Q: How do I plan a productive weekly schedule?
A frequently asked question that I receive is “How do I plan a productive weekly schedule?” How do I stay focused and productive?
Here are the systems that I use with myself and clients. Since we all have a different way of thinking and doing it’s important to figure out what works best for YOU, friend.
Plan Your Weekly Schedule Ahead
When does this work the best for you? Ya have so many options, at the end of the day Friday, on Saturday morning drinking your coffee or Sunday evening as you wind down from your weekend.
Me personally, I like to take time on Sunday to look at the week ahead. I time block all the activities that the kids have going on – because those are non-negotiable in my schedule.
Time block any meeting times that are scheduled. Time block your operations time, client time and project time.
Since unexpected things come up this isn’t a detailed break down of the exact task, but time blocking of the weekly schedule to make sure I work around the time commitments that are already established. Spend five to ten minutes mapping out your week.
As a bonus, plan out your meals for the week too and create a shopping list. Friend, I love when I actually do this because it eliminates the dreaded – what are we having for dinner question. (:
Oh and I’ll take the time to plan Monday too!
Plan Your Day Before The Day
Block time at the end of each day to plan out the following day, this is can be rolled up in your ‘wrap up the day’ time block. Start by blocking out any meeting that has popped up since you planned your week.
Time Blocking
Time Blocking is keeping like items together. Such as writing a blog post, creating social media content, client work, meetings.
Set up either a full day or time block certain hours each day in your weekly schedule. Here is a look at my weekly time blocking.
How much time to block
Double The Time For A Task
Always double the time that you think a task will take. If you think writing your next blog post will take an hour, schedule two.
Attach Time to Each Task On Your List
When you go to plan your day, schedule the tasks and give it an estimated amount of time to complete.
If you have 20 things on your to-do list and they all will take 30 minutes to accomplish that is ten hours. That’s ten hours of solid work without breaks.
By attaching time and putting it in a time block it will help your time management and eliminate that overwhelmed feeling.
If at the end of the day you still have over half the items on your list, you’ll leave feeling like the day owned you. Or worse yet, you’ll push through and try to get it finished.
Make sure that you set yourself up for success.
Do A Time Audit
If you have no idea how much time you spending doing the work, it will be difficult to get a handle on your time.
For a week or two record the time that you spend and the items that you’re working on. This can be done by looking at the clock or using a timer like Toggl.
Buffer Time
Your day should include buffer time. Well, you can’t sit at your desk all day. You’ll need to um, get up to use the restroom. Plus, have you heard that sitting is the new smoking?
Do not overbook yourself, leave at a minimum of 5 minutes between each block of time.
In addition, add an hour of buffer time for those urgent, important things that need to be handled ASAP or it will cause even more of a time leak.
Know Your Personal Limits
We all have personal limits on how long we can focus and friend that can vary depending on the time of the day.
In the morning, I can focus in 50-minute sprints of time with a ten-minute stretch break in between.
In the afternoon, my focus personal focus limit drops to 25 minutes with a 5-minute break.
Figure out what your personal limits are for focus. Keep in mind it could be different depending on the time of the day.
Use the Pomodoro Method, Google it or here is the Wiki Page for information.
I use an app called Tide on my phone for the Pomodoro Method (that is in Do Not Disturb BTW) with the sound of a Cafe’. Or you can use Coffitivity on your desktop. Here is a link to a blurb on ambient sounds of a coffee shop and productivity.
Commit To Your Business
Earlier I wrote a post on committing to one project at a time. I used the example that you wouldn’t stop one marathon to go run a different marathon. Er, that’s crazy talk. (Check that post our here.)
The same concept holds true when it comes to your commitments to your business or projects.
If you commit to releasing a new offering, don’t work on your new offer and try to refresh your website at the same time.
The focus will be divide and it will take twice as long. Focus on one race at a time until you cross the finish line.
Remove Distractions
Set your phone to do not disturb while you are in your time block. Schedule time in your day to respond to phone calls and read your emails.
For the love ~ do not leave your email open all day long. Nothing will derail your productivity like email. Amiright?
Remember, email is not your to-do list. Answering you’re email isn’t committing to your business. Before you even get started with the OMGoodness, I can’t do that, my clients need a response.
Yes, I agree that you need to respond to your client emails. But, last time I checked metals were not being handed out to the fastest email responder. Boundaries, people. If you do not set them someone will set them for you, trust me you’ll not succeed with someone else's boundaries.
Set a response time expectation with your clients. In your business policies, you should have this clarified for your clients when you welcome them in.
One of my favorite mantras is: Your poor planning does not constitute my emergency. I’ve said this and lived by it for years.
Learn what should be taken off your plate
Have you heard of the Eisenhower method or decision matrix? It is assigning importance to your tasks. This will help you figure out your weekly schedule.
They are either
- Important and Urgent
- Important but Not Urgent
- Urgent but Not Important
- Not Urgent and Not Important
Important and Urgent
Do This – If the task is both important and urgent do this. This is why you have buffer time in your calendar. I would also add that as the business owner, it should also be an income-generating task. This is something that can only be done or handled by you.
Important but Not Urgent
This should be scheduled in your calendar to get done.
Urgent but Not Important
These items should be delegated to someone else to do. If you’ve been thinking about hiring a virtual assistant, these would be the task that you begin to process to hand over the work.
Not Urgent and Not Important
Delete it, cross it off. If it’s not urgent and not important to the growth of your business why would you even spend your time doing this?
If you’d like to read more about the Eisenhower method:
Here is an article by James Clear with more information, give it a quick read.
Little Side Note
The Eisenhower thinking works with your email management too. Just sayin’
Quick Wrap Up:
- Plan your week and plan your day ahead of time
- Time block your weekly schedule or calendar
- Double the time you think it will take
- Attached time to everything on your to-do list
- Audit your time
- Add in buffer time to your daily and weekly schedule
- Figure out your focus time
- Commit to one project at a time
- Remove distractions
- Try the Eisenhower method to figure out what you should do immediately, what you should schedule, what you should delegate, and what you should delete.