Although every hour of your day is busy, do you end each day wondering what the heck you accomplished in pursuit of your goals and dreams?
The thing is, effective scheduling isn’t usually a skill that business owners are born with. It takes knowledge, time, and practice to get better with planning your time in a way that maximizes your productivity but creates time for personal goals, fun, and self-care.
Today we’re shortening your learning curve by sharing five simple steps to be massively productive in your business every day.
TIME-STAMPED SHOW NOTES:
[01:26] What Really Kills Your Productivity?
[02:29] The Pros of Planning Your Day
[06:27] The Consequences of Not Planning Your Day
[08:26] Have a Process to Plan Your Day
[11:28] Consult Your Calendar First
[13:44] Begin The Night Before
[15:29] Avoid Overplanning
[18:04] Block Your Time
[21:10] Schedule Breaks into Your Routine
[24:33] Final Thoughts on How to Plan Your Day
[26:18] Bloopers
RESOURCES MENTIONED IN THIS EPISODE:
What Really Kills Your Productivity?
[Theresa] Can you guess what the #1 killer of productivity is for business owners?
[Meghan] There are so many choices! Since you’re making me guess, I’ll say distractions.
[Theresa] I’d have said the same thing. But, I was reading statistics about small business owners, and I came across the Business Pulse Survey conducted by The Alternative Board. According to their results, business owners say that poor time management is the #1 killer of their productivity.
I found this interesting. As I gave it more thought, I realized that distractions may not be the problem at all. Rather, distractions are a symptom of a bigger problem. The real issues is a lack of time management.
Business owners say that poor time management is the #1 killer of their productivity.
[Meghan] Okay, you piqued my interest with that! Will you go into a little more detail?
The Pros of Planning Your Day
[Theresa] Sure. When it comes to time management and productivity, you run your day or your day runs you. I think it’s that simple. It always comes back to planning.
Barring the unexpected—like illness, a technical issue, or another type of emergency—you are more productive when you have a plan and you stick to it. You have to plan your day in order to stay in control of it.
When I plan my day, I am massively productive. I accomplish important things that have a positive impact on achieving my goals. Focusing is much easier because I know what to do and why it needs to get done.
Distractions don’t tend to get in my way on those days because I don’t need to spend much time thinking about what to do. Having fewer choices, at least for me, is a good thing. Making decisions in advance doesn’t leave much room for other things to sneak in and derail me.
[Meghan] I’ve experienced the same thing. Planning my days so that I know in advance what I’m doing is really a game changer for me.
Although I have noticed that sometimes planning isn’t enough to keep me focused. So, if there’s a task in front of me that’s boring or that I don’t like doing, I’ll find a way to distract myself! In general, though, planning does keep me on track.
[Theresa] That happens to me also. It’s pretty normal. In that case, you can break the task into smaller pieces. You can reward yourself with something you enjoy. Sandwiching unpleasant tasks between those you like doing can help with concentration too.
[Meghan] You mentioned that making decisions ahead of your day keeps you focused. So, tell us, what kinds of decisions are you making?
[Theresa] Good question! Obviously, I’m deciding what work I will do. But other factors I consider are:
- Number of work blocks I have scheduled in a given day
- Difficulty level of the work I’d like to get done
- Day of the week
[Meghan] I love that you consider the day of the week! I do too.
[Theresa] Oh yeah. For example, Mondays and Tuesdays are my best days. I’m on fire early in the week. My energy and willpower are up. I can take on the world and really complex tasks. So, content creation and writing are easiest for me on Mondays and Tuesdays.
Come Friday, I’m pretty useless. So, I plan work that is easier and more enjoyable. If I have to do something that requires more mental energy though, I break tasks into smaller, snackable actions.
[Meghan] Oh yeah, Friday! I don’t know why it is, but on Fridays I always want to clean the house, especially in the summer. I think it’s because maybe we’ll have people over to the house. So, I have little interest in my business stuff on Fridays. I want to put my energy into other things.
Mondays and Tuesdays are typically my most productive days too. I try not to schedule any meetings for Mondays.
Getting back to planning. What are the consequences when you don’t plan your day?
The Consequences of Not Planning Your Day
[Theresa] If I fail to plan my day in advance, it’s a free-for-all. When I’m not sure what I need to do, then everything seems like it’s important. I start my day having to make too many decisions, and I can make wrong choices.
For example, I may choose to do “busy work.” Those are the activities that are not urgent or important in my business, like reorganizing the files on my computer. Or, I may spend time surfing through Pinterest or Instagram.
When I start my day like that, it becomes an endless stream of chasing one distraction after another. I waste tons of time. It makes it harder to reign myself in and concentrate on work that’s truly significant.
It’s on those types of days that I look back and think, “Wow! I was really busy today.” However, I couldn’t tell you what I actually accomplished. Because truth-be-told, I accomplished nothing.
This means that I’m not making real progress on my business goals. It sets me back.
[Meghan] Got it. You’re saying that when you approach your day with a plan, you stay focused, productive, and make meaningful progress.
[Theresa] Yes. I don’t know about you, but when I have a fruitful day, I feel empowered. I came, saw, kicked some butt and took some names. It makes me want more days like that, which inspires me to plan more often.
[Meghan] I can totally relate to that. On the days that I have my time mapped out, I’m far more productive. The challenge is consistency though.
How do you make planning easier so that you make steady progress every day?
Have a Process to Plan Your Day
[Theresa] In my opinion, everything that’s worth doing needs a process. A process is that step-by-step procedure that helps you achieve a specific end.
When it comes to planning your day, having a process for doing so has many benefits.
[Meghan] Are you saying that you need a plan for planning? lol
[Theresa] Yes, in a way. I’m saying you need a process for planning your days.
Following a process will:
- Save you time (you’ll know the exact steps to take, so you don’t have to guess)
- Increase your confidence (you know you’ve planned the right things and the right amount time)
- Keep you intentional (you’ll keep the bigger picture in mind)
- Keep you focused (you won’t over plan or get diverted by other things)
- Help you make better choices (you’ll pick the right work to do)
Today I wanted to share my five-step process for planning your day. Sound good?
[Meghan] Yes! I’m excited to hear your process. I think most people need help planning, and I’m one of them!
Plan Your Day in 5 Simple Steps
Step 1: Consult Your Calendar First
[Theresa] Step 1 is to consult your calendar first. Your calendar is a tool that is used to help you plan your priorities. Using it well is imperative to successful time management and productivity.
I live and breathe by my calendar. When I honor the calendar, I’m liberated from chaos. When I don’t, I always regret it.
Your calendar has three main purposes. It:
- Keeps you accountable (you know your due dates and deadlines)
- Prevents you from over-committing (taking on too much at one time)
- Aids in honoring appointments with yourself (time blocks for work and fun)
Your calendar is a good home base to manage your objectives and schedule related tasks.
Always use your calendar to plan your time. Check for appointments and other previously planned commitments before you plan your activities for any given day. The tasks you plan on a day where you have only two available hours will look very different than a day where you have six.
[Meghan] I’ll jump in here to remind everyone that it’s not how many hours you have but how you use those hours. Correct?
[Theresa] Yes! Which is why you plan.
Planning keeps you proactive rather than reactive in your daily activities. Before you commit to anything, always check your calendar!
[Meghan] As I’ve mentioned in previous episodes, I live by my calendar. I use a Google calendar to block my time and schedule meetings. My calendar syncs with my iPhone and my Apple watch so I always know what I’m doing wherever I am. I can look at my watch and see what’s coming up next.
If my day is blank that means I didn’t plan my time and that means I’m going to be less effective.
Step 2: Begin The Night Before
[Theresa] Step 2 is to begin the night before. Don’t underestimate preparation.
To be a productivity powerhouse, you must know what to focus on and how those tasks move you forward in your goals. This is how planning and scheduling your time help to identify and complete the essentials things you need to get done.
Planning is really a “pre-work” step that can be completed in advance. Plan each day the night before. Just take 5-10 minutes at the end of the day to decide what you are going to work on and when for the next day.
To be a productivity powerhouse, you must know what to focus on and how those tasks move you forward in your goals.
This way, when you sit down to work, you won’t waste time figuring out what to do. You’ll begin your day with a clear purpose, knowing that you’re moving forward in your goals.
[Meghan] Prepping for your day the night before is super helpful. Knowing what I’m doing in advance prepares my brain for the task. I get in the right mindset before I even start the day, which is helpful for me.
Now, as a creative person, there are days when I wake up and need to follow my muse or my mood. Thankfully, I wake up super early. So, sometimes I may wait until the early morning to plan my day. Or, I may modify the plan if I’m not feeling like I can accomplish what I had planned.
[Theresa] That certainly can happen. Remember that your plan is a suggestion as to how you’d like to use your time. The point is to act, not react. Feel free to be flexible, but don’t add more to the list if you’ve already planned the night before. Replace a task, don’t try to do more.
Which brings me to the next step.
Step 3: Avoid Overplanning
[Theresa] Cramming lots of responsibilities into your schedule is one sure way to end the day feeling unsatisfied and inadequate. So, step 3 is to avoid overplanning. When you over plan, you set yourself up to fail.
It’s better to have time left over than to be left with incomplete work. So, be diligent about giving yourself enough time to complete your tasks.
Overplanning also leads to the temptation to multitask. Even though society has promoted multitasking as a good skill to have, we know now that multitasking compromises your ability to complete tasks well. It also impairs your ability to function. Switching back and forth between tasks slows your progress and hampers your focus.
In other words, multitasking isn’t a good thing. The more you jump from project to project, the more you’ll lose focus and precious time. As a result, you’ll get less done rather than increase your productivity.
[Meghan] I never thought about how overplanning could lead to multitasking. That’s very astute!
Mutlitasking kills me! Context switching reduces my productivity and it hurts my head.
You know I’m a firm believer in editing. Why not apply editing to your plan? After you’ve planned out your day, walk away from it for a few minutes. Then go back and look it over.
The first time you planned your time you may have been too aggressive. Be honest with yourself! Review your plan and make adjustments. It’s not about how many tasks you can cram into your day. More isn’t better. It’s about progress. And, slow progress beats no progress every time. Right, Theresa?
[Theresa] You know that is one of my favorite mantras. Yes, it’s not about getting everything done. Focus on getting the right things done and doing them well. Plus, as you’ve said many times Meghan, crossing things off your list makes you feel good.
Step 4: Block Your Time
[Theresa] Step 4 is to block your time. Blocking your time means setting aside a certain number of hours or minutes for only one task. Working in this manner will allow you to “block off” your time, attention, and focus from other things to concentrate on completing one task or project.
Your aim is for focused action. Break your projects into small increments of time on your calendar. Working in shorter time blocks keeps distractions at a minimum and allows you to focus better.
[Meghan] Time blocking works for me. And, it allows me to track my time to see how much time I’m investing in each task.
Fair warning though. Time blocking takes experience and practice.
When you schedule too much time for a task, you end up taking longer to complete your work. But, if you dedicate too little time to a project, you’ll risk failing to meet your goals.
[Theresa] That’s true. It’s why step 3 is to avoid overplanning. I don’t know anyone who plans too little, actually. The beauty of time blocking is it helps you stay honest to what you can actually accomplish in the time you’ve set aside for it.
If you’ve not time blocked before, you may get a little frustrated at first. That’s normal. In the beginning you’re essentially collecting information about how you work. This is new data that you can then use to plan better for next time.
Also, be conscious of the hours that you’re most productive. Schedule your most high-priority task during that block of time.
[Meghan] That reminds of the phrase “eat that frog.”
When it comes to time management and productivity, “eating a frog” means tackling your least desirable but most important task early in the day. This forces you to complete the most critical task at the onset of your day, which prevents procrastination.
Quick side note: as a vegan, I dislike that reference, but I understand the spirit behind it.
Now, while Theresa and I are most productive in the mornings, we both know people who are on fire at night. So you may eat your frog in the evening. The point is to plan your most important task during the time that you’re most productive.
[Theresa] Oh yeah. Thanks for mentioning that. There is no right or wrong way to work…there is your way. Work when your will power and energy are at their highest and you’ll be a productive force.
[Meghan] As they say, to each their own! You can’t do what’s best for others, you gotta do what works for you. Well, Theresa, I think we’ve made it to step 5?
Life happens, and everything doesn’t always go as planned. But starting with a schedule gives you the best chance of accomplishing the most.
Step 5: Schedule Breaks into Your Routine
[Theresa] Yes we have! Out of all the steps we’ve gone through so far, I think this is the most important, but the one that people are more likely to skip over. So, I’ll tell you what it is and then I’ll make my argument.
Step 5 is to schedule breaks into your routine.
Your brain needs regular breaks to function at a high capacity throughout the day. Don’t expect to crush your goals if you’re not taking brief rest periods to keep your momentum moving forward.
First, as you plan your day, make sure you schedule time for lunch. I encourage you to block out your lunchtime as a recurring event on your calendar.. This way you don’t plan something over it and forget to eat. In the event that you need to take a meeting at your scheduled lunchtime, you’ll see it on your calendar and will be reminded to reschedule that hour. That’s what I do.
You should also schedule breaks within your time blocks and between them. Use the Pomodoro Technique for this. Life Hacker wrote a great article on it, but the method works as follows:
- Break your work times into 25 minute chunks
- Take a 5 minute break between each 25 minute block
- After 4 cycles, take a 15-25 minute break
Now, I’m not talking about working on other projects or chores during these breaks! You want to stay in the zone and maintain your focus. Get up, stretch, take a walk, listen to a song…you get the idea. You want to give your brain a short respite from the task at hand but not entirely switch your focus to other endeavors.
Have you ever Pomodoro’d, Meghan?
[Meghan] I don’t follow the Pomodoro Method, although I take frequent breaks throughout my day. How I take breaks depends on the task at hand and the time of day.
For instance, if I’m writing, 25 minutes would kill my concentration. So, if it’s the morning, I tend to work for 80 minutes solid before I take a break.
If it’s the afternoon, that’s a different story. I work in shorter time increments because my energy is lower and my attention span is too, so I need more breaks.
Like Theresa said before, you make these concepts work for you. These are proven things you can do to increase your productivity, but you may need to modify them based on your personality, health, and preferences.
So, Theresa, what are your final thoughts on how to plan your day?
Final Thoughts on How to Plan Your Day
[Theresa] Life happens. Everything doesn’t always go as planned, and that’s okay. Starting with a schedule gives you the best chance of accomplishing the most. So, it’s worth doing even if your day or week doesn’t turn out to be what you’d hoped for.
What’s so great about these powerful steps for planning your day are that they:
- Keep you focused but aren’t inflexible
- Allow for downtime
- Offer you peace of mind through manageable and planned action
- Prove you don’t need more hours in a day, just more focused time
[Meghan] That’s it for today! If you found value in what we shared today, don’t forget to subscribe to the podcast and share this episode with a friend!
