Last week I was all up on my high horse about being productive.
Then I realized that I was holding onto one of my best kept secrets: the way I ACTUALLY schedule and plan my day, every day.
If you're a primarily client-based business or you take a lot of meetings throughout the day and you want to know how to stay on top of your projects, this post is for you.
I'm going to show you how I:
a) Schedule my weeks and make sure my project planning is on point
b) Use a scheduling software to make sure I don't ever miss a meeting
c) Use my overall calendar with my project management system to get things done
3) YouCanBook.me Scheduling Software
Step 1 | Better ORGANIZE!
After creating accounts with each of these platforms, I open up my weekly calendar. I have a repeating "Appointment" in the morning where I spend one hour drinking coffee in my pajamas and going through all of my projects for the day (in blue).
I then look at my "To Dos" for the day (the things in purple). These are synced with my Asana project management software (where I write everything down under a certain project heading) and pull in every day.
Step 2 | Brain Dump
After I organize my day, I write down anything that's floating around in my brain or that I just remembered into my Asana. On the left, there are a ton of projects that I'm working on, and my goal is to simply write down the next one or two tasks to continue moving each project forward. I then assign each "To Do" to myself and give it a due date.
Step 3 | Review my overall project calendar in Asana
After I give all my "To Dos" a due date, I color code each project (on the left in the image above) and then I flip over to the calendar view to see what my month looks like. If any day looks too heavy (more than 3 - 5 tasks) I try to reallocate as necessary.
Sometimes the tasks are little (like "Email caterer" or "Send proposal") which are okay. However, I find that if I'm staring at a day with 9+ tasks, even if they're little, it feels extremely overwhelming.
Step 4 | Open Google Calendar and check in with Asana as necessary
I keep two tabs open at all times: my Asana project management and my Google Calendar.
I check in with each of these things hourly to make sure I'm on track each day.
If I don't get something done, I move it to the next day or I stay up a little later at night and work on whatever I missed.
Your turn! How do you keep yourself on track every day?