Do you remember being in school and having a consistent weekly schedule? We would get a syllabus at the start of the course, add the course meeting details and assignments to our calendars. Other than our life chores like shopping or laundry, our schedule was rather routine.
While we were gaining our experience hours our schedule was rather pre-designed. Our restricted hours were pre-scheduled and we completed our unrestricted hours in the time outside of our sessions. Somewhere around the time we became certified we lost control over our schedules and the ability to fit all the pieces of the puzzle together in a timely manner. Here are a few of my antecedent strategies for scheduling.
Before we dig into the depths of how to make a schedule, let’s look at some strategies to get set up for success.
Personally, I have fully transitioned my calendar and planning to my iPhone. I keep a notebook for lists and everything else!
You are in control of your schedule even if it doesn’t seem like it.
What are your mandatory commitments that you must meet this coming [timeframe]? If you have a caseload that you need to see every single week for a specific duration or percentage of the time, create a quick cheat sheet. If I were looking to make my calendar for next month I would identify each client related appointment I need to make.
In this step, gather your client’s schedules to ensure you can schedule everything you need!
What are my Requirements?
What is Already Scheduled?
After I’ve identified where it is mandatory that I be to meet my job requirements, I look at what has already been scheduled on my calendar. Where do you keep track of your stuff like haircuts, special events or school closures? Typically, this is in my google calendar. I hide all other calendars other than “Personal Events” and identify those events. If I have taken the time to arrange for these items, I prioritize them. I DO NOT move these things, I schedule around them.
Have you been putting off making your annual dentist appointment (or long overdue!)? What about getting your annual well-check up? Have you talked to your counselor in awhile? I have a whole post planned on this one but in the meantime, can you get one of those nailed down and on the calendar? It does not need to fall within this calendar month...can you get it on the books for next month? You may absolutely schedule it when it would least inconvenience work times, such as Saturday or Sunday. It is easier to do this when items are scheduled ahead of time.
What Needs to be Scheduled?
Building Your Schedule
Puzzle Time!
Armed with current commitments and appointments to schedule, I gather a blank monthly calendar. First, I add my already scheduled appointments. Then, I plug in any personal appointments I have set-up. Look at your client schedules document to determine when to add those requirements to your schedule. Finally, I work client by client OR week by week to add events to my coming month. As you meet all client requirements, check them off! Sometimes, I embellish my cheat sheet to allow me to check items off!
Pro tip: Work in Pencil!! This way you can switch things around as needed.
It FITS!
If you’ve mastered the puzzle, it's time to double-check it. Do you have all the clients scheduled? All appointments? What about standing meetings? This works both weekly or monthly. The process is the same.
Make it Official!
This is its own beast. Now that you’ve figured out where you will need to be next month, transfer that to your official calendar or planner. You’re good to go...until something needs to be changed! I almost always end up referencing the original calendar and the “current” calendar.
Oh the possibilities…
Overall, I hope that this practice of approaching your calendar with intention will alleviate some stress and possible confusion across the upcoming month!