Open your calendar. Maybe it’s a physical calendar on your desk. Maybe it’s a virtual calendar on your smartphone, tablet or laptop. Have a look at the grid. You can see days of the week and times of the day. And the calendar tool enables you to easily create appointments and meetings and reminders. And those can easily be made to recur, so that, for example, every Wednesday at the same time, you attend an exercise class, or every Friday night at this time, you meet this person.
Using these tools can help you to structure your time and introduce some consistency and regularity, which helps you to get into productive rhythms, predict your free time and balance various priorities.
However, using such tools may also introduce a fair amount of rigidity. For example, you might have exercise on Wednesday night, but you start to feel very sick on Wednesday afternoon, forcing you to skip exercise. Or you have to miss your regular appointment on Friday night, because you realise you’ll be away on a trip, and won’t be back in time. Or you miss some other appointment because something comes up, e.g. a lengthy tax return.
Is there a way to schedule that gives us some structure, but also some flexibility?
Recently I’ve been partially experimenting with what I’ll call a “modular schedule“. Rather than scheduling specific dates and times for an event, I’ll just specify a duration (and optionally, a location) and make the event a moveable “module”.
Say it’s exercise – e.g. weight training. I decide on a place that I’ll do that, the gym. I know where that place is and how long it will take to get there. I know what activities I’ll be doing and what equipment I’ll need. And I can time-box it to, say, 1.5 hours (including travel time). So there is a sense of regularity and expectation in the event.
But because I’m not pinning it down to a time and date, the event can be moved and changed. So if I’m too sick to exercise on Wednesday, that module is still there, and it can be moved to the next day or two days later. I can take a moment on Thursday to pause, and think, “well, I’m feeling well now, and I’ve got 3 hours free, what can I do?”. And then it’s easy to slot in that 1.5-hour module exercise.
By using this method, it can become easier to change and adapt your schedule on-the-fly, because you have a small set of recurring activities in mind, along with how long they’ll take (and where you’ll do them), but because you haven’t locked yourself into a time (and perhaps place, if it can be done anywhere), then you can move those activities around. You can cancel, re-order, manipulate, move them around, just like chess pieces on a board.
Another advantage of this technique is that it can enable you to allocate time more strategically. So if there’s a particularly good moment to do something, you can wait until that moment. For example, perhaps its a sunny day and the weather is nice and warm, and you think, “that’s a perfect time to walk the dog”. So you can take move your “walking the dog” module to that time. Or maybe it’s rainy, cold and miserable outside, so now is the perfect time to go to the library or the cafe, open your laptop, and get some work done. You’re making more efficient use of your time, because you’re choosing moments or contexts which will fit the best with the activities you’re performing.
So you won’t find yourself, for example, working hard on your laptop while it’s beautiful and sunny outside and you feel like exercise. Or you won’t find yourself trying to walk the dog when it’s rainy and cold outside.
So that’s the “modular schedule”. Give it a try!
PS. It will be interesting to see if software tools come out in the future, that facilitate more flexible modes of arranging time. But if you internalise this technique, add it to your mental toolbox, it can be pretty easy to start automatically making certain activities more modular, without even needing to refer to a physical or digital calendar.