- 1). Make a list of all the tasks that need to be done. Separate them by project or type, such as "the audit project" or "marketing activities." If you have large tasks, break them down into each individual component. The first time you do this step, it will take a significant amount of time, but when done on an ongoing basis it becomes much faster and more efficient.
- 2). Determine the dependencies of each of your tasks, and specify whether you or someone else is in charge of those dependencies. You can then put the tasks in order according to which ones must be completed before the next can be started. This stage is often best handled by using software such as Microsoft Project, or even a spreadsheet.
- 3). Create a realistic time frame for each of your tasks. If someone else needs to do those tasks or is expert at them, you should ask them to judge how long each will take. Build in leeway of about 10 percent to account for estimation errors. Also plan for time in which you will not be able to work on those tasks, such as weekends, unrelated meetings, vacation or medical leave coming up, waiting for other people or organizations and days when you simply aren't as productive as usual.
- 4). Calculate the number of hours required to do all the tasks, and compare that against the time frame for delivery. This, along with the people listed in your dependency list, determines the number of people necessary to complete the tasks or projects. Delegate to them whenever possible or required.
- 5). Evaluate your list to see if any steps or tasks can be eliminated, combined with a different task or reduced in scope and complexity. Since you will rarely have as much time as you need to complete all the tasks you're given, becoming as efficient as possible is a necessary skill. Being able to judge in advance whether you can complete all of your tasks is the essence of good workload and capacity planning.
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