Making an effective plan for the day: 5 mandatory rules

Every person needs a daily plan. I want to accomplish a lot, be productive and at the same time remain energetic. That is why planning the day is an important and pressing issue. Busy people make a schedule for a month, a week, sometimes even a year. But daily routine still plays a significant role. How to plan your day correctly?

Why is it important to make a daily plan?

Making daily plans is necessary in order to use time effectively and complete the maximum number of important things. Planning helps you stay focused and collected.

At first glance, creating a plan may seem like a daunting task. But with a little hard work and creativity, and learning a few handy tools, you can create a good plan to achieve your goals.

Planning your day: what should you avoid in order to get things done?

How to plan your day? Don't waste your precious time watching TV. Watch news or films online on the Internet. This way you will save your own time.
Spend less time on social networks, visit forums and games less. You are just wasting your time with these manipulations.

Use social networks less

Get rid of bad habits. Have you ever thought how much time you spend on smoking breaks? It takes away your time and also your health. Remember - success and bad habits have never been compatible.
Overcome laziness, get ready, be punctual. Set reminders on your phone, set an alarm, it won't let you be late. Set a specific time to complete a particular task.

Jedi techniques

“Jedi Empty Inbox Technique” is a method of planning the day, managing time and tasks. Developed by business coach Maxim Dorofeev as a modification of the GTD (GettingThingsDone) method.

“Inbox” (or “inbox”) are tasks, tasks and plans that require some action or decision making. When the inbox is full, the brain is restless and cannot work productively. Therefore, the inbox needs to be cleaned and things need to be completed.

How to work with inbox

Write down tasks, ideas, purchases, etc. in a separate list (“inbox”).
All files should be kept in one place. Don't make too many lists.
An empty “inbox” is information sorted and collected in one place.
“Inbox” is the place where your cases are stored before sorting. As new tasks (“incoming”) appear, it will be replenished, and completed tasks will leave it.
Review the list at a certain frequency (once a day or a week), remove tasks that you have already completed, and add new ones to your inbox.

The Jedi technique assumes only 2 priorities for tasks - those that need to be done, and those that do not need to be done.

Any task should answer the question “What should I do?”

Make a to-do list in the evening

Many people plan their day in the morning, but I would recommend doing it the night before. This way you feel much more collected in the morning and get back to work faster.

Well, the most popular question for discussions on this topic: “If a plan is drawn up, but on that day everything does not go as planned, what’s the point of it?”

Of course, not everything depends on us, and we need to be prepared for such situations.

This is one of the reasons why it is not recommended to plan more than one to three important tasks per day, and everything else, if necessary, can be postponed to another day or to another time.

I spoke in more detail about how to create a simple and convenient system for planning and storing information for yourself at the webinar “How to organize your life using Trello.”

As bonuses, participants receive an e-book with ideas for using Trello for all occasions and 8 theme board templates.

Information on how to purchase a webinar recording is on this page.

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If the topic of personal effectiveness interests you, join us on Telegram. There I run the “Planning is Easy” channel, where I share my experience and useful recommendations on the topics of personal effectiveness and self-development.

Schedule

A daily routine differs from a task list in that it specifies when to complete it. Schedules and routines are not just for schoolchildren. It is compiled by everyone who wants to get the maximum benefit from time, schedule the day by hours and minutes.

Decide where you will keep your daily routine. This is a scheduling app or calendar on your smartphone. If you are not friendly with gadgets, a paper organizer will do.

Consider everything that is important in your daily routine. Write down the tasks that need to be completed today hour by hour. Write down the priority ones first.

Formulate them simply so that they are easy to understand. In the list, take into account all the little things and non-obvious details. Make sure you haven't forgotten anything.

Adhere to a rigid-flexible planning system

Such a system is more visual and easier to adapt to changing life circumstances. In a diary, the list of to-dos for the day can be compiled in two columns: on the left - those things that are time-bound (meetings, calls, etc.), and all the rest - in the column on the right.

It is pointless to tie each task on the list to a specific time, since any change in plans will immediately disrupt the entire structure like a house of cards. Alternatively, you can plan things in blocks based on your schedule (for example, while the child is awake, time after work, etc.).

An example of a daily plan

A sample plan for the day looks like this:

6.00-rise;
6.00-6.30 – shower, exercises;
6.30-7.00 – light breakfast;
7.00-7.40 - getting ready for work;
8.30-12.30 – work in the office;
12.30-13.15 – lunch (healthy food), short rest;
13.30 – 15.00 – work in the office;
15.00-15.15 – coffee break/outdoor walk;
15.15-17.30 – working meeting;
17.30 – 18.30 – stop at the store for groceries, drive home;
18.30 – 19.30 – prepare dinner, have dinner;
19.30 – 21.00 – time for yourself/family/hobbies;
21.00 – 21.30 – walk before bedtime;
21.30 – 22.00 – shower;
22.00 – 23.00 – reading/music;
23.00 – sound healthy sleep.

You can use this sample daily routine as a basis.

How to plan your day successfully: tips

In our country, basically, a woman who goes to work every day is also a housewife. After all, she must do everything around the house, work the day, and have time to devote time to the children. Therefore, it is impossible to do without proper planning of the day. But how to plan your day successfully?

Distribution of cases

Many users on the Internet advise adhering to the following scheme:

Set up your own place of work. This applies to both home and work. You should feel pleasant and comfortable. First, clean the kitchen, on the surface of the desk, since this is where you spend the most time. Place objects around you that evoke pleasant emotions, such as family photos, souvenirs, hanging pictures, and so on.
Don't spend a lot of time on social networks. If you are a fan of social networks, but they do not relate to work, then take some time to visit these pages. At other times, refrain from social media.
Write down your own ideas, carry a diary with a pen. In this way you will organize your life, free your head from clutter, data that you can write down on sheets.
Value your own time, say “no” if necessary. Don't forget the following - not every request needs to be fulfilled. If a refusal harms your interests, then you can politely but firmly say “no.” After that, just do your work further. If you can't say no, then you'll waste your time catering to other people's requests.
Simplify your work using technical innovations. You can use those gadgets that will make your work faster and easier. If, for example, you cannot vacuum or wash floors every day, then buy a robot vacuum cleaner. It will turn on in the morning, clean the apartment, and turn off in the evening. After work, you will simply return to a clean home.
Divide your own work between colleagues and household members. Do you believe that only you are able to do the necessary work better than others, but you simply don’t have time? In this case, you urgently need to delegate to other people some of your own chores at home or at work. Otherwise, you risk getting sick and losing strength.

Share work with colleagues

Make a “Work” map. Make a sign in a notepad or on your phone or netbook. Divide it into days, weeks, months. Write a list of the work you need to do daily. In addition, allocate homework that needs to be completed no more than once a month. Also write down what needs to be done every 6 months.
Analyze your time and activities. Every evening, or once a week, dedicate time to how much work you were able to accomplish and not complete. In addition, figure out the reasons why you didn’t do something so that you don’t repeat your own mistakes next week.

Tips for creating a daily plan

How to plan your day? Start from 2 points:

Time to make a plan. It is better to prepare in advance: either the night before or in the morning. In order to have the opportunity to review it and make adjustments.
Summing up the day. The last point in daily planning should be summing up the results of the day. Analyze what you managed to do, what caused difficulties and how to improve the process of implementing tasks.

The step-by-step process for preparing a plan is as follows:

Make a list of things to do. Include small things and big ones.
Divide things into groups. The criteria for sorting are different, for example, importance and urgency (the principle of division is described above). The important ones include those things that will lead to achieving your goals. Complete them first. If some tasks require immediate completion, start with them.
Number the tasks in order of completion.
Use notes to categorize tasks by importance (symbols or coloring).
Schedule tasks to be completed at a specific time. Leave a reserve in case of the unexpected.
Don't plan too many things in one day. Plan 1-3 important things that need to be done anyway. And the rest, if you have time.
Distribute your tasks evenly throughout the week.

Paper notepad or planners

Services seem difficult and incomprehensible, are you used to the old fashioned way? Then start your time management journey by writing in a paper notepad or planner, which can be purchased at any bookstore.

The pages of the planner contain tips for the week, principles and techniques of time management. This planner will help you manage your to-do list by assigning each task a different level of importance.

Regardless of the tool and method you choose, the main thing is to start. Make a plan, prioritize and get started.

Other useful planning tips

When planning your day, use these tips:

Get a beautiful diary or download an application for your smartphone or computer where you will write down your tasks and plans. There are many assistant programs that automatically organize tasks, make changes on time and remind you of plans throughout the day. Popular scheduling tools include Google Calendar and Wunderlist.
Always keep a planner or diary handy. In order to make adjustments to the daily routine if new things arise and record a new task.
Use 2-3 planning tools. For example, there is an effective BulletJournal technique. According to it, plans, ideas, habits, finances are written down in a regular notebook. Or the popular Pomodoro planning technique. Its essence is as follows: you set a timer for 25-30 minutes and work actively, without distractions. After turning off the timer, take a 5-minute break. After which you return to your duties again for 25-30 minutes.
Distribute the load. Scientists have found that the brain functions better at certain times. Follow your internal biorhythms. Analyze what time of day you are most active. Distribute the load depending on this.

And one more recommendation. Try to avoid overload. In your diary, set aside at least one free day to devote to yourself and doing your favorite things.

How to plan your day correctly to get everything done?

Tips on how to plan your day correctly to get everything done:

Follow the 70/30 principle

It is impossible to completely plan the day, and it is not worth it. The fact is that in this case your actions will begin to not correspond to the schedule.
And “imprisoning” your own time in a to-do list can lead to the following - you will find yourself in strict limits, you will feel like a robot, with your life written out in advance.
The best option is to schedule only 70% of your time. Just think, many events cannot be predicted. Therefore, leave some time free. You can make a small supply in between.

Plan your next day tonight

Planning your day for tomorrow is commendable. But, if you are afraid of forgetting something, try to write down all your own affairs.
Divide the work by level of complexity, divide the diary into a couple of columns. In one, write down those things that need to be done urgently. In the other, the work is not so important, which in case of unforeseen circumstances can be done tomorrow.
Cross out the work you have already done . This way you will have an additional incentive, new strength will be added to solve the issues that remain. The less work left, the more confident you will be in handling it.
At the end of the day, add some kind of inscription, for example: “Hurray! I was able to accomplish this” and so on. This inscription will begin to stimulate you the next day, allow you to achieve new tasks, and relax after finishing work.

The next day,
complete more planned work before lunch.

When you realize at lunchtime that you have already completed important work, it will be much easier for you to cope with the remaining tasks.
Take advantage of lunch to resolve personal matters. In the evening, keep the minimum amount of work done.

Take a short break every working hour

This rule is considered mandatory for everyone. You will have more rest and your work will be more productive. Choose a special scheme for yourself. For example, work 50 minutes, rest 10 minutes, or work 40 minutes, rest 20 minutes.
When you relax, don't just lie on the couch. You can spend your vacation usefully: stretch your legs, do push-ups, jump, walk down the street, call a loved one, and so on.

Create a realistic work plan

Don't bog yourself down with work you can't handle. Don't create a to-do plan that you can't handle.
Plan your time so that you have enough time for everything.

Do large jobs in parts

This strategy is also commonly called “salami cutting.” Divide your own goals and tasks into small portions.
Deal with them over a long period of time.
Set aside approximately a couple of hours every day for these tasks. When you reach the intermediate goal, you will achieve certain results that will begin to motivate you to do the rest of the work.

Sit in silence for a while

It often happens that some extraneous sounds begin to simply irritate.
Because of this, it is impossible to concentrate normally and do important work.
To cope with such matters, work quietly so that nothing disturbs you. This way you will be as focused on business as possible, achieve high productivity and excellent results.

Stay quiet
Put items away when not in use

This way you will save a lot of time and avoid confusion. We recommend that you get rid of old, unnecessary things, excess junk, so that only the elements necessary for work are on the table.
Store items in designated areas. For example, place documents in a special folder, fasten receipts with checks, put pens and pencils in a cup. After the work done, you will feel an unforgettable effect.

Throw away unnecessary things

All those stocks of things that are already outdated cannot bring anything good. They only create dust and disorder. In addition, such objects have negative energy.
Get rid of unnecessary items quickly. If you feel sorry for them, give them to those in need. They will need them more. Deliver shoes and belongings to orphanages. They will definitely thank you there!

Stephen Covey Method

Stephen Covey is considered one of the followers of the Franklin system. He is a world-renowned expert and coach in the field of management. Covey is a professional speaker and the author of numerous books. One of them was included in Time magazine's list of the most influential business literature.

A book ahead of its time, The Seven Habits of Highly Effective People. Covey wrote it in 1989, but it became a bestseller only after its re-release in 2004.

The Covey concept is based on a sequence of seven skills.

Sharpen the saw, that is, constantly improve yourself.
Achieve synergy, that is, strive for mutually beneficial interaction.
Be proactive.
Try to hear first, and only then be heard.
Start with the end goal in mind.
Think in the spirit of “win-win.”
Do what needs to be done first.

The matrix of task distribution and prioritization will help you implement the last skill. Covey borrowed it from the 34th President of the United States, Dwight David Eisenhower.

All tasks are divided into four groups:

Urgent and important (needs to be done as soon as possible);
Non-urgent important (strategic tasks with a distant deadline);
Urgent, unimportant (needs to be done quickly, but you can put it off or not do it yourself);
Non-urgent and unimportant (as a rule, such matters can be crossed out or entrusted to third parties).

According to Covey, successful people rarely find themselves in time pressure, as they quickly deal with tasks from categories 1 and 3 and without mercy sacrifice things from square 4. At the same time, they devote 60–80% of their time and energy to solving problems from square 2, because they are the locomotive of progress.

Conclusion

To become more effective, at the end or beginning of the day, write down the tasks facing you and prioritize them using the Eisenhower Matrix (or the Covey Matrix, whichever you prefer). To do this, you can use the Eisenhower app (iOS) or MyEffectivenessHabits (Android). Try to maintain the proportion: 40% are important urgent matters, 60% are important non-urgent ones.