Daily Plan

The Tool to be as productive as possible every Day

Hello Reader,

How can we be as productive as possible every day?

We can create a Daily Plan. If I don’t create my daily schedule, I waffle and procrastinate because I’m uncertain what I want to get done and/or where to start. Crafting my Daily Plan, on the other hand, gives me focus and structure, facilitating my ability to be as productive as possible every day.  

Who is this tool for?

A Daily Plan is useful for anyone who has a variety of tasks they wish to accomplish. Personally, I have used this tool in two contexts; firstly, as a student, and now, as a founder / freelancer. In both of these roles, I am my own boss which means I have to structure my own days and find time to balance the variety of work on my plate. Whatever project I am working on, my Daily Plan has been the bread and butter of my productivity and I cannot encourage it enough!

Format

The format is completely up to you. Personally, I use a good old notebook. The act of writing helps me visualise the tasks. I also get a wealth of satisfaction when I physically cross off an item. That being said, if you prefer a digital format, that is excellent as well.

PS. I have done the example Daily Plan in a digital format because my writing is barely legible.

How To

Plan Day Before

Reader, I’ve found my Daily Plan works best when I prepare it the day before. This is because my tasks and priorities are fresh in my mind, allowing me to organise them for greatest impact. Plus, it eases my stress because I can start my workday with focus, knowing exactly what I want to get done. As you can see from my example, I remind myself to plan tomorrow at the end of my working hours. This is relevant for Friday as well, so that I can go into Monday prepared and ready.

Note, I have tried preparing two or three days at the beginning of the week, but I’ve found work is too changeable in terms of meetings and shifting priorities. So, I have found it best to do my plan the day before.

Start & End Time

When I was a student, and now as a founder / freelancer, I find that creating boundaries on my working day makes me so much more productive. If I have a day that is wide open, in the sense I could work until the wee hours of the morning, I tend to waffle and procrastinate because I feel I have all the time in the world to get everything done. 

Establishing a start and end time of my working day encourages me to get everything done in the hours I have allotted myself, instead of wasting time watching sports highlights. In my example Daily Plan, you can see that I work from 8:15 to 6:00, which is a normal day for me, but I do adapt the length as required. Reader, it is completely up to you to create your own working hours, but know that if you create the structure and stick to it, it will take your productivity to the next level.

Hint: Put in place an awesome reward (great dinner / engaging show / good book / delightful gathering) for the evening so that you can anticipate the event and use it to motivate you during the day.

Order by Prioritisation

Prioritisation is the heart of productivity. On my Daily Plan, I organise my tasks in terms of importance, which helps me know exactly what I need to do next.

As you can see from my example, I have three items I wish to complete. The art of this step is to choose the number of tasks we believe we can accomplish in the hours we have, as opposed to selecting all the To-Dos and thus becoming overwhelmed. My personal technique is to add bonus tasks to my list. This means that if I don’t accomplish them, that is okay and I don’t have to beat myself up about not doing them. By including them on the list though, it means that I am prepared with more tasks if I still have the time - all of which reduces any procrastination. 

If you would like more insights and tools on prioritisation, feel free to jump over to my other post, which walks you through prioritisation in greater detail. 

Note: I do sometimes find it challenging to stick to the prioritisation list, but I remind myself of the levels of importance and do my best to eat the frog and get them done in order.

Time Limits

I apply time limits only in select situations; specifically when the task has an unclear end point. As you can see in the example, I have given myself 30 minutes for messages in the morning, this is to prevent me going down various rabbit holes and losing focus. Other examples include research or brainstorming, when we can go and go and go without end. 

If I am not working on a task that could be endless, I work until I have completed the objective I set for myself, for example finishing the first draft of this blog.

Buffer Times

Another tip that has benefited my productivity is scheduling buffer times around meetings. This is depicted in the example by the arrows above and below my Workshop Meeting at 4:30. Again, the amount needed for buffer time is completely in your hands and can change depending on the meeting. I have found that a coaching session needs about 15 minutes before to make sure I am in the right headspace, as well as 15 minutes after to make notes. I’ll occasionally allot an hour after a freelance meeting because of the various actions that I expect to be raised in the meeting - I prefer to tackle them when they are fresh. 

Reference Every Morning

The final step in my Daily Plan strategy is to reference it first thing every morning. There was a period of time where I would prepare my plan, but then forgo looking at it - the goofery! It is a guide we can use to be as productive as possible and if we are not looking at it, then it is a waste of time.

Note: The Daily Plan is a guide, there are definitely days where an unforeseen task takes priority or my mindset just isn’t there for the given task. That is okay, we then reset and reignite - onwards and upwards.

Rightio, there is a Daily Plan for you! As a student, startup founder and freelancer, this tool has facilitated my productivity. It helps me enter the day ready and raring to go, aware of what I want to accomplish and having the next thing at my fingertips so that I don’t waffle and waste time. 

Happy Doing

Helping Young Professionals & Postgraduate Students Improve