UNIT NO.

1
WHAT IS A
SCHEDULE?

A schedule is a plan that gives a list of

events or tasks and the times at which each
one should happen or be done.
WHY IS IT SO
IMPORTANT?
1. A schedule establishes a predictable routine that reduces stress and improves
efficiency. It makes decision-making easier and builds healthy habits to manage your
time and energy better.

2. Scheduling enables you to prioritize important tasks and identify potential time
wasters. Since you can’t add hours to the day, a schedule helps you use the time you
have to do the right things better, faster and increase productivity.

3. A good schedule is a difference between being constantly overwhelmed and having

extra time for your well-being. As you get better at scheduling, you’ll discover time-
saving techniques and productivity hacks

4. Scheduling can help you hand over tasks to better-qualified or more experienced
team members. For example, a business owner can save time by outsourcing
accounting and IT services instead of spending valuable time on these tasks.

5. Scheduling ensures that every team member knows their role, from arrival time to
work locations, overtime rates, and procedures for requesting time off. You also
reduce the chances of double-scheduling or over-scheduling.
WHY IS IT SO
IMPORTANT?
6. Human error can lead to costly mistakes, particularly in manual tasks like reading
documents and data capture. Suppose you schedule these activities and give ample
time and tools to complete them. In that case, you reduce mistakes and spend less
time correcting or redoing tasks and improve the quality of work

7. A schedule is a commitment to productivity where each team member agrees to do

their share. Each person becomes responsible for their scheduled tasks, which fosters
collaboration and a sense of accomplishment.

8. Creating a schedule involves anticipating the unexpected. A simple example is sick

days and time-off requests. Organize your work tasks to accommodate these needs to
avoid interfering with your overall business goals.

9. A schedule makes your goals tangible because you assign time to each task. You
can also review your tasks after every few months to see if you’re still on track or
need to adjust your business growth objectives and schedule accordingly.

10. Good scheduling means you get more mileage from your time and team because
everyone is much more productive. But it also means that you’ll spend less on paying
overtime because all scheduled tasks happen in their allocated time.
HOW TO MAKE A
SCHEDULE
• 1. Write everything down
Begin by writing down every task, both personal and professional, you want to accomplish during a normal week. Try
to brainstorm rather than edit or organize. Remember to include tasks that you complete intermittently, such making
breakfast or watching tv.

• 2. Identify priorities
Once you have your list, review it and identify daily priorities. Consider using a highlighter to help visually organize
your wants and needs into work and personal categories. For example, highlight daily work needs, such as answering
emails or returning phone calls, in blue and highlight personal wants, such as reading a book for pleasure or going out
for coffee with a friend, in green. Do this for your full list of tasks.

• 3. Note the frequency

Review your highlighted list and mark down the frequency you want or need to complete your tasks. Write this
number next to each task. For example, write a "7" next to “make breakfast” since you plan to do that every day. Write
a "1" next to “change the sheets” since you usually perform that task once a week.

• 4. Cluster similar tasks

Determine if there are similar tasks you can group for efficiency. For example, if you have "wash the dishes" and
"wipe down surfaces" on your daily list of tasks, consider doing those together or one right after the other since they
require some of the same supplies and take place in the same area of the house. Categorizing the tasks can also make it
easier for you to complete every item on the checklist.
• 5. Make a weekly chart
Create, purchase or print a weekly chart. Begin filling it in with daily and weekly personal and work needs. Identify
where it makes sense to complete tasks that recur weekly to keep your schedule as open as possible. For example, if on
Mondays you have only four priority tasks, consider adding a weekly task, such as mowing the lawn rather than doing
it on Saturdays when you have six priority tasks to complete.

• 6. Optimize your tasks

Review your weekly schedule and determine if there are areas or tasks you can simplify or optimize to save time. Do
this with any days that seem particularly full of activities.

• 7. Order the tasks

Once you've optimized your weekly schedule, create a loose hourly schedule for each day's tasks.

• 8. Stay flexible
Try out your schedule for a week or two and adjust it as needed. It might take a few weeks for you to establish a
routine that meets your needs, both personal and professional, so be patient. Remember to allow for some flexibility
every day since unexpected tasks can arise.
 SOME HACKS
• Remember that it takes time to build a habit.
Attempt to purposefully follow your schedule for
several weeks before gauging success.
• Adjust your schedule as needed. What you
initially create may probably require changes, so
make changes to the order of your tasks if it's not
working.
• Return to the schedule after disruptions. Make an
active choice to return to your schedule after these
changes.
• Be precise and use your words wisely, don’t write
complete sentences, for example don’t say “doing
homework” just “homework” is enough or instead
of “going to college just “college”.
EXAMPLES
FIRST ASSIGNMENT
• Create a weekly schedule using the information and tips given
• This assignment is due to 28/02/2023 and should be submitted by mail
gonzalez.natalia@correo.unimet.edu.ve