How to Make Your Weekly The Right Way
We think our week like this: work starts on Monday morning, on Friday afternoon we slowly switch to the relaxed weekend mode. Saturday and Sunday are free anyway and belong to our family and us.
The disadvantage of this model: Monday morning, you will be thrown into the deep end again. From zero to 100. That's not good for you.
Why don't you start your week on Sunday and be one step ahead of the rest of the world? Now make the weekly plan for the next seven days and get an overview of everything that needs to be done.
Then, Monday starts very relaxedly, and you know immediately what is the first thing to do.
Why Do I Need a Weekly Schedule?
Isn't it enough to structure anew every day? No. The weekly plan (some also use a complete monthly overview) is the medium-term view of your appointments and tasks.
This gives you an overview of a manageable period of time and allows you to see the progress you are making in your projects. For example: If you are planning a blog article: Monday an hour of material collection, Tuesday an hour of concept, etc.
You organize the times between your fixed appointments with a certain amount of foresight and design options. And always in alignment with your goals.
Another advantage is that you can already see whether several activities can be bundled in one day if you look at the week.
How about if you put all (outgoing) customer calls on one day? Or things that you want to do in the city in your free time on Wednesday afternoons? Bundling tasks saves set-up time and uses the momentum once you have started something. So why not process all of the planned phone calls in one go?
How Do I Proceed?
Take your schedule, your project plans and other lists in which you write down to-dos. It would be best to put everything you want to do next week together in a weekly schedule.
How and with what means you do this depends on how you work. You can also create a template in Excel or LibreOffice that shows you a calendar overview of the week and lines for the free tasks.
If you manage your appointments in Outlook or Thunderbird, you can save the tasks for the coming week there. So you don't have to transfer appointments. Personally, I prefer to do this on a Kanban board and put all the tasks I have planned for the coming week into a weekly list.
How to Manage Appointment
Appointments are simple tasks with a fixed time window. Once decided, they are non-negotiable. Everything that is in your calendar forms the framework for your weekly planning. Before you accept this, check each of the existing appointments:
Is it essential? If not, delete it.
Or can you delegate it? Then do that, if possible.
Has it become obsolete in the meantime? Congratulations, you have gained more time that can be planned.
Can it be replaced by an email or a phone call to save time? Then write or call.
Is everything there that you need for the appointment, e.g. a report for the meeting? If not, reserve time in the weekly schedule to prepare the missing information.
Do you depend on a colleague to provide you with the report you need for the appointment? Also, plan in advance to remind your colleague of this.