I wrote last week about deciding what your priorities are. Once you know your priorities—things you really want to make the time for—schedule them based on order of importance. Here are some tips about how to schedule tasks.
Fill the jar
I use the “fill the jar” metaphor when discussing how to schedule tasks. Imagine you have a jar, and your job is to fill it as full as possible. You have rocks, pebbles, and sand, to pack into it. What’s the best way to maximize space in the jar?
If you start by adding sand and pebbles first, the rocks will sit on top. The jar will look full, but there will be a lot of unused space between the large rocks. That’s wasted space. But if you start by adding rocks first, then pebbles, you can shake the jar and the pebbles will fill in spaces between the rocks. Sand does the same, sifting into the even smaller areas between pebbles. You can even add water on top of everything, and you’ll have a genuinely full jar.
The most crucial tasks in your life are the rocks. Things like making sure you’re healthy, and that you spend time with loved ones, can be rocks. Exercise, your daughter’s birthday party, and keeping in touch with your grandmother can all be rocks. Schedule these things first, because they are what makes a life whole.
Pebbles are still very important, but not as crucial. Although it might not fulfill you as a person, household chores need to get done, and you should probably get to work on time. Schedule these things next.
Sand and water are things you want to do, but are ultimately not important. These are fun, extra activities like binge-watching Netflix, scrolling through social media, or a mani-pedi.
Or maybe mani-pedis ARE a pebble to you! That’s okay, everyone has different priorities and things that they need to be a healthy, happy person. The point is to think about what you truly need and want in your life, and schedule those things first, then fit in less important tasks in the spaces between
Schedule work AND play
Often I see people who schedule only the things they feel they have to do. Anything that they get to do is left to happenstance. But it’s just as important to schedule vacations, time off, and naps that you need as it is to plan chores and work.
First, it makes your schedule look a lot more fun when you can see your upcoming vacation! If you’re stressed, you can look at your calendar and know there’s a rest coming. Second, down time is very important! I don’t suggest all this scheduling to make you an unstoppable work machine. I suggest it for balance. Productivity is great, but without time to rest and recover, it’s going to be a downward spiral into working so hard you burn out.
Batch like tasks together
When creating your schedule, batch like tasks together. Rather than scheduling each individual errand or chore, schedule a block of time and mark it “Errands,” or “Chores.”
You can keep a list of what you need to do, and work through that list during its designated time. That way you don’t have to clutter your calendar with a lot of tiny tasks.
And, batching tasks lets you get into the groove of what you’re doing and get more done!
I realized a few years ago that I absolutely have to put personal stuff, even hobbies, on my task list, or I waste my free time on low value activities like scrolling through Facebook or researching something I won’t need to think about for several weeks or longer.
You’re right on track, Janet! It’s about choosing what you want to do with your time, and schedules work so much better than winging it.
I love this post! Thank you for sharing your viewpoint. I agree! I heard of a similar method before through the Steven Covey Training my husband was in years ago. It’s a sound method and works wonders for people when they determine their priorities.
Thanks for the love, Sabrina!
Another vote for schedule every minute here! I don’t always follow my schedule, but it’s very helpful to have it to refer to so I can make a choice about what to do.
I use a combination of blocked-out time and the white space (not blocked-out time) to navigate the rocks, pebbles, and sand. I work the calendar with my task list, so I know what I’ll do in the ‘white space’ time. It works for me, but I recognize that it might not work for everyone.
When it’s vacation time, I love seeing the time blocked out on my calendar. I get to enjoy the anticipation of going away just as much as the actual time that I am away. The visual is so helpful for encouraging more joy.
I love putting vacation time on my calendar, too. Or even blocking out some time for a nice cup of tea!
I love the “fill the jar” lesson.
I’m a big fan of scheduling fun-time. I believe it’s a must to have any kind of work-life balance.
Absolutely, Janet. It’s nice to see upcoming fun things on your calendar, and keeps you from burning out by working all the time.
I always love reading the rock, pebble, sand analogy. Thanks for putting it in here. I agree that it’s just as important to schedule down time as it is to schedule other activities, chores, and appointments. Everyone needs to be able to look forward to something. I work much better when I know that there’s something fun waiting for me.
Same, Diane! Even knowing a coffee break is coming up can improve my mood during the work day.
I have always loved the big rocks metaphor. Making time for what’s important (big and small) is essential, but I always think that the official metaphor leaves out air — the white space, the margin — we need to feel at ease and not like we’re always having to be productive. Either way, if we don’t plan for it, it doesn’t happen, and planning (and batching) makes us more aware of what we’re putting into our jars!
Thanks for that suggestion, Julie. It is important to be flexible and kind in the way we treat ourselves. Overscheduling certainly exists, so the ability to know when to let it go is a great tool.