Developing a good work plan must begin by determining clear goals in the form of a vision or target to be achieved. Work plans help you change your current state by achieving your desired goals. Your goals can be achieved if you are able to make a good plan.
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Part 1 of 4: Making a Plan
Step 1. Know what you need to do
Plans will be less effective if you don't already know what to do. Be specific about what you want to achieve from the start, preferably before planning begins.
For example, you want to write a very long essay of about 40,000 words as a master's thesis consisting of an introduction, a literature review (to critically discuss other research that reviews your research and explain the research methodology you used), several chapters explaining that your ideas has been successfully applied through concrete evidence, and conclusions. Give you 1 year to complete
Step 2. Arrange the steps to reach the final goal
Determine your ultimate goal, then make a list of what you will need to achieve that goal. You may even need to consider several different ways to achieve that goal. Once you know what you need to achieve, break it down into steps you can immediately take to develop a more realistic plan.
- Keep in mind that your plans may still be subject to change to achieve your goals. So, try to adjust.
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For your plan to be effective, be sure to incorporate the following standards into your goals:
- Specific - define goals clearly.
- Measurable - divide the goal into several measurable outcomes.
- Achievable - You are able to complete the steps necessary to achieve the goal.
- Relevant - setting reasonable goals for your life.
- On time - You have the time needed to reach your goals and make progress on schedule.
Step 3. Develop a specific and realistic plan
Setting specific goals is just the beginning because you still have to define each specific and realistic aspect of the project that you plan to do, namely by setting specific and achievable schedules, targets, and end results.
- Drawing up a specific and realistic long-term work plan will prevent stress because projects supported by a less well-thought-out plan will miss deadlines and require a lot of extra effort.
- For example: in order to finish your thesis on time, you must write approximately 5,000 words per month. That way, you'll still have a few months at the end of your schedule to perfect your idea. Being realistic doesn't mean demanding that you write more than 5,000 words every month.
- If you teach as a teaching assistant for three months within a set deadline, keep in mind that you will not be able to write 15,000 words in three months of teaching so this writing must be divided equally between the other months.
Step 4. Set measurable targets
The target is a benchmark for achieving a certain stage in achieving the final goal. Setting targets should start from the end of a plan (achievement of goals) and then step back until returning to the current situation and condition.
- Setting goals keeps you and your team motivated because by breaking down a project into small tasks and clear targets, you don't have to wait until the project is complete just to feel successful.
- Don't give too long or too short an interval between two goals, but try to determine the most effective timeframe.
- For example: when writing a thesis, don't set targets based on chapter completion because it may take a month. Instead, set a smaller goal for two weeks, for example, by word count. Reward yourself if you achieve it.
Step 5. Divide a large task into smaller tasks that are easier to do
Certain tasks or targets are sometimes more difficult to achieve.
- If you feel overwhelmed by a big task, relieve anxiety by making the task easier. The trick is to break down the big task into several smaller tasks so that they are easier to do.
- For example: writing a literature review is usually the most difficult because you have to do a lot of important research and analysis before you start writing.
- Divide the task into three smaller tasks: research, analysis, and writing. You can further subdivide these tasks into: selecting articles to read, setting deadlines for completion of analysis and writing.
Step 6. Make a schedule
Make a list of the tasks you must do to reach your goals. To-do lists alone are not effective because you have to support them by creating realistic schedules and action plans.
For example: by dividing the task of writing a literature review into several small tasks, you can more easily determine when the task should be completed and you can create a realistic schedule for each small task. Maybe every day or two you should read, analyze, and write down one important thing from your reading
Step 7. Determine the time allocation for all activities
If you don't set time allocations and set deadlines, your project will be delayed, taking up more time and some tasks unfinished.
- Whatever actions you will take at any stage in the work plan, you must complete them with a schedule.
- Example: if it takes you approximately 1 hour to read 2,000 words, to read a 10,000 word article to the end, it will take you at least 5 hours.
- Also consider eating at least 2 times during reading and taking a break every 1 or 2 hours if you feel tired. Also, add at least 1 hour to anticipate unexpected interruptions before finalizing the target time.
Step 8. Create a visual representation
After creating a specific to-do list and schedule, create a visual representation to support your plan, such as using flowcharts, Gantt charts, electronic worksheets, or other applications for business purposes.
Place the visual representation in an easily visible place, such as in your workspace or study
Step 9. Check the completed tasks
In addition to providing its own satisfaction, checking completed tasks is a way to determine what tasks you have completed.
This is very necessary if you are working with other people. If you work in a team, we recommend using online documents that each member can access no matter where they are
Step 10. Record everything
As you go through each step in the work plan, keep track of everything. It's a good idea to keep this record in a folder and divide it into several planning aspects. Some examples of note sections include:
- Note ideas/various things
- Daily schedule
- Monthly schedule
- Achievements
- Study
- Follow-up
- Contacts/individuals involved
Step 11. Don't stop until you reach your final destination
Once the plan is ready to be executed (and known to the team members), targets and work schedule have been determined, the next step is to carry out daily tasks to achieve goals.
While you shouldn't give up easily, you should also be flexible. Unexpected events may arise and require you to change your schedule or plans
Step 12. Change the schedule if needed, but never give up before you reach your goal
Environmental conditions or unforeseen events may sometimes prevent you from meeting deadlines, but keep up with the task and achieve your goals.
If problems arise, don't give up. Revise your plan and keep working until you hit your target and make progress
Part 2 of 4: Managing Time
Step 1. Prepare the agenda
You can choose an agenda in the form of an app or a book that you can use to organize a daily schedule for a week by hour. Choose an agenda that is easy to read and use to make it more useful.
- Research shows that writing a work plan, such as using a pen and paper, makes you more motivated to do it. Therefore, using an agenda in the form of a book will be better in preparing the schedule.
- An agenda can help reduce stress and make you calmer because it will reduce the chances of you constantly remembering what to do. In addition, the agenda will also help your mind digest goals more clearly.
Step 2. Don't just create a to-do list
Why create a long to-do list, but it's not clear when to do it? A to-do list is less effective than a work schedule because by setting a schedule, you will provide time for the task to be completed according to plan.
If you have allocated a certain time to work (the agenda usually has an hourly format), the tendency to procrastinate will be reduced because you have to complete the task within a certain time frame so that the next task is not delayed
Step 3. Learn how to allocate time
By allocating time, you will see how much time you have in one day. Start by allocating time to do the tasks with the highest priority and then assign time to other tasks.
- Make a weekly schedule that way. Try to think carefully about your activities throughout the day so that the schedule you have prepared can be used as well as possible.
- Experts suggest that you think about your activities for the next month, at least by imagining the big picture.
- Start making a schedule from the end of the day and then move backwards. For example, if you finish work or study at 5 p.m., make a schedule starting from here until you wake up at 7 in the morning, for example.
Step 4. Take time to have fun and rest
Research shows that people who schedule free time for themselves have more enjoyable lives. In addition, overwork (more than 50 hours/week) proves to be less productive.
- Lack of sleep will interfere with productivity. Make sure you get at least 7 hours of sleep a night (for adults) or 8.5 hours (for teens).
- Research shows that scheduling daily self-recovery activities (eg exercise, short breaks, meditation, stretching exercises) can improve productivity and overall health.
Step 5. Take time to develop a weekly plan
Experts recommend that you take the time to make a weekly plan at the beginning of the week. Find out how to make the best use of your daily time to achieve the goals you have set.
- Consider your work obligations or social responsibilities. If your schedule is too tight, consider whether you need to cancel less important plans.
- Don't cancel schedules to socialize. Try to maintain good relations with friends and those closest to you because you need a supportive network.
Step 6. Find out what a daily schedule looks like through the following example
Using the example of writing a thesis, you can create a daily schedule with the following sequence of activities:
- 07.00: wake up early
- 07.15: exercise
- 08.30: shower and get ready
- 09.15: prepare and eat breakfast
- 10.00: thesis and writing (including 15 minute break)
- 12.15: lunch
- 13.15: write an email
- 14.00: doing research and reporting on research results (including a 20-30 minute break/snack)
- 17.00: tidying the desk, checking e-mail, setting priorities for tomorrow
- 5:45pm: go grocery shopping
- 19.00: cooking then dinner
- 20.00: rest while listening to music
- 22.00: prepare before bed, read (30 minutes), sleep
Step 7. Remember that your daily schedule doesn't have to be the same every day
Do certain tasks only 1 or 2 days a week. Breaking down tasks over a few days can help you get back to work/study with a new perspective.
For example, Monday, Wednesday, and Friday to write a thesis and do research, Thursday you fill with learning to play music
Step 8. Enter a schedule for anticipating problems
Set aside extra time in your schedule just in case your work gets delayed or things get in the way. It's a good idea to spend twice as much time as you need to complete the task, especially if you're just starting out.
Once you get used to the task or can estimate the time it will take, decide if you need to shorten the time. Also take time to be on guard
Step 9. Be flexible and don't push yourself too hard
Be prepared to change your schedule, especially if you're just starting out. This is part of the learning process. To make it easier, make a schedule using a pencil.
Try to keep track of your daily activities for 1-2 weeks so you know what you spend your time on and how long it takes you to complete tasks
Step 10. Limit the time to access the website
Set a schedule for checking email or accessing social media. Control yourself so you don't lose a few hours just checking your email every few minutes.
Maybe you need to turn off your phone or at least while you have to focus on work
Step 11. Reduce your activities
This is so that you can focus on work. Determine the most important activities for the day, which are activities that support the achievement of targets and focus on those tasks. Don't prioritize things that are less important because they will waste time, for example: checking email, reading useless information, etc.
- One expert suggests that you delay checking your email by 1-2 hours before starting work. This way, you can focus on important tasks without getting distracted by the content of the email.
- If you have a lot of small tasks to do (example: replying to emails, taking notes, tidying up your work/study space), collect them and set a specific schedule to do them all at once. That way, it doesn't interrupt your workflow when you have to complete tasks that require more concentration.
Part 3 of 4: Maintaining Motivation
Step 1. Be positive
A positive attitude is needed in achieving goals. Believe in yourself and the people around you. Change the habit of self-criticism by giving yourself positive affirmations.
In addition to being positive, you will benefit from interacting with positive people often. Research shows that you will adopt the behavior of people you meet frequently, so choose your friends wisely
Step 2. Give yourself a gift
This you need to do especially if you reach the target. Give yourself a reward, such as having dinner at your favorite restaurant because you hit your goal in the first two weeks or watching a movie if you hit your bimonthly goal.
One expert recommends that you leave money with a friend that he or she should return when you complete a task by a certain time. If you do not successfully complete the task, your money will be his
Step 3. Get support from around
Ask friends and family for help. You also need to build relationships with people who share the same goals so that they can support each other.
Find a partner who understands your deadlines and helps remind you to complete them. For example, ask someone to remind you and ask about your progress, or meet with them once a week over coffee to share your progress
Step 4. Know the progress that has been made
Research shows that progress is the best motivator. To find out the progress, you simply check the completed tasks.
Step 5. Get into the habit of going to bed earlier and getting up earlier
If you read the schedules of highly productive people, most of them have a habit of getting up early in the morning. They also do the morning routine as a fun activity before starting work.
Some positive ways to start the morning are by exercising (for example: doing light stretching or practicing yoga for 1 hour at home), eating a healthy breakfast, then journaling for 20-30 minutes
Step 6. Take time to rest
You have to rest to stay motivated. You will feel tired if you keep working. Taking breaks is a proactive way of preventing fatigue and not wasting your time.
- For example: stay away from the computer, turn off the cell phone, sit in a quiet place doing nothing. If an idea pops up, jot it down, if not, enjoy a relaxed atmosphere.
- Another example: do meditation. Turn off cell phone ringing and incoming notifications and set a timer for 30 minutes or as desired. Sit quietly and try to clear your mind. If a thought comes up, label it and let it go. For example, if you're thinking about work, say to yourself "work" and then forget about it. Do this for every thought that comes to mind.
Step 7. Use visualization
Take a few minutes to think about your goal and imagine what it would be like to achieve it. This method helps you overcome the difficulties that sometimes prevent you from achieving your goals.
Step 8. Remember that this is not always easy
Valuable things are very hard to achieve. Maybe you have to solve a lot of problems or overcome various obstacles while trying to reach your goal. Try to accept it when these things happen.
Many spiritual teachers who teach how to live in the present suggest that you accept adversity as a result of your own decisions. Instead of rejecting or feeling disappointed, accept it, learn from the experience, and try to find a way to achieve your goals with the changed situation
Part 4 of 4: Setting Goals
Step 1. Write down your wish
Use a journal or computer to write. It's very helpful, especially if you're not completely sure what you want to do, but you can feel it.
Keeping a journal regularly helps you understand yourself and get to know your feelings better. Many people say that they can clarify their feelings and desires by keeping a journal
Step 2. Do your research
Once you've determined what you want to do, do your research. In order to choose the best way to achieve your goals, try to find information.
- Look for people who have succeeded in achieving the same goal. These people can give you any tips that can be helpful and you should avoid in achieving your goals.
- Look up information on Reddit (language options available, if needed), which is an online forum that discusses a wide range of topics, especially if you want to know what other people think about a particular job.
- For example, when you write your thesis, you begin to imagine what the end result will look like. Read about the experiences of others who have successfully written theses. This may open up opportunities so you can publish a book or get a career advancement opportunity.
Step 3. Consider various options and choose the best one
After doing your research, you will get a better idea of how to do it and the results you will achieve. This makes it easier for you to choose the best way to reach your goals.
Step 4. Pay attention to the things that will affect you when you reach your goal
Be aware of the various obstacles that can hinder the achievement of goals. Using the example of writing a thesis, you may experience mental exhaustion, a lack of information, or an obligation to do unexpected assignments.
Step 5. Be flexible
Your goals may change as you work towards them. Give yourself a chance and set another better goal. Don't give up if you face difficulties. There is a difference between losing interest and losing hope!
Tips
- Use the same method if you want to plan and set bigger long-term goals, such as choosing the right job.
- If scheduling seems tedious, think of it this way: creating a daily, weekly, and monthly schedule helps you save the time it takes to determine what you need to do next in your day-to-day life. This method makes your mind calmer so that you are more creative and able to focus on the things that are important.
