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Filling in your fixed tasks is easy, but structuring the rest of your time can get tricky. Start by writing down everything you have to accomplish on a blank sheet of paper or in a new document on your phone or computer. Prioritize tasks by writing a number or letter next to each one. For example, write 1 (or A) next to your most important tasks. These will be the tasks you'll write on your schedule first. Write 2 (or B) next to your middle-priority tasks, and 3 (or C) next to your low-priority items. When you write a task in your schedule, you could mark the priority level next to it, or just make an asterisk or exclamation point next to your top priorities. If you're planning out your week, make a list of your weekly tasks. Write down your daily tasks if you're planning a single day. Fill in your schedule starting with the most important tasks. Estimate how long each task will take, and schedule your top priorities during times that you're most alert and free of distractions. To call attention to high-priority tasks, draw asterisks, underline them, or highlight them. For example, if you're most productive in the morning, schedule high-priority projects before lunchtime. Save paper filing and deleting emails for later in the day. Do your best to set reasonable expectations. Don't try to squeeze homework or a meeting with a client into 30 minutes when you know a full hour is more realistic. After you've entered the most important items, you can fill the smaller tasks, like doing laundry or going grocery shopping. As you fill in your tasks, include specific information so you don't forget what the entry means. If you just jot down shorthand, you might not remember what you meant by "Go to meeting," or "Do research." If you have to go to a meeting, include the time, location, and who will be attending. You might also want to add bullet points on the meeting's topic. Keep in mind you don't want to write an essay for each task. Just include the necessary details that will help you stay on track. Whether you're scheduling your tasks in an app or notepad, start and end times will help you keep your day structured. You'll have a better idea of how your day will go and where you'll be at specific times. For example, you might have to prepare an outline from 9:30 a.m. to 10:30 a.m., go to class from 11:00 a.m. to 12:15 p.m., have lunch at 12:30 p.m., and have a meeting from 1:00 p.m. to 1:45 p.m. Remember to set reasonable expectations. Refer to the log you kept when you tracked your time to accurately estimate how long a task will take. You can't be 100% productive around the clock, so make time for loved ones, hanging out, and having fun. If you're the type of person who forgets to take time off, including reminders to relax and have fun is especially important. For example, include entries such as, "Tuesday, 6:30 p.m. - Have dinner with Sam and Phil (finish up at work by 5:45!)" or "Saturday, 12:00 p.m. - Take Joey to the park." Filling up your day with back-to-back tasks doesn't leave any room for revisions. Instead, budget some time to deal with interruptions or delays. Leaving at least 15 minutes between tasks is a good way to work some wiggle room into your plans. If you have to drive somewhere, remember to leave an extra 10 or 15 minutes in case you run into traffic. Even if you don't run late or get distracted, you can use chunks of wiggle room to take breaks, exercise, or to do some extra work.
Make a list of tasks on a separate sheet of paper. Assign the most important tasks during times when you're most alert. Include details to remember exactly what you need to do. Include starting and ending times for each task. Set aside time for fun, family time, and relaxation. Leave about 25% of your time open.