How To Plan Your Work Day (And Week)

As a self-proclaimed time management strategy junkie, I've talked about how one of the ways I handle a stressful work day is by using the Productivity Planner.

A large part of my job is project management, so not only am I managing my own time, but also the time of my creative teams and often my external clients too.

The Productivity Planner, like it’s predecessor, the Five Minute Journal, has a super simple layout and beautiful design aesthetic, as well as plenty of inspirational quotes from well-known productive people. So how does it work?

Forward plan your week

Every Monday morning, I sit down with my coffee and start to fill out my tasks for the week - the planner asks you to pick your top 5 tasks, then your secondary 5 and then the 5 tasks you can complete only if you get the top 10 tasks done.

I also fill out the one action that will make my week more productive, which is good to pin down with a clear (and hopeful - ha!) mind on a Monday morning.

Ideas might be turn off email for periods of time, take regular breaks or batch tasks.

Prepare for each day

Once you have those 15 tasks nailed down, you move to the daily workday planner and continue to fill out a fresh plan each morning.

Not only do you choose your number 1 most important task to complete that day (and again the subsequent secondary tasks you can complete if that gets done), but the planner also encourages the Pomodoro technique.

The idea is that you work for 25 minute intervals, then take 5 minute breaks in between. So you estimate how many 25 minute blocks you need to get your task/s done, then being the race against time.

Look back on Fridays

Finally on a Friday afternoon, I complete the weekly review - no coffee this time, but a glass of wine about an hour away...

I note down what went well, what I learnt and (the most important part I think) what didn’t get done on my list and what will flow over into the next week.

That part of the review is particularly insightful as it reveals where I’ve procrastinated, where people haven’t gotten back to me on time or where I am or the team are letting projects slip.

What do you think of the Productivity Planner principles? I’ve been following them fairly consistently throughout 2016.

Would you like a follow up post with my learnings (and failings) around the process so far this year? Let me know in the comments below. 

YouTube Favourites: Lifestyle Edition

I’ve unashamedly confessed to my love of YouTube channels herehere and here.

Today I’m taking you through my favourite ‘lifestyle’ channels - a difficult category to define but I’m pegging it as advice and tips from others on how they’re living their lives.

Mimi (and Alex) Ikonn

Mimi and Alex’s videos are just beautiful. They are such high quality and always include stunning landscapes and left-of-centre tunes.

From travel vlogs to Mimi’s monthly favourites, it’s basically a fun reality show with insights into their lives and business in London.

One of my faves - their morning routine - is above.

Gabrielle Bernstein

If you haven’t discovered Gabrielle Bernstein yet, you’ll be happy now you have.

Some of her concepts are pretty out there but the underlying themes of her books and videos are spirituality, health and how to manage your thoughts and moods.

There are plenty of great, short tips on her channel to get started with.

Marie Forleo

Bizarrely, I used to have a dance cardio DVD with Marie Forleo as the instructor. When she blew up on the internet, she seemed very familiar…ha!

Now she runs the famed B-School, teaching marketing strategies to entrepreneurs.

Her YouTube channel covers ‘Marie TV’ viewer Q&As and interviews mainly with business owners.

It’s not just business-specific though - there’s lots on productivity and life choices and her wacky cutaways always lighten the mood.

Team Stratejoy

Ok I’m cheating as the Stratejoy channel only has two videos (for now).

But Molly’s website is great and the Year of Mastery video is amazing - it’s about a concept called the Cycle of Years and the types of years you may encounter. Watch it now!

Which year are you having in 2016? Let me know below.

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Meanwhile, I'm taking a brief hiatus from the blog while we're on our overseas trip. I'll be back in May!

If you miss me, you can read some of your favourite posts here, and if you have any suggestions for what you'd like to see on Where the Light Plays in the future, let me know in the comments below, or over on Facebook

January Recap and February Intentions

How has the first month of 2016 been for you dear readers?

Mine has been pretty great - with no specific intentions and a fairly free schedule, I’ve been able to enjoy the warm weather, take my time with thinking about 2016 and I’ve also been practicing a fair amount of gratitude (more below).

So here’s what’s changed at Where the Light Plays this month:

Journaling

I’m pretty sure I was 16 the last time I kept a journal. And it was mostly to document my crushes…

I’ve mentioned them a few times but I’ve become even more obsessed with Alex and Mimi Ikonn lately. On the surface they lead a pretty glamorous life but their backgrounds, outlooks and goals are very sincere.

I’ve been wanting to pick up The Five Minute Journal for a while but the overseas shipping is pretty exorbitant. Apparently this will change soon so I think I’ll still purchase my own copy when the time is right.

The great thing is the authors, Alex Ikonn and UJ Ramdas, actually give the planner away for free on their website. So I mocked up my own journal to start trying out this habit in January.

journaling-ikonn-cactus.jpg

And? I truly love it. It puts me in a great frame of mind when I think about what I’m grateful for each morning and makes me more conscious about what I want from that day.

I can check in on the journal after work to make sure I’m on track with what I wanted, then I practise gratitude before bed. I totally recommend trying this (even without buying the journal).

Productivity Planner

The obsession with Alex and UJ continues… again, for free.

As you probably know, I’m always up for trying new strategies to be productive and manage my time at work. I’ve been using the Productivity Planner worksheets to plan my week on a Monday morning, listing out my most important tasks. I then complete a review of the week on Friday afternoon to see how I’ve tracked with the goals and what I’ve learned and want to take forward into the next week.

A few weeks in and I’m finding this a very useful tool with a particular benefit being you feel like you’ve accomplished a lot by the end of the week.

Kittens!

Newsflash - I’m not the hugest risk taker in the world.

Luckily my husband has more of a taste for getting us out of our comfort zone, so persuaded me to agree to looking after two kittens for a week while his coworker was away on a business trip in January. I was pretty concerned about our current cat being put out and the general disruption to our house.

In the end it was such a rewarding thing to do - to know they didn’t have to go to a cattery, to get to hang out with two beautifully natured kittens and to help our cat socialise with other cats.

The lesson? The best fruit is out on the furthest branch, so take a risk!

February Intentions

And as for February?

Focus on home decor

We moved into our house almost two years ago now and I’ve been wanting to update some furniture, buy some rugs and do the final declutter ever since. February is my month to get this done!

I’m depending on Gray Malin and Danielle Moss for online inspiration. Check out my Pinterest boards here and here.

Plan a holiday

I’m very excited that we have an overseas trip planned this year. Almost 4 weeks in the States and Mexico is on the cards and I can’t wait! Time to trawl accommodation sites and plan sightseeing and (mainly) eating and drinking in each city.

If you have any Austin or Mexico City recommendations in particular, please let me know below!

Do my rehab

I spoke about this in an earlier post, but I have a niggling, continuing hip problem that gives me pretty bad lower back pain from time to time. I have a series of rehab exercises I need to do a few times a week but I always find an excuse not to do them.

The benefits definitely outweigh the time it takes me to do the exercises so I’m committing to three times a week through February.

What are your February intentions? Let me know below or over on Facebook

 

November Recap and December Intentions

November is nearly done and we’re heading into true holiday season (and also summer) here in Australia.

These intention posts have been great for me. They keep me grounded to a few specific aims throughout the month and also make me look ahead to the next period.

So how did I do last month?

Schedule quarterly shopping days

I certainly scheduled this a few times, but as I was away on trips three weekends of the month, this one fell a little flat.

I did spend one Sunday afternoon trying on clothes with no luck (why is it all cheesecloth and resort wear at the moment?) so went back and did some shopping on my old favourites: Asos and Adore Beauty for some online fulfilment.

The good news is scheduling the day made me actually assess what is missing in my wardrobe.

Plus, I had plenty of other fun things on this month so I know I can schedule one of these to brighten up a less exciting weekend in the future.

Eat more frogs at work

I wasn’t doing so well on eating frogs until I moved desks to a quieter part of the office.

We’ll see if it lasts but the change of scenery and quieter atmosphere has made it much easier for me to plan my days and get rid of those pesky frogs that have been hanging around for weeks (or months), but I have never bothered to do.

As I mentioned in this post, I’ve also received the PDF of the new Productivity Planner and have been trying to narrow down my top three tasks of the day, knowing if I get those done, I’ll feel satisfied and accomplished.

Plan for the holidays

There are three key areas for me around Christmas - organising gifts, stocking up on my favourite food and drink, and making sure my calendar aligns to all the fun events ahead.

The gift and refreshments list is written and my calendar is happily bulging at the seams.

Once those items are ticked off, I then make sure I donate to charity for Christmas to help those who don’t have the luxury of planning the holiday season the way I do.

December intentions

Swim

pool-swimming-where-light-plays.jpg

I was lucky enough to grow up in a house with a pool, so summer to me definitely includes swimming.

This one has been a struggle for me for a few years now, as I live over an hour from any decent beaches and I generally put off going to public pools.

Planning in my dips is the main roadblock here so I’m going to keep an eye on the weather forecast, lock in a few beach and pool trips, and I know for sure I’ll be able to swim over the family Christmas at the very least.

Do outdoor yoga

How nice does this sound? I read about outdoor yoga classes in our local newspaper last year, and have wanted to try it since.

I’ve done beach yoga, but as I mentioned I’m a bit far from the ocean to recreate that any time soon. I'll start here and see if I can rope a friend in to join me.

Enjoy events

Ok, I think I’m reusing one of October’s intentions, but how important is this? The month of December will fly by and it’s easy to get lost in the busy-ness of the season.

“You must live in the present, launch yourself on every wave, find your eternity in each moment. Fools stand on their island of opportunities and look toward another land. There is no other land; there is no other life but this.”
― Henry David Thoreau

3 Steps To Managing A Stressful Work Day

When was your last work meltdown? Unfortunately the occasional stressful day at work is pretty much unavoidable.

With so many modes of contact, numerous meetings, deadlines and interruptions, it’s a wonder we’re keeping it together at all in the workplace.

A few weeks back I arrived at work and within half an hour was already feeling quite stressed. Emails were pouring in, people were dropping by my desk and our internal chat tool was going into overdrive.

So what did I do?

I stepped away from my desk

When you’re drowning, it can seem counter intuitive to drop everything and walk away. But this is by far the best tactic when you're feeling overwhelmed at work.

Go to the bathroom, grab a glass of water, or walk to the cafe and pick up a coffee.

This will immediately create space in your mind (I usually remember an important forgotten task during these times) and give you perspective. On this particular day, sipping a glass of water in the kitchen reminded me to go back to my desk and then...

I made a brand new to-do list

I realised I was likely stressed as I had not quantified where I was at and had not planned my day properly.

If you do no planning, you’re easily caught up in minutiae and distracted by interruptions.

You turn back to your desk after each interruption and wonder ‘where was I?’.

Once I wrote down what needed doing, I could drop the ‘crazy busy’ act and realise that yes, I had lots to do, but it was going to be manageable.

I did however have to recognise that maybe it wasn’t all going to be managed and completed today.

This meant I needed to regroup and then...

I used the Pomodoro technique (AKA you can’t do everything today)

I’m not completely strict with the Pomodoro technique but I take on its high level ideas.

The concept is that we all have peaks and troughs during the day and we can’t expect ourselves to work at 100% capacity, 100% of the time.

The Pomodoro technique quantifies this as 25 minutes of work on one task followed by a 3-5 minute break (preferably away from your desk).

I’m also looking forward to getting a copy of Alex Ikonn, Mimi Ikonn and UJ Ramdas’ new Productivity Planner. The planner looks great and advises you to only pick 3-5 important tasks for the day and structure the work day around completing those in the short Pomodoro bursts.

The idea that you’ll only complete 3 tasks in a day may scare people at first but, in reality, your time is best spent ‘single tasking’ these important items, rather than multi tasking small, less important tasks and basically only keeping your head above water.  

What do you do when you’re overwhelmed by stress at work? Let me know in the comments below and share this post if you think it will help others.