourself in different ways, such as taking a day off, buying something nice, or celebrating with your team. Choose a reward that is meaningful and enjoyable for you, and that matches your effort and results.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you create a schedule that sticks?

1

2

3

4

5

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1 Identify your priorities

2 Block your time

3 Review and adjust

4 Delegate and automate

5 Communicate and collaborate

6 Reward yourself

7 Here’s what else to consider

Administrative Management

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How can you create a schedule that sticks?

1

2

3

4

5

6

7

1 Identify your priorities

2 Block your time

3 Review and adjust

4 Delegate and automate

5 Communicate and collaborate

6 Reward yourself

7 Here’s what else to consider

Administrative Management

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