17. Predict how long things will take.

You can’t control time. But you can control how you plan and budget time by accurately predicting how long things take.

When I first started reviewing materials in preparation for quarterly board meetings, I gave myself one hour. It took me only one or two meetings to realize that I needed to schedule at least five hours if I was going to really contribute. On the other hand, I used to budget ninety minutes to help a client develop his board’s agenda. Today we need only a half hour. In both cases, my ability to schedule time effectively in the future depends on understanding how long things take.

As you review your “To Do” list this week, make a note about how much time you think each task is going to take. When you complete the task, note how long it actually took. Include interruptions. They’re inevitable, so you need to budget time for them. Don’t try to work faster yet. Just observe. Do this for several weeks.

Next, review the difference between your estimated and actual time for each task. Did you tend to overestimate the time needed, or were you consistently under? Do you consistently fall behind on days full of meetings? Do you overestimate how long difficult tasks will take and put them off? Look for patterns. The next time you’re scheduling your time, increase or decrease your estimations accordingly, based on what you’ve learned. Continue this exercise until your estimations match reality.

Knowing how long things take is a skill that will help you take control of your day and your life. Moreover, your colleagues and your team will appreciate your ability to set realistic goals—and meet them.