We now have a set weekly agenda. At a glance, we can see what needs to be done when each day in order to keep our lives on track and do the work that matters for us. Of course, life is not as neat and tidy as we would like it and there are always other things that need our attention. This new priority schedule actually makes it easier to deal with those unexpected issues and irregular events.
This post will look at the regular meetings that take place less frequently then every week. How do we plan in a weekly schedule for those meetings that take place monthly, every other week, quarterly, and so on?
It starts where we start with every meeting: is it truly important and necessary for me to be there? If not, then it’s easy, don’t be there. For those meetings that we need to attend, we then look at who determines when and where they meet, how long they last, etc. The more control or input we have in the meeting the more planning and time we need to take in this step of scheduling and blocking time for that meeting.
- If it is up to us to set the time, place, etc, then we need to fit it into our schedule according to our priority list. This meeting cannot take away from Sabbath, Health, or Family. After looking at our weekly schedule, we can then determine, the best time and day for this meeting. This applies whether it is a daytime or evening meeting. Even in the less-than-weekly meetings, our priorities remain in tact.
- If someone else dictates the time, place, duration, etc. then we simply add it to our monthly calendar as a recurring event knowing that we will likely need to rearrange something that week in order to accommodate the meeting properly.
If we need to have items prepared for that meeting, it is important to have time blocked beforehand to get the preparation done. We can add that in now as well where appropriate. As far as I know, all computer calendar programs and services allow for repeating events at various intervals (daily, weekly, bi-weekly, monthly, etc.). Just use this function to make sure that each of the items that are your responsibility to do get done. By setting appointments for the preparation the same as we set the appointment for the event, we are less rushed and better prepared for our meetings and events. This is one of the reasons we weren’t even more specific in the previous step. By allowing some margin and unplanned time before, we can allocate some of that now for these other regular meetings and events we are a part of .
The next post: appointments, unexpected, once-in-awhile, and other changes to our schedules…
What are your thoughts?