On scheduling my priorities
This planning and prioritization template has truly changed my life… and I’ve tried a LOT of hacks over the years.
COOKING Healthy Blue Zone Baked Gnocchi
WATCHING Constellation on Apple TV
Currently…
In the juggle between career and home life, I've often found myself caught in the relentless tangle of deadlines, overbooked calendars, and the perpetual question of "What's for dinner?" Transitioning from career woman to working mom didn't come with a handbook, and the quest for managing time efficiently while concurrently managing a household has been a constant companion.
I've danced through various productivity methods over the years—time blocking, designated 'no meeting' days, the 3-3-3 method, and personal Kanban boards in Asana. While each had its merit, none dramatically optimized my time to work more efficiently throughout the week.
This past fall, I decided enough was enough. Taking bits and pieces from each method I tried, I crafted a system tailored to my weekly routine. From the poll in my last newsletter, you resoundingly declared that you wanted to see more routines, systems and productivity tips. So let's get into it!
Step 1: The Sunday Seven is my non-negotiable start to the week. Ideally done on Sundays, this process involves reflectively assessing the past week, setting intentions for the coming week, taking a pulse on special events or childcare needs for the week, planning meals, and syncing schedules with my partner. This 45-minute ritual sets the stage for a week of clear priorities and intentions.
Answer: I start by reflecting on the previous week, asking myself, "Did I accomplish what I intended to last week? Why or why not?" This sets the tone for understanding my achievements and learning from my shortcomings.
Prioritize: Next, I outline this week’s top 3 intentions, focusing on what matters most to ensure that my energy is channeled into high-impact activities.
Identify: Here, I assess the landscape of the coming week for any special plans, events, or childcare needs, ensuring nothing catches me off guard.
Plan: Meal planning comes next. I jot down the day, meal, where the recipe can be found, and who’s cooking, making the perpetual "What's for dinner?" question a breeze to answer throughout the week.
Invest: Self-discovery time. I ask, "What is the one investment in ME this week?" It’s a moment to ensure my personal growth isn’t sidelined.
Complete: I tackle the to-do list next. Here, I carry over any items that didn’t get crossed off the previous week, ensuring nothing falls through the cracks.
Sync: Finally, sitting down with my partner to discuss the week ahead. This step, as I shared more about in my last post, cements our family’s plan and gives us a chance to align our schedules and expectations.
Step 2: 2-3-2 Daily Planning Method ensures that each day starts with purpose.
First thing on Monday morning, before I allow myself to be swept into the current of answering emails and responding to Slacks, I take a moment to enjoy my coffee and immerse myself in my daily planning exercise. With the list of to-dos articulated during my Sunday Sync in hand, I begin the task of categorization. Each to-do is assigned to one of three categories:
Deep Work tasks are those requiring intense focus and are allocated a 2-hour block of my day for completion. I assign one of these per day.
Priority to-dos resemble sticky note tasks, not overly time-consuming but imperative, needing anywhere from 30 minutes to an hour to accomplish. I assign up to three of these per day.
Maintenance Tasks are necessary responsibilities that demand my time but require less mental effort (i.e. meal prep dinner, call the doctor, have a 1:1 with a team member). I assign up to two of these per day.
Following the categorization, I weave these tasks into my weekly planner, assigning them to specific days of the week.
Step 3: Time Blocking on my calendar is the final and most critical step in this planning method. This practice not only earmarks when I will attend to each item on my to-do list but also serves as a reality check on my true bandwidth when incorporating these tasks amongst meetings, school pick-ups, etc. It's not uncommon to find myself pushing lower-priority tasks to the following week, as this step vividly illustrates the limitations of time versus the ambition of my to-do list.
This system may not be revolutionary, but it's profoundly shifted how I approach my week—bringing a sense of calm and control that was previously elusive. And the best part? I've made this system available for you to download for free, so you too can experience the clarity and focus that has transformed my weeks.
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Thanks for the continued support on this journey,
Barbara Mighdoll
P.S. You may have noticed this newsletter has an updated look. I’ve moved it to Substack from my previous provider in order for us to have real discussion on these topics. That means you can now like & comment on each newsletter. So let’s get the conversation started, leave a comment to kick it off👇