How to plan your day: 5 main techniques

Each of us is involved in planning our day, even if you don't make a special list for this or use an app. We often implement a set of specific tasks that need to be completed in a chaotic manner, which affects efficiency. Has it ever happened that at the end of the day you fell from powerlessness, and then realized that you hadn’t really done anything important? If yes, then you should reconsider your approach and choose one of these effective techniques for planning.

Three main things

A large to-do list is not for everyone, because the sheer number of things to do can make it difficult to identify the main goals for the day. Even from a psychological point of view, a large list will be intimidating, and concentrating on the important and unimportant will become difficult. There is a way out of the situation: try not to write a regular list in which you include both small and large things. Select the three main ones among all the points and write them down in a separate column. Small things that also cannot be forgotten, put them in a separate column or write on the other side of the page. What you didn’t manage to accomplish during the day, don’t be afraid to reschedule it without a twinge of conscience until the next working day. The main thing is the three main things that need to be done first.

Who should plan their working day?

Every person should be able to plan their working day. This way you can save time and work more efficiently. But there are 3 categories of people who simply must engage in personal planning.

Freelancers. The most undisciplined worker is a freelancer. He doesn’t have a clear schedule, and only the deadline reminds him that it’s time to sit down to do something. That is why it is very important for freelancers who work with several clients to plan their working day. It often turns out that new orders appear with a difference of one or two days, and if you wait until the last minute, you may not have time to work on two projects.

Businessmen. Everything here is almost the same as in freelancing. Especially if it's an online business. On the one hand, you can relax at home while your employees are working, but on the other hand, this approach will inevitably fail. In the West, the cult of workaholism flourishes among businessmen. They believe that if you don't work 60 hours a week, it means you're lazy and have nothing to do in business.

Leaders. A leader will not always be a businessman. The owner of the company may not take an active part in the affairs of his company, but its director takes responsibility for the operation of the whole mechanism. That is why leaders of medium and large companies must use their time effectively, because their decisions determine the future of the company in the long term. Planning a manager’s working day is a way to most effectively distribute your time between strategically important tasks.

ABC planning

You need to arrange things on your list for the day not in a chaotic order, but according to priority and importance. It is better to plan on paper and write down all the things in a row. The next step is prioritization . With the letter A , mark the most important things (about 15% of the entire list) that should be completed first. B - important things that cannot be forgotten, but failure to do them will not lead to anything bad. This category might include checking email, making a call, or meeting that can be easily rescheduled for another time. Category C - tasks of the least importance that may make up the majority of the list, but in fact they can be deleted or assigned to others without regret. It is on such things that we spend a lot of time every day, losing efficiency.

For the method to fully work, you should always take on tasks from category A first and not move on to other items on the list until the most important ones are completed.

Rule No. 7. Combine tasks of the same type

When planning, always try to combine tasks of the same type. In the process of performing any work, the brain constantly tries to concentrate on it and after completion, it needs a certain time to switch to another job.

Therefore, combining tasks of the same type will allow you to tune in to their implementation as efficiently as possible, while you will not need to constantly switch and re-concentrate, and tune in to practically the same work, which will help to significantly save some of your time.

Benjamin Franklin Method

Benjamin Franklin's planning method is global and may not be suitable for everyone, but the politician proved its effectiveness by his own example. The approach that is now called the “Franklin Pyramid” was invented by him at the age of 20. Franklin followed his method throughout his life and took planning very seriously.

The essence of the approach is that you need to highlight life values for yourself . Franklin called them virtues. Moral guidelines will be individual for everyone, but they must be adhered to throughout life.
The second stage is setting a global goal . What do you want to achieve depending on the field you work in? What peak do you plan to achieve by this or that age? These questions will help you clarify your goals and you will understand how best to organize your year, month, day.
The next point in the Franklin Pyramid is the master plan . It needs to include specific actions that are needed to achieve the global goal. You literally write down your steps: get a job at company N, sign up for English courses, and the like.
The fourth point in the pyramid is a long-term plan , which includes goals for the next 3-5 years.
The fifth point is a short-term plan . These are the goals for the coming year and month.
The sixth point is a plan for the week and day .

Each step of the pyramid depends on the previous one. From small steps a big goal emerges, but to achieve it you need to write down all the details.

Basic principles of time management

The science of time management consists of a system of principles. These provisions serve as the foundation of any tool used within the framework of time-management:

Action planning. Things should always be planned: for the next day, week, month. Create clear short-term and long-term plans that support efficient, responsive work. Write down your goals on paper or in an electronic diary. Break large tasks into small subtasks, think through the sequence of actions in large-scale projects in advance. Leave a reserve of time for force majeure.
Formulation of specific goals. An important component of time management is goal setting. Apply the rule of “goal decomposition”: set global goals, divide them into more specific, local tasks, moving from the general to the specific. Instead of a vague image, paint a clear picture. Develop a value system and take into account possible mistakes. Determine the consequences of achieving goals that motivate work (increased brand awareness, customer loyalty, increased sales volumes).
Fixing the plan. Use powerful tools to visualize your plans. Set the desired algorithm of action for the company, division, or individual employee. Illustrate the step-by-step execution of work, promptly make changes: this will help prevent unwanted failures and stabilize the situation in time. Experts recommend using planners - programs for planning tasks. Great options for entrepreneurs are Evernote, Trello, Basecamp.
Prioritization. Rank things by importance. Perform actions sequentially: start with urgent tasks, smoothly moving on to secondary ones. While focusing on current items, do not forget about the main direction. Schedule complex tasks during peak productivity hours.
Focusing on the main thing. Focus on global goals. The main practical skill of time management is not to be distracted by extraneous things. Do less important things during “non-resource” times. Know how to say “no” by avoiding unplanned breaks: try to refuse idle chatter with colleagues, Internet surfing on social networks, watching TV and reading the yellow press during working hours.
Analysis of experience. Stay aware, observe the changes in your own life from the outside. Analyze situations that led to specific losses of personal resources. Analyze mistakes and take measures to prevent failures in the future. Draw pragmatic conclusions, create an individual set of rules for time management, adjusting them to the characteristics of a specific activity.
Vacation planning. Adequate rest is one of the elements of effective time management. If you want to improve your personal performance, plan not only business tasks, but also quality leisure time. Don’t skimp on communicating with loved ones, get enough sleep, take days off. It is possible to fully use psychophysiological capabilities only under the condition of complete and regular restoration of strength.

Time management rules

Planning is the key to success. Most successful people plan their day minute by minute.

Planning using the Pareto method

The Pareto principle is very simple: 20% of effort and time give 80% of the result . How often have you done something big, put in a lot of effort and energy, but in the end the result turned out to be insignificant? Perhaps it was all a matter of approach and poor time management. The Pareto principle was invented by economist Vilfredo Pareto in 1897, but this method can easily be applied in all areas of life, not just in the work of a manager or economist. The Pareto method means that you need to concentrate only on important things that can ultimately bring a significant result.

Rule No. 2. Always summarize

Effective planning is impossible without constant summing up and monitoring completed tasks. You must learn to control all your plans and constantly monitor the degree of completion of planned activities and tasks.

Strict control over the execution of tasks will help you correctly calculate the time you need in order to implement any task or bring your plans to life. You can summarize the results both at the beginning of the day and at the end, so that you know exactly what you have completed and what exactly you need to improve or do.

Pomodoro technique

A regular timer will help you perform the Pomodoro technique. A period of time of 25 minutes is allotted to complete a certain task, after which you need to take a break for five minutes, and then start working again. Each segment is one “pomodoro”. For 25 minutes you need to give your best and complete the task efficiently. Breaks are needed in order to restore strength and distract yourself after active work. This method was invented by student Francesco Cirillo, who could not concentrate on his studies and was constantly distracted.

Benefits of using time management

An employee who knows time management techniques:

develops in different fields of activity;
manages his own time resources correctly;
works productively in any situation;
clearly identifies goals in order of priority;
avoids unnecessary mistakes;
is not distracted by extraneous questions and problems;
completes tasks an order of magnitude faster than colleagues;
copes with matters in the shortest possible time;
less susceptible to stress factors than others;
maintains a favorable atmosphere in the team;
pays enough attention to family, recreation, hobbies, and self-improvement.

Such a specialist is invaluable for any company. Many successful personnel have similar qualities, hone the skills of discipline and self-organization. To achieve this, management organizes regular trainings, seminars, and courses covering the theoretical basis and practical development of time management.

Real time killers

The lessons cover the following topics:

Prerequisites, goals, main stages of time management.
Goal setting, determination of priority and secondary tasks, structure of temporary resources.
Business planning: highlighting prospects, calculating steps, drawing up an effective action plan.
Temporary resource management systems.
Tools, tricks and techniques to increase personal effectiveness.

Companies that practice these methods manage to form an efficient team focused on the main goals. This eliminates empty, useless waste of time and helps achieve maximum results with minimal effort and time.

also helps to overcome the main barriers that make it difficult to complete tasks on time:

procrastination – the desire to postpone important matters and events until “tomorrow”, avoidance of current responsibilities;
perfectionism – constant dissatisfaction with results.

According to the rules of time management, productivity does not increase due to speed or more work. Productivity increases due to the elimination of hundreds of small, meaningless tasks, the distinction between personal and work, and the elimination of chronophages - distracting objects that interfere with the main activity.

Seneca's saying about time planning

When launching any business in the field of e-commerce, first of all you need to try to create an effective team, on which the further profit, popularity, success, and competitiveness of the project largely depends. Some companies have a separate position for a time manager. This specialist trains employees in self-organization and planning.

What to consider when planning:

your lifestyle and daily routine. Especially if you have an irregular daily schedule, you have a job that requires almost round-the-clock dedication. The planning method should be selected based on your lifestyle and work;
Unexpected situations. For example, illness, an order from your superiors that needs to be completed urgently, a rescheduled meeting, etc. If the plan for the day cannot be completed completely or even partially due to such situations, transfer them to the next one. Don't blame yourself for this, it's not your fault.

Deadline is everything

Each planned task must have a specific completion date. And if you work with “external” deadlines, then in addition to them, set “internal” ones: in this case, you will always have time for improvement and will not have to worry about missing deadlines if something goes wrong.

“My secret to effective time management is to work on the principle of leaving your comfort zone in order to achieve more,” says Danila Shmelev, CEO. “It is important to organize the work process in such a way that you constantly feel outside your comfort zone and direct all resources to complete the assigned tasks on time.”

Well-known entrepreneur and marketer Seth Godin prefers to call deadlines “live lines” (from live-lines). First of all, this name is much nicer. Secondly, deadlines are really like “living lines”: by observing them, you ensure a quiet life and an impeccable reputation. A great way to show yourself in the best light and get noticed is to finish your work a little ahead of schedule.

Main principles of planning:

Choose one planning method for yourself based on your schedule and lifestyle. Don't be afraid to change your approach and choose a different technique if something doesn't work for you. You can also modify it by adding or removing several points;
permanent fixation. To clearly see a list of what you have completed and what remains to be done, keep a notepad or download a special planning application. You should not rely solely on your memory, it often fails.
clarity and brevity. Don't turn your to-do list into a memoir or a school essay. Write your points as concisely as possible, and best of all, as abstractly as possible.
do the most unpleasant part at the beginning of the day. Don't put off what you don't want to do. Such “frogs” should be performed quickly and preferably at the very beginning of the working day in order to get rid of unpleasant items and move on to other things on the list.
Don’t put things off for two minutes. Something small that you won't spend more than two minutes on is worth doing right away. Don’t accumulate such things, but if you have the opportunity to delegate a task or cross it off the list, then feel free to do it.

Which planning techniques are right for you?

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Work organization

Most time management techniques are devoted to the process of organizing working time. At this stage, it is very important to take into account individual characteristics and be prepared for the fact that not all techniques will suit you. Therefore, study, try and adapt them to suit yourself. With persistence and creativity, you can achieve impressive results.

Pomodoro method

This is my favorite time management technique, I use it all the time. It is named after a kitchen timer shaped like a tomato. It was this kind of timer that once helped the Italian Francesco Cirillo pass his college exams, and then made him a famous trainer and author of books on personal effectiveness.

The essence of the method is alternating periods of concentrated work with short breaks. Set a timer for 25 minutes and try to immerse yourself in your work as much as possible without distractions. This will not be difficult to do, because 25 minutes is a very short period of time. When the allotted time comes to an end, rest for 5 minutes and repeat the cycle from the beginning. After four such cycles, take a long break of half an hour.

This method is a godsend for people with absent-minded attention. It allows you to divide the entire long process of work (marathon) into short segments (sprints). It also reduces anxiety and stress levels.

“90/30” method

Modification of the previous method for more persistent and hardy. Instead of the classic 25 minutes proposed by Francesco Cirillo, you need to focus on completing the task for an hour and a half. And then rest for half an hour.

Try both methods and decide which one is right for you. By the way, you can experiment as much as you like with the number of minutes and adjust the method to your individual characteristics.

Time blocks

This technique is designed to eliminate a major flaw in all to-do lists. Namely, the lack of understanding of the amount of time required to complete each task. The items “throw out the trash” and “write a quarterly report” occupy one line on the list, but at the same time they are not comparable in terms of time spent.

Therefore, it is advisable to have a good diary in which you can distribute tasks by hour. It will help you focus on each task and complete them consistently without being distracted by others. For example, you know for sure that from 14.00 to 16.00 you need to do cleaning and there is no need to rush anywhere for fear of not having time to do all the other things.

Kanban

This project management method is borrowed from Toyota and is part of the famous lean just-in-time production system. Using it, you can visualize the entire work process, consisting of many tasks that several people or groups of people are working on at once. He has also proven himself well in personal time management.

“Kanban” means “card” in Japanese. The essence of the method is that each task is written down on a piece of paper or on an electronic card and placed on the board. The board can be either real or electronic. It needs to be divided into several blocks depending on what stages the work process is divided into. In the classic version, it is proposed to divide the board into three columns: “Needs to be done,” “In progress,” and “Done.”

Then you place all your tasks in the “To Do” column and begin to complete them as they are relevant. Those that you undertake, transfer them to the “In progress” column, completed ones - to the “Done” column.

GTD

The GTD (Getting Things Done) system was described in his book by the famous business coach David Allen. It is designed to free the brain from the need to remember an endless number of tasks. I have highlighted the main points of the system:

All tasks, including the smallest and most insignificant ones, need to be recorded in one place. For this purpose, you can keep a paper or electronic notepad that will always be at hand. Objectives should be formulated specifically and not require additional decoding. For example, the task of “doing general cleaning” is better divided into several subtasks: “washing the windows”, “arranging things neatly”, “vacuuming”, etc.
Sort tasks into lists depending on their focus, add deadlines. Periodically review your lists and remove irrelevant tasks.
When all the preparatory work is done, proceed to execution. Do all small tasks right away without delay, delegate some tasks. Complete everything that remains on the list step by step depending on priority. This way you will very quickly get rid of current tasks and be able to put everything on stream.

ZTD

ZTD (Zen to Done) is a lightweight version of the previous system, invented by blogger Leo Batuta. To work effectively on tasks, you need to develop 10 useful habits:

Collect all your affairs and tasks in one place.
Organize them right away so you don’t waste time on it later.
Distribute small tasks by day, larger tasks by week.
At a certain point in time, work on a specific task without being distracted by others.
Break large to-do lists into smaller ones.
Sort things according to their focus.
Regularly review all tasks and remove unnecessary ones.
Write briefly and clearly so as not to waste time transcribing notes.
Create a daily routine and stick to it.
Do what brings you the most pleasure, and delegate boring and routine tasks whenever possible.

Eating frogs for breakfast

The “Eating Frogs for Breakfast” method was proposed in his book by world-famous personal effectiveness guru Brian Tracy. “Frogs” are the most unpleasant and energy-consuming things to do. It’s best to start working with them, although there is a great temptation to put them off until later.

Having dealt with the “frogs” first, you will feel relieved and motivated to complete other tasks. If you put them aside, you will experience stress and constantly return to them with your thoughts.

Elephant steak

An “elephant” in time management is a large task that cannot be easily tackled. Imagine that you have been tasked with preparing a dish from this gigantic and clumsy animal for dinner. Attempts to bake or boil it entirely will not be successful. Obviously, you need to cook it in parts, dividing it into several pieces.

It's the same with business. Break large tasks into smaller ones and complete them step by step. So you will gradually cope with the whole “elephant”, and maybe even with the “dinosaur” or “blue whale”!

Sequential task change

This principle states: “Never multitask.” Finish one thing first and only then switch to another. The fact is that our brain spends an average of 15 minutes and a certain amount of energy switching from one task to another. It is better to spend this time profitably and not subject the nervous system to unnecessary stress.

2 minute rule

If you have a task that will take about 2 minutes to complete, do it right away without adding it to the list. Otherwise, you will spend more time on organizational issues related to it than on implementation. Such matters include, for example, telephone calls.

Zero Inbox

This method was originally created by productivity expert Marilyn Mann for working with email. The idea is to keep your Inbox empty. All letters that fall into it must be processed and moved to another location.

As practice has shown, the method is perfectly applicable for doing business. In this case, the “Inbox” folder is the initial list of tasks. You analyze it and decide what to do with each task: postpone, delete, delegate or complete. Until you understand the entire list, do not close it. This method works well with the GTD system.

Fresh or Fried

The principle was invented by blogger Stephanie Lee. According to it, your brain is “fresh” and productive after waking up in the morning. Then he gradually loses his grip and becomes fried. The most important, responsible and energy-consuming tasks should be planned at the beginning of the day. Leave those that are simpler and more enjoyable for later.

Stephanie advises making a to-do list for the next day in the evening and always in chronological order. This way you won’t get confused and will have time to do all the important things before your brain gets fried.

4D method

This method allows you to quickly and efficiently cope with large lists of tasks that usually baffle any unprepared person. Each task on the list must be subjected to one action starting with the letter D:

delete (delete);
delegate (delegate);
delay (delay);
do (do).

After all the manipulations, there should be no things left on the initial list at all. This method has something in common with the GTD system and complements it perfectly.

Tim Ferriss method

The American writer and speaker came up with the idea of combining the Pareto principle and Parkinson’s law (we looked at them a little earlier). As a result of this synthesis, a new thesis was born: “To accomplish more, you don’t need to work more, you need to focus better.”

If you work at your best 20% of the time, you can get that same 80% of the results. The rest of the time can be left to routine tasks. This way you can avoid burnout and find more time to relax.

Rule #11: Multitask

To get as much work done as possible in a timely manner, without losing its quality, you can do it in multitasking mode. It is very important to choose the right one or another job that you can do at the same time and at the same time without errors.

There is no need to do absolutely everything at once, as this will lead to overwork, fatigue and stress, and the likelihood of making mistakes will increase significantly. Therefore, first perform several tasks at the same time, the solution of which you know very well and can do everything without errors.

Unity

All basic principles of planning are subject to the first guiding rule of unity, or holism. It states: all elements of planning must coexist in system and interaction. Unity is expressed in a systematic approach to setting goals and selecting means to achieve them. The relationship between planning subjects and structural elements of the enterprise must be ensured at the horizontal and vertical levels. It is impossible to plan the activities of a single unit in isolation from other departments and services. Any changes in the plans of one structural element of the organization must be reflected and taken into account in the plans of all other departments. Only a unified, end-to-end planning of the organization’s activities makes it possible to realize the general goals of the company and achieve the private goals of departments and employees.

Rule #15: Wake up early

Try to wake up early to give yourself some time to gather your thoughts and strength in a timely manner, and also set yourself up for the rest of your day. Remember that correct setup and installation, as well as timely concentration, play an important role in the effectiveness of work. Therefore, always try to wake up early in order to properly tune in to your whole day and everything that you need to do.

By adhering to the above rules, you can learn how to properly plan your entire day, and you will also be able to make the most of your time.