When you hear the term “daily schedule,” what crosses your mind? Perhaps it’s thoughts like, “Oh no, so much to do,” or “Gosh, no free time again?” These associations are pretty common, and it’s likely because we’ve all been conditioned to view a plan as something you meticulously create and then must adhere to religiously.

But let’s take a step back for a moment. Why do we plan in the first place? We plan to make the most efficient use of limited resources, whether it’s financial planning, personnel scheduling, or planning out our day. After all, the hours in a working day are a precious and finite resource. If you’ve watched my vlog, you’ll probably recall a fundamental principle of daily planning: tackle the big “rocks” first and then fit the smaller tasks around them.

Strict scheduling should cover no more than 30% of your workday.

• Flexibility allows for unexpected tasks and increases productivity.
• Schedule routine activities (e.g., planning weekly projects and deadlines).
• Clear scheduling helps anticipate and prepare for important deadlines and meetings.

Why This Effort is Important:

1. Prevents small distractions from consuming your time.

• Reduces the risk of scrambling to finish important tasks. 
• Turn off any notifications and set yourself as unavailable in Teams.

2. Block time on your calendar for focused work, just like for meetings.

• Treat these “appointments with yourself” as crucial for productivity.
• Colleagues wouldn’t interrupt client meetings, so don’t let them disrupt your focused work time.

3. Handling Interruptions:

• Interruptions can reduce productivity; dedicated time slots help maintain focus.
• If disruptions occur, remember your plan is flexible. With only 30% of your time scheduled, there’s room for adjustments. Like grass swaying in a storm, your plan can adapt and realign once immediate issues are resolved.

“Thanks to effective daily planning, I can balance work and personal life much better. Highly recommend!”

Emily Johnson