Learn to schedule transitions and preparation, distinguish routine gaps from uncertainty reserves, and adjust incoming requests without hiding capacity limits.
Back-to-back appointments need time for travel, preparation, and meeting notes. Accurate activity estimates can still produce delays when transitions are omitted.
Distinguish routine transition time from a reserve for uncertainty. Regular preparation and handoff work belong in the schedule.
Schedule the time used to record actions after a meeting. Do not assume the next task can begin the instant the meeting ends.
Todoist’s scheduling guidance includes breaks. (Todoist: Time blocking) Fit both work and breaks within available time.
Check an incoming request’s impact and date before interrupting current work. Immediate response to every request can displace the original plan.
Inform downstream owners of changed delivery dates. Make protected time visible so a gap is not assumed to be freely available.
Record transition delays and include that time in similar appointments. When workload still exceeds capacity, revise scope or dates.
Publish consultation availability that matches your capacity, keeping website dates and intake conditions current.
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A: No. Routine transition time and reserves for uncertainty have different purposes.
A: Assess impact and timing, then agree whether the current plan needs to change.
A: Use the route and recorded durations, including required preparation.
A: Compare capacity and effort, then adjust scope, ownership, or dates.
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