Time Allocation Strategies & Tips

1. Define Your Total Time Pool

Be realistic about the total time you can actually dedicate. This could be for a day, a week, or a specific project session.

2. List All Competing Items

Identify all tasks, projects, or categories of work that need a share of this time. Don't forget to include routine tasks or even planned breaks if they fall within this time pool.

3. Prioritize Effectively

Not all tasks are created equal. Use a prioritization system that works for you. This tool uses Critical, High, Medium, Low, Optional. Consider:

• Eisenhower Matrix: Categorize tasks by Urgency and Importance.
  • Urgent & Important: Do these first (Critical/High).
  • Important, Not Urgent: Schedule time for these (High/Medium).
  • Urgent, Not Important: Delegate if possible, or minimize time (Low/Optional).
  • Not Urgent & Not Important: Question if these need to be done at all.
• MoSCoW Method:
  • Must have: Essential tasks (Critical/High).
  • Should have: Important, but not deal-breakers if delayed (Medium).
  • Could have: Desirable, if time permits (Low).
  • Won't have (this time): Exclude for now (Optional, or don't list).
• Value vs. Effort: Focus on high-value tasks. If two tasks have similar value, tackle the one with lower effort first for quick wins.

4. Use the "Suggested Allocation"

After adding your tasks and priorities, the tool provides a "Suggested Time" based on proportional weighting. This is a good starting point to see how time *could* be distributed if only based on relative importance.

5. Manually Adjust for Reality

The suggestion is a guide. You need to manually adjust the "Allocated Time" based on:

• Actual estimated effort for each task.
• Deadlines or external commitments.
• Your energy levels (e.g., allocate more time for demanding tasks when you're most alert).
• Dependencies between tasks.

6. Monitor the Allocation Summary

As you allocate time, the summary below the table will update:

• Total Allocated Time: Shows how much time you've planned for.
• Remaining/Overallocated: Instantly see if you have time left or have planned too much.
• If overallocated, the assistant will prompt you to reconsider time on lower-priority items or increase total available time.

Aim to match Total Allocated with Total Available Time.

7. The "Auto-Balance Remaining" Button

If you have manually allocated some time but still have "Remaining Time" available, this button (which appears when time is remaining) will attempt to distribute that leftover time proportionally among tasks that could still use it, based on their original priorities.

8. Iterate and Be Flexible

Your first allocation plan might not be perfect. Review it. Does it feel realistic? Does it align with your main goals for the period? Be prepared to adjust. Time allocation is a dynamic skill.