In project management, we plan from the desired end state.  I have found this technique helpful when it comes to planning for the goals I’ve set for my life.  Project management provides processes and structure to achieve that end state.

For example, last year I set a goal to climb Mt. Rainer this year.  I read lots of books and created a plan. This plan included a training plan, gear purchase, picking a date for the climb and making travel arrangements.  At the end of every quarter I re-evaluate my progress towards. As with my Mt. Rainier goal, it has now become a Mt. St. Helens goal. Unplanned travel for work during January and February put me too far behind to climb Mt. Rainier by the end of summer.  I either had to move the date out and change the goal.  Climbing Mt. Rainier in October seemed too dangerous for a novice climber.  Mt. St. Helens in August was the wiser choice.

1. Set Goal
2. Deconstruct the goal – that is list everything that needs to be done in order to reach that goal. These becomes milestones or mini-goals that you can now start working towards
3. Order those steps in sequence.  Some may be done in parallel.  In my example, it doesn’t matter when I buy my gear to climb Mt. St. Helens.
4. Add dates to those steps
5. Execute
6. Celebrate at every milestone.  You are making progress.  Even if the goal needs to be adjusted, the feeling of accomplishment will be there.

4^th quarter of every year, I begin setting goals for every area of my life.  After each area has at least one goal, I then complete the above exercise.  By year’s end I have plan for the following year.  By New Year’s Day I’m ready to begin execution.

How do you create a plan to achieve your goals?

Many people use some kind of planner.  But what is your routine in managing your calendar? I’m amazed how many people don’t look at their calendar as nothing more than a sophisticated “to-do” list. A list may have no thought as to what is the most productive order to complete the tasks.  I find this when I make a grocery list. Sometimes I go down the list getting everything I need, but I’m wandering back and forth in the grocery store. If I spend a few minutes organizing the list, I’d get out of the grocery store faster.

Here are some suggestions for increasing productivity (yes, this is my routine):

Friday afternoon look at the upcoming work week.

What meetings are scheduled? If there’s no agenda for a meeting, make sure you need to be at the meeting. Make a list for what you need to do to prepare for meetings.

Plan your “Empty Time”.

Empty time is the time where there’s no meeting.  This is the time you could:

• Use to prepare for upcoming meetings – read any documentation, previous meeting notes
• Type up meeting notes
• Respond to email
• Think, yes think about the problems you are trying to tackle. Be determine to add value to your work environment and any meeting you attend.

Don’t let anyone add to your schedule for the upcoming week!

There are only two people I allow to add to my work schedule at the last minute and they are several pay grades higher than me. If someone wants a meeting request that the meeting be scheduled a week out. Most meetings I attend are the ones I schedule, I prefer to give people at least 2 weeks to prepare. But with the way work goes, one week is usually the best I can do. I expect the same in return.

Every morning look at your calendar and To-do list.

Make any adjustments if necessary. I look at the previous day and carry-over any to-do items that were undone.

One of my engineering professors once shared that we should know the value of our time and never waste it. The value of your time isn’t only what you make per hour on the job. You determine the value of your time. Respect it and the value of other peoples’ time.