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How to create a daily schedule

How to Create a Daily Schedule

Transcription

What’s up, guys? Welcome to another edition of growth Fridays this week. We’re going to discuss how to create a daily schedule. This came out of tribe session where a couple of guys were having issues with just overall prioritization and instead of diving into the specifics of how they were prioritizing, what I thought I’d do is I would break this down into a simple format of actually how to create a really effective daily schedule, which is a real key to prioritization.

So let’s hop in so the real goal here with daily scheduling is that you have a calendar.

How to Make a Daily Schedule for Yourself 

Be Full of prioritizing action items that are aligned with your goals. So instead of showing up each day asking the question of what do I have to do and just checking off a list of action items which will completely drain you of energy motivation passion creativity, etc. The outcome is for you to be able to create these daily schedules which will kind of propel you forward and are aligned with your personal outcomes your personal mission, vision etcetera and that your schedule is prioritized in terms of what is most important. 

What’s the closest thing or what’s the one thing that is going to help you achieve? Whatever it is. You’re trying to achieve that makes sense.

Steps on how to schedule your day effectively 

So there are four steps to making a daily schedule for yourself. The first thing you want to do is capture everything that’s in your brain and get it down on paper.

The second is to create outcomes with the purpose in mind. That means hitting those outcomes with those goals and then to create a list of action items that are going to align that to take everything that you had in your brain and captured on paper or in a note app and put it in the proper format and then.

Go ahead and prioritize that and time block that which will walk through and then actually commit – which means get it on the calendar actually and create the daily schedule.

And then, I threw a fourth one in here, which is incredibly important; which is to measure which is set time aside each week to go ahead and measure your progress.

What I’m going to do here is, I’m going to go through what I use as far as the tools I use and then we actually have two different downloads from our Launchpad course and our Ultimate Action Plan course that can help you do this. 

If you want to keep it simple, just download the stuff printed out or use it on your laptop.

Going back to the first step, the focus is to dump out your thoughts onto a piece of paper or note app just to make space for thinking. 

Get it all out in front of you. In regards to the process of doing this actually in the Launchpad here, we have this part called ‘creating a weekly plan,’ which we’re going to show you here the steps which totally aligns with what we’re talking about.

Step 1: Capture

Coming down into the four-step weekly plan: the first step here is actually capturing. So clearly this is essentially where your brain dump (right-capture) any task, habit or outcome in your mind. 

You can make sense of this, right? Because that’s what you’re going to do.

In Step 2, which is to create, the idea here again is just to start dumping out things that you’re thinking about throughout the day. I actually use a journal for this. So I think it’s for me. It’s the most effective I get up in the morning. I go through my journaling process and then I begin to start capturing things at the end that I need to get done.

And then once I’m done with that, I go on to phase two, which is to create.

Step 2: Create

The goal here is to align your to-dos with your goals. Go ahead and time block those to-dos and then prioritize them in terms of levels of importance and there’s a couple of different ways you can do that.

We have three steps here in terms of creating your essential Schedule:

Step One is obviously to set goals. So chances are you might already have certain goals, but if you don’t, as you capture things out, you want to think in terms of well, “what’s the real outcome of this action?”

“What is it that I actually want to achieve or is this thing?”

“I should create an actual goal first, action items, an ejective verse, a key result? Is it a key result so?”

You can start to think in terms of what’s the real outcome here?

What’s the real goal I want to achieve?

And then, why is it that I want to achieve this goal?

Always reflect on those sincere questions any time you take any action.

As a result, you end up always wanting to put into perspective what you actually want and why you want it. 

Once you have those aligned, then you can get into the action items and see how what you thought you needed to do aligns with what it is that you truly want. And then list those action items, right?

I use an app called Sunsama for this.

The way I had it set up is, we go into my home here. So this is my goals across my personal goals, company goals, etc. And then within these, I have all of my goals set up in here and then whenever I need to create action items, they just get dumped right into my list of tasks here. So the idea here is again to align what it is that you are going to be doing throughout the day with what it is you want why you want it makes sense.

Once you went ahead and put that in some sort of project management tool or just used a piece of paper and aligned everything, you get a clear understanding of what it is that you need to accomplish throughout the day. 

Before I go into the next step, actually in these pages – you can do it on either one of these steps up – the real incredibly important piece here is to time block your to-dos.

So go ahead and put in how much time you think it’s going to take you. So let’s say, I need to write a research paper and I think this is going to take me about 60 minutes, and then I need to go to the gym. And that’s going to take me 45 minutes. Then, I need to pick up dry cleaning and that’s going to take me 20 minutes.

What that’s going to do is going to start to give you a good understanding of how much you got to get done. Sometimes, it might feel overwhelming and then you’ll go ahead and prioritize it and from that prioritization, you’ll need you’ll know what you actually need to get done throughout the day and maybe you can push it off to the next.

Sometimes you think you have 50 things to do and it’s going to take you 20 hours and then you list it all out and it actually is an hour and a half. Maybe it’s just 20 emails you need to reply to and then you have a full day at you. So it’s pretty enlightening once you start to do this and add this to your practice.

So again, time block it and then prioritize it. 

Now I use a different tool for this which we’re going to get into so let’s go on to step three, which is ‘commit.

Step 3: Commit

This is where you actually create the daily schedule. So what I use my calendaring app is called Sunsama. This is a new tool that I absolutely love because what it does is it merges your tasks in your calendar, which for some reason calendaring apps cannot seem to do.

With that said, Google does have tasks on their calendar. It’s just there’s no depth in it where you can’t set goals and you can’t prioritize and,  personally, it’s just not enough for me. So what I’ve been using is this calendar app called Sunsama which what it does it allows me to pull in different tasks from Asana, from Trello because I use both of these platforms.

And there are a couple of other Integrations you can add into and then it allows me to drag stuff over. So there’s a couple of things I need to do and help my buddy with his nonprofit side. I need to call and make sure my wife’s on our Netflix account. So these are things I need to do tomorrow, right?

And as you can see here, this has a specific time blocking button. So this is probably going to take me about two hours to do. This should take maybe 10 minutes to do and then you can see this actually tells me how much time that I have a lot for the day and then I can go ahead and check out my calendar here and this is going to allow me to start dragging stuff over.

And then the rest of my day is wide open, right? So what I can do is I can go ahead and drop this in here and now I have it scheduled. And it is on the calendar right now. I got a full day here. 

It’s all good; takes 10 minutes. But as you can see here, I got plenty of time to work on other tasks and bring things in which I do have a lot more to do.

I just haven’t started planning my day yet. So that’s basically it means a very simple process of going ahead and just taking your tasks, time blocking them, prioritizing them – which I don’t have here and then go ahead and put it on the calendar. Now, there’s a couple of different ways you can actually prioritize. I had a coaching call yesterday because I’ve been working on this myself.

My main priority of prioritizing is really focusing on the big “one thing” or the big rock that’s going to move everything and if I can get that done throughout the day, then usually the day’s a success. A lot of times when I get that done, then I got a whole other list of items that I want to make sure I’m prioritizing as well.

So what my coach gave me was a very simple way of doing it which is by prioritizing things as P1 P2 and P3. So that’s priority one, priority two and Priority three. Go ahead and list those out (note that there are other types of ways of doing it where you can list things based on urgency and importance). I forgot the name of the format that people use for that or you just list them out one to ten.

My wife just lists out all of her Task from 1 through 10 on a piece of paper. She doesn’t use any of this crazy stuff that I use. She just uses a notepad list all her stuff out and then prioritize it based on one through 10 and then get that in her calendar. So that’s a very simple easy way to prioritize things the outcome is to prioritize.

A hundred different ways of doing it just depend on what fits you. I try to keep things simple on that and obviously this stuff is a little complicated but it works for me. 

Step 4: Measure

The final step is to measure. So schedule time weekly to measure your progress and make adjustments in our action plan course.

Actually, we have a really good set of questions that we provide for you to go ahead and do a weekly review. 

The thing to do is schedule a recurring meeting with yourself. Maybe like on a Friday or Sunday to go ahead and try the questions I ask myself.

The four simple questions are.

  1. What were my wins?
  2. What was great this week? 
  3. What can I celebrate? 
  4. What were my misses?

That is, what are the missed actions, items that I missed or not follow through on? And then, if I did, then I ask myself, Why did I fall through, so I can just get some learning in there and start to understand why I did it.

Sometimes it’s a little difficult to uncover yourself. That’s why you have you have a coach and you have to personally try as well obviously.

So ask yourself, what did I learn from this week;  whether it was a win or a loss? What did I learn and then what adjustments do I need to make going into next week?

What can I change or modify to achieve my goals? 

Personally, sometimes, making an adjustment means I have achieved my goal already. So I just need to set a new goal. 

Sometimes it’s a “man, I’m way off my goal. I don’t know. I need to call my coach.”

Sometimes it’s just a simple adjustment like just time blocking a certain way or readjusting my schedule or something like that. 

Summarily, again, the four steps are:

  1. To capture 
  2. Create 
  3. Commit and then go ahead and 
  4. Measure your week.

Any questions? I’m here. Hope this was helpful. 

See you next Friday!

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