How to effectively plan your working time. Workday plan and benefits of planning

Every day, a manager (specialist) has to make decisions about how to most efficiently use his working time. Planning is a project of work processes for the upcoming time period. And it is very important to organically link the planning of working time and the desired results of activity.

This can be achieved by using in practice the basic principles and rules of working time planning.

Basic principles and rules of planning:

1. Rule 60:40 (“golden” rule of planning).

2. Analysis of types of activities and time consumption.

3. Bringing tasks together. Drawing up an action plan.

Prioritization.

4. Regularity, consistency and consistency of planning.

5. Realistic planning..

6. Replenishment of lost time.

7. Written form.

8. Carrying over what was not done.

9. Recording results instead of taking action. In plans, it is better to record results, or goals (end state), rather than just any actions. “Don’t call”, but “coordinate”.

10. Establishment of temporary standards.

11. Deadline.

12. Setting priorities (degree of importance).

13. Getting rid of the “tyranny” of haste. The most urgent matter is not always the most important.

14. Delegation (reassignment) of affairs.

15. “Time sinks” and time reserves.

16. Reprocessing - rechecking.

17. Free time, time for planning and creativity.

18. Alternatives. Choosing the best way to solve problems. 19. Variety.

20. Temporary agreement

x plans.

Working time planning system.

To obtain the best possible results when planning working time, a manager (specialist) needs to use such a concept as “planning periods”: day, week, month, year. Each planning period must be considered separately.

In business life, the following planning periods justified themselves:

long-term goals – 3-5 years (or more) – plans for several years;

medium-term goals – 1-3 years – annual plan;

Quarterly plan.

Serves as a tool for monitoring the implementation of the annual plan. During the year, at regular intervals, you should reflect on the events of the past period and, if necessary, make changes or reschedule (interim control). At the end of each quarter, it is possible to set guidelines for the next three months and determine which tasks in the next quarter should be crossed out, which ones should be moved, and which ones should be added.

Monthly plan.

The tasks and goals taken into account in the monthly plan are transferred from the quarterly plan, and also, if necessary, from the plan for the past month. Since planning accuracy increases as the time horizon approaches, tasks are taken into account in greater detail in the monthly plan (time consumption is recorded in hours).

Ten-day plan.

It assumes an even more detailed, more accurate forecast of the coming period.

Daily plan.

It is built on the basis of a ten-day plan. It establishes what tasks and affairs must be completed during the corresponding working day, and unforeseen ones are added to those previously planned.

The daily plan represents the last and at the same time the most important step in the time planning system, the specific embodiment (realization) of the goals set.

Using the example of a daily plan, we will consider the five stages of systematic time planning.

Drawing up workday plans using the Alps method.

Five stages of the Alps method.

This method is relatively simple and quite easy to remember, since it is based on memotechnics: the initial letters symbolize subject concepts.

The method includes five stages:

1. Drawing up a list of work actions and activities planned for execution.

2. Preliminary assessment of the duration of the planned work activities and activities.

3. Reservation of working time using the 60:40 rule.

4. Making decisions to set priorities, delegate or refuse some work actions and activities planned for execution.

Control and transfer of what has not been done.

Let's look at each stage in more detail.

1. Drawing up a list of work actions and activities planned for execution.

Record under the appropriate headings of the “Day Plan” form everything that needs to be done the next day:

tasks from the to-do list or from the weekly (monthly) plan;

In this case, you should use abbreviations that correspond to the type of activity or headings in the “Day Plan” form: V - visits, meetings, D - delegation of affairs, K - control, etc.

The list of tasks should be made like this:

as a first approximation, distribute them by priority;

divide them into protracted and “short”, short-term ones;

recheck tasks related to personal contact to see if they can be completed in a more rational way (for example, using the phone).

However, this is only the beginning of creating a plan for the day. A realistic daily plan should always be limited to what is actually possible to do.

2. Preliminary assessment of the duration of the planned work activities and activities.

Now against each task you need to enter the approximate time for its completion, sum it up and determine the approximate total time. It is possible to estimate the duration of any task after observing and gaining experience.

3. Reservation of working time using the 60:40 rule.

When drawing up a daily plan, you need to adhere to the basic rule of time planning, according to which the plan should cover no more than 60% of the time and approximately 40% should be left as reserve time for unexpected matters.

4. Making decisions to set priorities, delegate or refuse some work actions and activities planned for execution.

5. Control and transfer of what has not been done.

Monitoring the progress of the plan allows the manager (specialist) to obtain the necessary information to carry out analysis and determine ways to improve their work.

Advantages of using the Alps method: better mood for the upcoming working day;

Planning and organizing work is the key to further self-development. Read the article about the basic principles and rules of daily planning.

From the article you will learn:

Why do you need daily planning?

Not everyone understands why they need to plan their working day. After all, every person, even without planning, knows what functions he performs and what tasks lie ahead of him. Many people do not see the point in making plans for the day, since there are always unexpected tasks that can confuse all the previously planned points.

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If you compare two workers performing the same functions and having the same abilities, you will find that the volume and quality of work they perform are different. One employee manages to solve both current and strategic tasks, the second does not have time to complete even urgent assignments and is forced to stay after work all the time. The best results will be shown by those who are more . That is, someone for whom the planning process is a daily responsibility and need. Having a plan, even on a psychological level, forces a person to mobilize. He has a fixed goal and an internal need to achieve it appears.

How to plan effectively?

Planning and organizing work is carried out by the employee. It is not the manager, but the employee who should set tasks for himself. In this case, he sets goals for himself independently and acts in the direction that he chooses. As a rule, the percentage of completed tasks when planning independently is higher than when performing general planning. , developed by the director.

There is a work planning system that has been tested in practice and ensures optimal use of working time. This is a set of principles by following which a person can create a competent, realistic and achievable plan.

First, determine what you need to include in your daily plan. It should be drawn up taking into account a strategic plan developed for six months or a year. Planning for each day takes into account all the tasks scheduled for implementation, both directly related to work and secondary ones. For example, congratulating a colleague on his birthday. In addition to those items that the manager expects to be completed, personal matters must also be included in the plan. This is necessary for personal development and creating a positive image.

When planning work, large tasks that will take several days or weeks to complete should be broken down into steps and completed sequentially. For each stage, set a due date. Make a plan for the coming day, including subtasks. To draw up a plan, you can use a regular paper diary or a special program.

The goal of work planning is not to fulfill the plan items at any cost, but to timely and high-quality execution of priority tasks and urgent tasks. Therefore, the list of tasks to be completed must be sorted and the items arranged in descending order of priority. In progress You can use several methods simultaneously.

For example, tasks with a fixed deadline and tasks that require more effort to complete are given the highest priority. The second most important tasks will be the daily tasks that must be completed and those tasks whose completion dates are scheduled for the coming days. The lowest priority in daily planning is given to minor matters, the failure of which will not have significant negative consequences.

Day planning rules

Just like planning the work of an enterprise, planning the working day of an individual employee must follow the rules. Following them will help ensure that your plans are carried out in a manner that is comfortable for you.

Plan no more than 70% of your working time. This will allow you to calmly complete urgent unscheduled tasks and not be nervous if you have to be distracted from execution .
Do not include more than three important and urgent tasks in your daily plan at the same time. Limit the total number of plan items to ten.
Form similar cases into blocks. This will help to execute them using a single algorithm, which will reduce execution time.
Move the planning process to the evening of the previous day. You will have time to make adjustments to the plan if necessary.
Plan complex tasks taking into account your biorhythms. Some are more productive in the morning, some are more productive in the afternoon, and some work most productively in the evening.
Don't start a new task before you finish the work you've already started. If you had to take a break, come back and finish what you started.
Don't put off completing an unscheduled task if it can be done in a few minutes.
Take breaks every hour without remaining at your desk. Devote your breaks to light stretching, this will help “refresh” your head.
Don't be confused with achieving goals, do not set tasks for yourself and do not outline volumes that will be difficult to cope with.
If there are unfulfilled tasks that have not lost their relevance, move them to the plan for the next day.
Organize your workplace in such a way that it is comfortable to work.

Conclusion

Planning for each day is a useful and necessary skill. This is a way of self-organization and self-development, a guarantee that you can work effectively. The proposed work planning system will help you understand the basic principles time management and successfully use this knowledge in practice.

You will need

- diary;
- standard daily routine for the manager;
- a list of current events with the participation of the manager.

Instructions

Determine your standard daily routine. Some events can be repeated day after day, others are one-time in nature. Formulate plans for the coming week and month. Rank the expected activities in order of importance. As a result, you should receive a list of tasks located in a certain hierarchy.

Include in your daily routine those events that are contained in the work plans of the organization or enterprise for the quarter, half-year and year. Collect information from departments and structural units about control and inspection activities in which you must directly participate.

If planned events are scheduled for a specific time, group them and enter them in the work diary in order of priority. Make a note of the importance of a particular meeting, meeting or negotiation. When setting priorities, be guided by your main functions. Instruct your assistant or secretary to remind you of the most important events well in advance, rather than at the last minute.

Make sure that the planned events do not overlap each other in time. If attending a meeting or business meeting requires traveling away from your facility or office, factor in the travel time required.

Leave time in your schedule for other unplanned business activities. Even a small time gap will avoid haste and prevent many misunderstandings. Also include time for rest and eating in your daily routine.

Bring your daily routine to the attention of your assistant. Demand that you be regularly notified of changes in event plans that occur for objective reasons. Once you receive meaningful information from your assistant, immediately make adjustments to your daily routine.

Sources:

Planning the manager's working day

Why is it that two workers spend the same amount of time in the office, neither is distracted by extraneous things, but they manage to do different amounts of work? Because one of them scatters his attention, while the other managed to structure the work process. Proper planning of working time is one of the keys to a successful and efficient working day.

Instructions

Form work blocks in which you will perform similar tasks. As you know, starting a job is difficult. Having reluctantly sat down to the first task, you get involved, and things go much faster. Therefore, organize projects and tasks into folders and start completing similar ones. To receive visitors or employees, if you are a boss, it is also better to set aside your own office hours so that you are not constantly distracted from working with papers.

If there is a lot of work and it requires your full attention, allow yourself to arrange non-office hours. Transfer the phone to your colleagues or secretary, send visitors to your deputy. Don’t be shy about locking yourself away from everyone in your office and completely immersing yourself in an urgent project.

Often, the duration of a project depends directly on the time allocated for it. If your superiors do not rush you to complete the task, you can independently regulate the time frame within which the project must be completed. This way, your work will go much faster than if you work slowly day after day.

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The famous German management specialist L. Seiwert developed certain rules for planning working time:

Plan your working day by 60%, leaving 20% for solving unforeseen problems and 20% for creative activities (for example, professional development).

2. Carefully document and control the consumption of time, which allows you to have a clear understanding of it, determining future needs for it and its correct distribution.

3. Differentiate the tasks of the upcoming period into long-, medium- and short-term ones, setting the priority of actions to solve them.

4. Always consistently finish what you start.

5.Make flexible plans.

6.Plan the actual volume of tasks, calculated in accordance with the capabilities of the team.

7. Use special forms and cards to plan time.

8. Transfer unfulfilled tasks automatically to the plans of the next period.

9. Reflect in plans not only the actions themselves, but also the expected results.

10. Set exact time standards and provide for this or that task exactly as much time as it really requires.

11. Implement the principle of self-discipline, establishing exact deadlines for the completion of all types of work.

12. Determine priorities in matters.

As practice shows, the main reasons for lost working time are: 1) lack of clarity in setting goals and determining priorities; 2) lack of planning of working time or its poor organization; 3) low level of discipline of subordinates; 4) weak leadership, inability to work with subordinates, partners, and visitors.

Planning working time is one of the main tasks of a manager, as well as planning the activities of the organization as a whole. In our country, managers have not yet learned how to do this and devote 4 times less time to this process than their American colleagues. As Western economists note, planning must begin with a clear statement of objectives. To do this, a list of tasks and possible obstacles is drawn up that will require special time to overcome. Analysis of this list in the future will allow you to adjust the plan and eliminate unimportant points. In addition, time planning allows management to critically think about their own ideas and find effective ways to solve them on time, creating a certain reserve of time. Planning allows the manager to concentrate on the main thing, taking into account the deadlines and time for solving the main tasks. As a result of planning, the structure of the working day improves and the possibility of creating a schedule arises.

The plan provides for solving existing problems in rational order . First of all, work with a fixed deadline or the most labor-intensive, time-consuming work is planned. It is undesirable to put off unpleasant things; it is better to do them before others. Next, routine work and daily duties are planned. The last items in the plan are minor and occasional tasks that do not require much time (reading current correspondence, walking around workplaces). The main thing is that during the planning process an exact completion date is set.

But it happens that the upcoming planned amount of work cannot be completed at the specified time and then it is necessary to postpone it to a later date.

Careful documentation of time and monitoring of its use is a prerequisite for planning. There are several types of time use plans: long-term, medium-term and short-term.

By using long term plans The structure of the time required to implement major life goals, designed for many years, sometimes decades, is determined. This could be work related to obtaining an education, promotion, etc. Medium term plans- annual, in which time is allocated to solve large specific production tasks.

Short term - include a breakdown of time for solving problems that specify medium- and long-term plans. These include: quarterly, monthly, ten-day, weekly and daily . Starting with monthly plans, time is calculated in hours. Among short-term plans, the most important is the daily one. It includes no more than a dozen problems, among which a third are the main ones, carried out in the first place. These things, as well as the most unpleasant ones, are usually planned for the first half of the day (in the morning). This allows them to be completed by evening. In the daily plan, similar tasks are grouped into a block, which significantly saves time and allows you to avoid jumping from one task to another.

Breaks are also taken into account in the daily plan. They are determined based on the person’s performance and the time that has passed since the start of the working day. Fatigue increases with increasing time from the start of the working day; naturally, this reduces the productivity of a manager or specialist.

In the modern world, when developing daily plans, we take into account peculiaritiesindividual biorhythms . It is necessary to plan the working day so that the most difficult hours fall during the “peak performance”. This “peak” for “larks” is in the morning hours, “pigeons” are most active in the middle of the working day, and “owls” are most active in the evening.

Knowledge of all planning techniques and methods allows you to correctly distribute tasks depending on their complexity, difficulty, responsibility, tension within the working day and optimally alternate them.

The best option for recording a daily plan is to present it in writing. This does not allow you to ignore the tasks included in it, unloads your memory, disciplines you, and makes your work more focused. It is also easier to analyze the implementation of the plan using records.

The development (drawing up) of the plan takes place the night before in several stages: tasks are formulated (transferred from the monthly or ten-day plan, transferred from the previous day’s plan, unresolved to date), the required working hours to solve them are determined, “windows” are left in case of need solve urgent problems, plan 5-10-minute breaks after every hour of work, and highlight priority tasks.

The manager's work plan is clarified in the morning together with the secretary, taking into account new circumstances that suddenly arise. In general, the daily plan should be flexible, at the same time it should clearly adhere to the regulations related to inviting people (visitors, holding meetings, etc.).

Brief conclusions on the topic

Working time is the most important factor of production, the careful use of which can have a huge effect. But this attitude to working time is based on a deep study of the structure of its costs and the identification of unused reserves.

Analysis of working time costs is carried out using timekeeping and photographs of working time, which are often called time diagnostics, which makes it possible to identify significant losses and identify ways to improve its use.

A big role in improving the use of working time is given to its planning, which is one of the main tasks of a manager. It is the planning of working time that allows the manager to concentrate on the main thing, taking into account the deadlines and time for solving the main tasks.

Standardizing and planning the working time of performers and managers significantly increases the efficiency of its use and has the best effect on the final results of the departments.