Are you feeling overwhelmed and like there just isn’t enough time in the day to get everything done? Don’t worry, you’re not alone. We all want to accomplish more than time allows, but trying to juggle multiple priorities can often lead to stress and burnout. That’s why I’m here to share my streamlined weekly planning process that can help you maximize your impact and make the most of your limited time!
Step 1: Identify Your Top Priority
The first step is to identify your top priority for the week. But here’s the catch: you should only focus on ONE top priority. Yep, that’s right, just one. I know it can be tempting to try to do everything at once, but this just spreads your focus and dilutes your impact. Instead, choose the one task that will make the biggest difference and set you up for success. As Gary Keller and Jay Papasan suggest in their book The ONE Thing, ask yourself: “What action can I take this week that makes future weeks easier?”
My current Streamlined Revenue Accelerator group came up with an even more pointed question for business owners: “What action is most likely to bring me revenue!” 😄💵
Step 2: Prioritize Your Task List with DDS(S)
Now that you’ve identified your top priority, it’s time to address the rest of your task list. But let’s be real, we can’t do it all. That’s why it’s important to prioritize your tasks using DDS(S) – delete, delegate, systematize, or put on the “someday” list.
Start by looking at your task list and asking yourself if a task is related to your top priority for the week or if it’s time-sensitive. Keep those priority and time-sensitive tasks on your list. For the rest, consider deleting tasks that are unnecessary. If a task can be delegated or systematized, do it. And for those tasks that you keep moving from week to week, put them on the “someday” list. Take them out of your immediate view, but make sure to review them each week.
By focusing on what’s most important, you can make the most of your limited time and accomplish more. So let go of the fantasy of “getting it all done” and focus on doing the most good with the time you have.
Step 3: Allocate Time for Your Tasks
Now it’s time to make your streamlined plan for the week! To manage your time effectively, allocate time for your tasks based on how much time you have available. This is known as “calendarizing” your task list.
But wait, don’t just fill your calendar with work tasks! Prioritize activities that make you happy – like self-care, fun stuff, and spending time with friends and family. After all, a happy and healthy you is better equipped to tackle your work tasks.
When scheduling your work tasks, make sure to schedule in time for your top priority and set aside time when you’re the most energetic. Schedule one-off tasks related to this priority early in the week. And don’t forget to add some buffer time (at least 15%) – just in case.
Block off chunks of time for similar tasks, like social media marketing, “peopling,” or administrative tasks. This helps you get into a flow and be more productive. And don’t forget to leave some white space in your calendar for emergencies and unexpected requests.
By following these three simple steps each week, you can turn your scattered to-do list and overwhelmed feelings into strategic focus, a solid plan, and actionable steps to succeed. And don’t forget to celebrate your wins along the way!