Life is much easier when there is a plan, and it is put into action. Having a plan gives us a place to start, and helps us remember what we are supposed to be doing at any given time.

In this session, we will share some of the strategies that we have found most useful for efficient planning and organization. As you work through this information, remember that we recommend choosing one or two tactics that you think will work for you and trying those out, rather than trying to implement a whole host of changes.

Planning Tools

Guidelines for Efficient Planning

Life is much easier when there is a plan, and it is put into action. Having a plan gives us a place to start, and helps us remember what we are supposed to be doing at any given time.

Here are some guidelines for efficient planning:

• Did you know that you can save yourself an hour each day just by getting organized? When you arrive at work or return home, take a moment to put your coat and keys where they belong. Put papers where you can put your hand on them quickly.
• Use your workspace and personal space (home, vehicle, garage, etc.) to their greatest advantage. There is no need to do a big clean up once a year if you can take a half hour once a week to file, sort, and keep things organized.
• It is important to identify and operate within two time horizons: short and long term. Anticipating events will help you to get things done in the short term, which contributes to achieving long-term objectives.
• An up-to-date master calendar can be your most helpful planning tool. If you prefer an electronic version, make sure that it is backed up properly so that you do not lose your data.
• When things begin to get hectic, a “Things to do Today” list helps focus attention on the highest priority items.
• Action planning worksheets, milestone charts, and PERT diagrams (the types of diagrams used in project management) are excellent planning aids when properly used.
• Planning contact with colleagues and staff will help minimize disruptions. Keep a file for each person you meet with on a regular basis, with items to be discussed highlighted for easy reference.
• The most effective approaches to planning are those tailored to meet individual needs. Concepts, procedures, and worksheets should be modified to fit individual circumstances.
• Experts say nothing should be attempted without prior planning, although applying flexibility is also important.

A Planning Checklist

For every plan you make, cover all these points:

• What
• Where
• When
• How
• Who

Putting Plans into Action with Scheduling Tools

Some useful short-term planning tools:

• A daily to-do list
• A planner with at least a week at a glance
• A monthly project list
• Project planning worksheet