{"id":56362,"date":"2022-01-17T06:48:00","date_gmt":"2022-01-17T10:48:00","guid":{"rendered":"https:\/\/www.shortform.com\/blog\/?p=56362"},"modified":"2022-01-27T16:35:02","modified_gmt":"2022-01-27T20:35:02","slug":"how-to-schedule-your-time","status":"publish","type":"post","link":"https:\/\/www.shortform.com\/blog\/how-to-schedule-your-time\/","title":{"rendered":"How to Schedule Your Time in the Most Optimal Way"},"content":{"rendered":"\n

How should you optimally spend your working hours every day? What tasks should you complete first? <\/p>\n\n\n\n

Your optimal scheduling depends on your goals and priorities<\/a>. In their book Algorithms to Live By<\/em>, Christian and Griffiths make a case of using computer algorithms to schedule your day<\/a> in the most optimal way. <\/p>\n\n\n\n

Here is how to schedule your time<\/a> using Christian and Griffiths’s scheduling algorithms.<\/p>\n\n\n\n\n\n\n\n

Scheduling Algorithms<\/h2>\n\n\n\n

If you want to know how to schedule your time effectively, you don\u2019t need to predict what\u2019s going to happen\u2014you just need to know how to evaluate new options as they present themselves. Christian and Griffiths\u2019s simple algorithms are intended to make this evaluation as easy as possible. <\/p>\n\n\n\n

Algorithm #1: To be efficient, complete the shortest tasks first, weighted by importance.<\/strong><\/p>\n\n\n\n

Christian and Griffiths assert that most of the time, your highest priority is to complete whatever tasks earn you the most value<\/em>.<\/p>\n\n\n\n

Typically, the tasks we need to accomplish come with rewards for completing them and\/or consequences for remaining incomplete. The authors explain that if all your tasks are equally important, you can maximize your value by completing whatever available tasks that will take you the shortest amount of time. In computer science, this algorithm is called \u201cShortest Processing Time,\u201d or \u201cSPT.\u201d<\/p>\n\n\n\n

However, Christian and Griffiths point out that in real life, the items on our to-do list<\/a> are never completely equal. Clearly, you wouldn\u2019t go grocery shopping instead of attending your wedding just because it would take less time. Therefore, Christian and Griffiths advise you to assign a \u201cweight,\u201d a measurement of value, to every item on your to-do list. By dividing this weight by the amount of time it\u2019ll take you to complete the task, you can easily calculate how much value you\u2019re generating every hour that you\u2019re working.<\/p>\n\n\n\n

By continuously working on whatever task gives you the most value per hour (a \u201cWeighted SPT\u201d algorithm), you can squeeze the most value out of your workday as possible.<\/strong><\/p>\n\n\n\n

Money is the simplest way to measure the \u201cweight\u201d of a given task\u2014calculating your hourly rate for every task on your to-do list will give an easy way to schedule for maximum value\u2014but assigning your own \u201cimportance values\u201d to each task works just as well.<\/p>\n\n\n\n

Brian Tracy<\/strong> on How to Schedule Your Time<\/strong>

In the productivity bestseller Eat That Frog!<\/em> Brian Tracy places even more importance on the need to weigh your tasks by value than the authors do<\/a>. He argues that your most valuable tasks are almost always the most difficult to complete\u2014as a result, most people procrastinate on these major tasks, filling their time with easy busywork that ends up accomplishing very little. Tracy\u2019s thesis is that unless you intentionally tackle difficult high-value tasks first, life will hand you a never-ending supply of easy low-value tasks<\/a>, and you\u2019ll never get around to doing what\u2019s truly important.<\/strong>

Instead of following Christian and Griffiths\u2019s suggestion to calculate value per hour, potentially getting bogged down in unnecessary math, Tracy recommends that you sort each of your tasks into tiers of importance<\/em>. Assign each task on your to-do list a letter: A, B, C, D, or E. Complete \u201cA,\u201d \u201cB,\u201d and \u201cC,\u201d tasks in descending order of importance. \u201cD\u201d stands for \u201cdelegate\u201d\u2014find a way for someone else to do this task for you. \u201cE\u201d stands for \u201celiminate\u201d\u2014habitual tasks that do nothing but waste your time should be ruthlessly cut out of your schedule.

Tracy\u2019s advice diverges from Christian and Griffiths\u2019s Weighted SPT algorithm in that he doesn\u2019t find much use in tackling the shortest tasks first. In his view, by breaking your most important tasks down into a series of shorter steps, you can translate everything you have to do into tasks that take approximately the same amount of time. Then, all you need to do is rank them by importance.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

Algorithm #2: To get a psychological boost, complete the shortest tasks first.<\/strong><\/p>\n\n\n\n

An Unweighted Shortest Processing Time algorithm involves simply doing the shortest tasks first, no matter what they are. Christian and Griffiths state that you may choose to use this algorithm if you require motivation or if you\u2019re stressed and overwhelmed by a large quantity of tasks.<\/strong><\/p>\n\n\n\n

Crossing items off your to-do list provides real psychological benefits. If you need to feel like you\u2019re getting things done or you want to cut your to-do list down to an emotionally manageable size, tackling your shortest task first may be the right move.<\/p>\n\n\n\n

Psychological Relief Through Scheduling<\/strong>

Christian and Griffiths argue that Unweighted SPT is the best way to relieve mental stress because it\u2019s the fastest way to shrink your to-do list. However, in Getting Things Done<\/em>, David Allen argues that you don\u2019t actually need to complete<\/em> pending tasks in order to lighten their mental burden<\/a>\u2014you just need to feel as if they\u2019re under control.In Allen\u2019s famous \u201cGetting Things Done\u201d task management system (or \u201cGTD,\u201d as it\u2019s widely known), you create feelings of control over your time by \u201ccapturing\u201d every one of your tasks, goals, and commitments in an external organizational system. Every single action you need to take should exist in some form outside of your brain. This alleviates your mental burden by making sure you never need to worry that you\u2019re forgetting something.<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

Algorithm #3: To minimize total lateness, complete the task due soonest.<\/strong><\/p>\n\n\n\n

The third algorithm we\u2019re going to focus on is what\u2019s known in scheduling theory as \u201cEarliest Due Date,\u201d or \u201cEDD.\u201d With this algorithm, you work on whatever task needs to get done soonest, no matter how long it\u2019ll take to complete.<\/p>\n\n\n\n

Use this algorithm if your top priority is to minimize total lateness in terms of hours or minutes\u2014if there are penalties for not getting your jobs done on time that get worse the longer tasks remain unfinished.<\/p>\n\n\n\n

This strategy might work best for a student trying to stay on top of homework assignments from many different classes or an intern balancing tasks from multiple departments within a company\u2014situations where lateness is a primary concern. As we\u2019ll see next, however, this strategy is not without its drawbacks.<\/p>\n\n\n\n

Algorithm #4: To minimize the number of late tasks, use Moore\u2019s Algorithm.<\/strong><\/p>\n\n\n\n

Lastly, Christian and Griffiths offer a strategy called \u201cMoore\u2019s Algorithm.\u201d This algorithm is a variation on EDD and attempts to accomplish a similar goal. Instead of minimizing total lateness in terms of time, Moore\u2019s Algorithm attempts to minimize the total number of late tasks.<\/p>\n\n\n\n

With Moore\u2019s Algorithm, you begin by laying out your entire to-do list in order of Earliest Due Date. Look over your schedule. If it\u2019s obvious that you won\u2019t currently be able to complete all of your tasks by their due dates, identify the task that will take you the longest and either schedule it to be done last or throw it out altogether. Repeat until you have a schedule with fully manageable due dates, with a few exceptions either thrown out or collected at the end.<\/p>\n\n\n\n

Christian and Griffiths explain that this algorithm has one specific advantage over Earliest Due Date. If you fall behind using EDD, you\u2019ll be stuck turning in one late task after another, struggling to dig yourself out. On the other hand, with Moore\u2019s Algorithm, you\u2019ll have to turn in a few tasks extremely late or abandon them completely, but you\u2019ll finish the majority of tasks on time or early. For example, if you\u2019ve checked out a stack of library books but don\u2019t have time to read them all before they\u2019re due, Moore\u2019s Algorithm will work better than EDD. It\u2019s better to skip reading one book than to pay late fees for each one.<\/p>\n","protected":false},"excerpt":{"rendered":"

How should you optimally spend your working hours every day? What tasks should you complete first?  Your optimal scheduling depends on your goals and priorities. In their book Algorithms to Live By, Christian and Griffiths make a case of using computer algorithms to schedule your day in the most optimal way. Here is how to schedule your time using Christian and Griffiths’s scheduling algorithms.<\/p>\n","protected":false},"author":7,"featured_media":21951,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_jetpack_memberships_contains_paid_content":false,"footnotes":""},"categories":[29,7,43],"tags":[549],"class_list":["post-56362","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-career","category-lifestyle","category-self-improvement","tag-algorithms-to-live-by","","tg-column-two"],"yoast_head":"\nHow to Schedule Your Time in the Most Optimal Way - Shortform Books<\/title>\n<meta name=\"description\" content=\"Your optimal scheduling depends on your goals and priorities. 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