My last post discussed how I use a “Weekly Launch” routine to prepare for a new week. Most of what I wrote yesterday wasn’t specific to my Filofax. Today, I will share how I sit down to set up my planner for the week.
I have three paper calendars or agendas, in addition to the dry erase weekly calendar I shared yesterday. Each serves a distinct purpose.
- Stapled monthly calendar – This calendar holds every event I need to track for our family. It’s thin, so I can carry it with me easily. Since this is the family calendar, the large size of each calendar square works perfectly for me. I use color to distinguish who does what…
- My A5 “Week on 2 Pages” layout – The WO2P tracks my personal schedule for each day. It gives me a chronological plan, and I omit activities that don’t impact what I’m doing or where I need to be. For example, if my husband is taking my daughter to swimming, I don’t include it in my personal schedule; it goes on the family calendar, though. I also include time-specific tasks. In between the two-page spread, I use a piece of lined paper for tasks that can be done at any time during the week. For 2014, I’m trying the layout with boxes, rather than the vertical lined days. Fingers crossed!
- My A5 “Month on 2 Pages” layout – I use the MO2P calendar to track my writing tasks for each day. I’m basically my own boss when it comes to working on my dissertation proposal, which is good, but I tend to run into trouble staying on track if I haven’t identified a purpose for my writing sessions. On Sunday, I set different goals for each day of the week to ensure I keep forward momentum. I wrote about this in detail in an earlier post.
- The weekly dry erase calendar – This calendar is not really for planning. It’s a communication tool. My husband, kids, and sitter refer to it to see what the day looks like for everyone. While my Filofax and calendar are personal, this is for the family. Plus, when I fill it out with my husband, we note scheduling conflicts and resolve them on Sunday by adjusting plans as needed. There are no unfortunate surprises like me having a late meeting and my husband being at the dentist when one of us needs to take our son to soccer, only to realize it the day of…
On Sunday, I manually “sync” them before I coordinate schedules with my husband or meal plan. It’s important to have a sense of the week before meal planning, because some days are more hectic than others. I plan the easiest meals for those days. Also, if we’ll be out for the evening, I know I don’t need to have food prepared that night.
I begin by making a cup of Jasmine Silver Needle white tea and laying out everything I need. This week, I have to mail a birthday card , so I pulled out my greeting card organizer and stamps as well.
Once I’ve hunkered down, I refer to my monthly calendar so I can complete my WO2P personal schedule for the week. I pull out events that need to be done each morning and afternoon/evening. Then I generate a list of tasks for the week that can be done at anytime. I also check my e-mail for any follow-up tasks that I should put on my calendar or task list.
Each night, I review my schedule before bed, making any changes as needed…including tasks that pop into my head. That’s my final “brain dump” (or in GTD terms: “mind sweep”) for the day. Establishing this routine helped eliminate my insomnia, because I no longer have a mental list scrolling through my head once I turn the lights out. I can rest easy because I’ve written down what needs to be done, and I can let it go until tomorrow. I put my Malden on my nightstand and refer to it every morning before I’m even out of bed.
I should mention that this week is pretty light for me since the children and my university are still on break. My son, however, has several projects that are due when he returns next Monday, so I added a Post-It to remind myself to nag him a bit 🙂 In the “this week” section, I’ve also added a few personal goals I’d like to keep front and center.
Once I finish with my daily schedule, I move to planning my academic writing on my MO2P. I don’t have a sitter this week, so it won’t be as productive as when my children are in school.
Once I’m done scheduling my week, I’m ready to plan meals and coordinate schedules on the weekly white board I described in Pt. 1). If I am very concerned about remembering an appointment, I may add a reminder into my phone.
All told, this process takes me about an hour. I consider it an investment in the week ahead. It’s not just an exercise on paper; I’m mentally rehearsing for the week ahead. The Sunday routine allows me to strategize how to make the most of my time, and I no longer forget appointments or tasks.
What about you? Do you have a Weekly Review or Routine?