Managing Time Effectively By Considering Unforeseen Events

Time and activities can be planned out to the last minute so a person feels in control and organised. The problem with schedules is that unforeseen events and problems can wreak havoc with your time management. How do you go about managing your time while minimising the damage from such events? Such things can range from the simple, such as it rained on a sunny day and now I have to go change before I go to the meeting, to a sick child that needs you to leave now and pick him up. Solutions therefore range from the simple, as in always carry an umbrella, to the complicated as in make sure some else always has information on your critical tasks. Nobody can plan for everything, but considering unforeseen events can help you manage your time by lessening their impact.

The first step is to consider what kind of unscheduled problems may occur. If your day is made up of task performed in an office environment, how often are you likely to be interrupted with additional ad-hoc tasks? Nobody can work like a robot all the time so plan in time for breaks and extra jobs that may come up. Attempting to manage your time by filling it completely down to the last minute is likely to be counter productive since it does not factor in time for these unscheduled daily tasks we all have. If there are none during the day then you will still be able to fill your time by getting ahead with another task so the time will never be wasted.

Many people travel away from the office for meeting with clients or prospects etc. When travelling for a work event, find the exact travel time by getting directions from a web site such as Google Maps. Ensure that you check the route for road works, diversions and other problems. If you are not using a satellite navigation system then learn the route in advance and allow extra time in case you make any mistakes along the way. If using public transport such as the London Underground, check the line to make sure that all stations are open and there are no other running problems. Do not forget to take into account the time of day as rush hour and school run times will be busier. It may be worth planning alternative routes in case you run into unforeseen problems. Always allow extra time for the journey, even if everything looks fine, as you never know when a traffic jam or other issue may occur. It is better to be half an hour early and wait than a minute late.

At some point there will inevitably be an unforeseen event that no amount of time management can properly plan for. A major problem such as a family emergency may seriously impact or halt your schedule altogether. It may be necessary to drop everything and leave. It is possible to minimise the damage by planning some time for creation of a back up plan. It is unlikely that another person will have the time or skills to simply step into your role. Instead, think about the vital things that would need to be done if you were not there. Schedule some time to document instructions and train another member of staff so that these critical tasks are not abandoned. Make sure you take a few minutes daily or weekly to fill this person in on what is happening in your schedule.

While it is impossible to plan for every unforeseen eventuality, managing time in this way can minimise the negative effects of such events. Including these considerations into your time management can prevent you getting a reputation for being late in person and performance. Sooner or later an unforeseen event will affect you in some way and it is therefore important to consider the possibility in advance.