DAILY PLAN DETAILED INSTRUCTIONS

• Review the Monthly and Weekly Plan looking for priorities and identifying the Must-Do tasks. Determine which tasks need to be addressed today.
• Review yesterday’s plan (or last week/month’s review, if appropriate) to pick up any roll over tasks – Add them to your Plan as Must, Should or Could activities.
• If you are using a digital Task Management System – scan your digital tasks to ensure that you add them into the process.
• Check your electronic diary for important appointments, meetings and events. Add these to the daily plan.

TIP: Don’t add every appointment to this daily calendar. Use it as a visual planning tool. Block out your busy times (existing appointments, meetings, etc.) in bulk. This will then highlight the areas you are “free” to Time Block for Must-Do tasks during the day.

BONUS TIP: Remember the purpose of this planner is not to keep a running list of every task that you need to do – rather it’s to highlight the Must-Do (Strategic) activities for today and to fit them into your day amidst all the BAU (“Business As Usual”) tasks and activities. Productivity is not about getting every task done – it’s about getting the Mission Critical tasks completed in the midst of a busy day.

Add today’s date to the template. 

Start the day well by highlighting something in your life that you are grateful for today. Then set an Intention for the day – maybe it’s to be productive or responsive or respectful or mindful. Be creative. 

Block out existing planned activities and take note of the “free” time you have in the day. 

List your Must-Do activities for the day. If they are ‘meaty” tasks then only have 1 or 2 of them especially if you have a busy day. Break them down into sub-tasks if there is no way you can fit them in. Keep a close eye on your essential tasks. Tracking your ‘must-do’ activities ensures they remain at the forefront of your priorities, helping you stay on track and accomplish crucial goals, contributing significantly to your overall success. 

TIP: Keep your Must-Do tasks to an absolute minimum. Try and limit them to 1-3 per day so your focus is strong. You can always do some Should Do tasks if time permits.

If you use the Pomodoro Technique (see the Pomodoro Tool and video) then estimate the number of “Pomodoros” you estimate this task will take (a Pomodoro is a 30 minute block) eg. 2 Pomodoros equals 1 hour. Track the time you take on each task by filling in the “circles”. Tick off the task when it’s done. 

After estimating the time to complete all Must Dos, then allocate Time Blocks to the Daily Calendar so you make time for the important tasks. 

Once you have allocated your Must Do tasks then take the time to list your Should Do tasks for today – these may become Must Dos later in the week! Repeat the Pomodoro Planning routine for these tasks. Estimating the time required can assist with selecting tasks to fit into your busy day. 

TIP: Given that Must-Dos are the priority (along with BAU) then estimate the Pomodoros (time) required but don’t allocate them as Time Blocks unless you have capacity during the day.

Continue using the Pomodoro technique to manage your tasks effectively. This repeated tracking reinforces a rhythm of work and rest, optimising your productivity throughout the day. 

Review your Plans and Tasks lists. Add tasks here that can break up a boring day or that would be good to get done ahead of time. Do the Pomodoro time estimate, if necessary. 

TIP: Rarely, will you get to the Could-Do tasks but these will often become Must and Should Do tasks in following days and weeks.

At the end of a busy day, it’s great to Stop, Prop and Reflect on the day that has been. 

• Rate today on how pleased you were with your day 
• Rate your Mood (they may be correlated) 
• Check your Habit Tracker – how did you go?

Ask yourself the following questions and write your answers in the template:

• What went well today? Find the positive spark in every day.
• What didn’t go so well? Be frank but don’t beat yourself up. 
• Is there anything we need to change as a result of today? Obvious changes and improvements. 
• Lastly, are there any tasks that roll over and will become Priorities for Tomorrow? Write them down.