[Free Activity] How to Build a Proactive Schedule

Activity: Build a Schedule. 

Build a proactive schedule with our Layered Actions & Friction, Flex, & Firm Tools.

Why? To create stability and visibility that will enable you to respond to incoming requests & improve your effort management. Bonus: Reduce decision fatigue with a system built to support your unique needs.

*Recommend starting with a basic schedule build and add more depth as you go.

Collect Information Stage

1. Identify type of calendar you want to build your schedule in (digital, planner, etc.) & get it ready for information input stage. What timeframes are you using in your scheduling? Daily, Week, month, quarterly, yearly? & How far out are you building? Month, Year, 3 years?
2. Gather information upfront (not actioning yet) & set time in new plan to review and update schedule on calendar (develop a cadence to keep details up to date)
3. What needs to go into the schedule?
4. You (appointment, important meetings, celebrations, seasonal activities, etc.)
5. Goals or commitments made for the schedule timeframe (can update as you go)
6. Other
7. Identify how much time events may require, what amount of time you are willing to allocate and list activities on either side of event (planning or reset/rest day).

Information Review Stage

1. Review the recommendations from Layered Action tool. to begin reviewing and
2. Use the Friction, Flex, & Firm prompts below with the information you gathered above.
3. Who else needs to know about your schedule & why?
4. Identify how & when will you share this information?

Input Stage

1. Input dates from notes/draft of schedule in calendar
2. Review notes to ensure all dates are added
3. Finalize cadence for review of schedule & tasks identified for confirmations

Finalize & Support Stage

1. Publish/complete entry
2. Use as reference tool to support your activities
3. Incorporate feedback during calendar update sessions (you define)

Tools

Taking Actions Layered (not having to complete on first pass).

Take action in phases and build as you learn about the needs & tools. Less effort wasted on unknows and makes information easier to manage.

Information & Ideation phase

1. Start with simple and small amount of information
2. Add & review information in smaller stages (easier to manage & scale)
3. View as a draft in progress until ready to publish
4. Treat schedule as a living document (you have the ability to change & improve it at any time)
5. Adopt feedback & recalibrate from lessons learned earlier in the process

Action phase

Start your build with a three-stage approach.

1. Stage One-review to get oriented with the tools and information,
2. Stage two-to make improvements and fill gaps on first pass
3. Stage three-make final edits and polish for the publishing schedule.

Using the Friction, Flex, & Firm tool

1. Identify areas that may be competing for your time, energy, effort, resources, etc. (Friction Points) Track & address during updates.
2. Identify where it needs to be flexible? Where does it need to be firm? (example: flexible to go on hike firm: Not during these hours
3. Is the schedule too flexible or firm?
4. Where? List the areas where it is too flexible or firm.
5. Are there other participants, resources, information, actions needed to resolve?
6. List them out, set up plan to engage until resolved, and add as a task to track during update to check progress
7. If there is a long list, prioritize by potential date, starting with the closest and working to furthest away. (add as a task for updating to check list and progress)