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Published on February 24, 2021

How To Create A Daily Schedule To Organize Your Day

How To Create A Daily Schedule To Organize Your Day

When I was young, I had a pink piggy bank on my dresser—and a very important goal to buy a shiny, red bike. Each time I earned money on chores, I ran to the piggy bank. Over time, thanks to my small, consistent habit, my coin collection wasn’t just spare change any more. I finally came up with enough money to buy the bike.

What my piggy bank was then to me, my daily schedule is today.

We all have a vision for the future, and it can feel overwhelming to stare it down from afar, especially without a plan. The best way to accomplish goals is to break them down into smaller, daily habits. That handful of coins might seem inconsequential today, but what you do repeatedly ultimately creates the quality of your life.[1]

Everyone’s personal routine will look different and are based on their individual goals and values. But applying a few general principles to your daily schedule can help maximize your effectiveness and productivity and, over time, help you accomplish your goals.

Here are five practices to help get you started in creating a daily schedule.

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1. Prioritize Your Values

“Success” is as unique as the person pursuing it. But all successful people have one important thing in common: They strategically design their lives to align with the things they care about the most.[2]

Practically, that means before you can create a daily schedule that helps you accomplish your goals and live the life you want to live, you have to define what you value. An understanding of these things will help you pinpoint priorities that make sense and, ultimately, organize your day accordingly.

As a first step, carve out some time to think about what’s important to you. Make a list, in order. Then, find ways to incorporate those things in your daily and weekly routines in time blocks that honor how important each value is.

For example, if your biggest goal is health and fitness, then you should prioritize working out and healthy eating before other, less important hobbies. If your top priority is family or friends, then you’ll want to make sure you carve out time each day to connect with people you love before you jump into work.

Defining your personal priorities prevents the things you value from slipping off your to-do list and into the margins. It also allows you to delegate and outsource the tasks that aren’t in accordance with your values.[3]

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2. Include a Morning Routine

It’s not uncommon for productivity gurus to boast of their 4 AM wake-up calls and elaborate pre-sunset routines. But there’s no perfect time to rise and grind—your morning alarm will depend on your own, individual rhythm. No matter when you start your day, though, there’s something to be said about including a morning ritual in your daily schedule.

Why is morning so important? The first thing you do after getting up ultimately sets the tone for the rest of your day. If you roll out of bed, half-awake, and jump right into your email, you’ll likely struggle to focus and engage, and you’ll run out of steam before too long.

If, on the other hand, you habitually make your bed, meditate, and eat a healthy breakfast each morning, your brain will learn to pivot from “rest mode” to “productivity mode” more seamlessly—and you’ll probably be in a better mood, too.

It’s up to you what you do in the morning. The goal is to kick off your day by doing the same thing—ideally, something that both aligns with your personal values and clears your mind and prepares your body for the tasks ahead.

3. Designate a “Most Important Task”

Your day will inevitably include essential tasks that don’t propel you toward your goals—taking phone calls, hopping into meetings, answering emails. To make sure these things don’t derail you, always define what you absolutely need to accomplish every day and incorporate them into your daily schedule.

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Every week, when you plan your schedule, consider your goals. What needs to get done to keep you on track? Then, choose an MIT (most important task) for each day.[4] When you know what you need to accomplish to stay on track, you’ll waste less time on non-essential work.

It helps me to schedule my most important tasks during the times I’m most focused and productive and focus on tasks that don’t require as much brain power when my energy wanes.

There’s plenty of research showing that our ability to function cognitively shifts throughout the day.[5] For most people, including me, peak productivity occurs between 9 and 11 AM, which is why I always reserve that block of time for MITs rather than less-demanding busy work like answering emails.

If your productivity levels heighten later on in the day, you can take the opposite approach. Either way, make an effort to understand your peak work times and schedule your MITs accordingly.[6]

4. Schedule Time for Things That Normally Distract You

If you’re anything like me, you end up in your inbox or on Twitter several times throughout the day (and end up staying there for far too long). There’s nothing wrong with taking breaks to check social media, and we all need to respond to emails to do our work. But these things can also be a significant distraction from the most important tasks.

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Instead of allowing yourself to mindlessly scroll, take a proactive approach by building blocks of time to engage with potential distractions. For example, your daily schedule could include time frames where you can “process” your email or social media accounts two or three times a day—once in the morning, again before lunch, and once more at the end of the day. The important thing is to treat these items like any other task—just another line item on your daily schedule—rather than allowing them to infiltrate your day.

5. Include Breaks

Every day, I schedule an hour-long lunch break and several 10 to 15-minute breaks to meditate or go for a walk. It might seem counterproductive to plan out time in your day when you’re not working, but remember that nobody has endless capacity to work at full steam, constantly. And if you try, you won’t be as productive as you want to be.

There’s scientific evidence that the occasional pause can actually enhance productivity.[7] For one thing, pausing from time to time can boost your ability to think creatively and strategically. Sometimes, the brain needs a change of scenery (and a break from constantly thinking) to come up with fresh ideas.

Scheduling breaks throughout your day also provides something to look forward to—an end in sight. When you know you’ll have a chance to rest or do something you enjoy at the end of a work block, even if only for five minutes, you’ll be much more likely to muster more energy—and focus—for the tasks at hand.

Final Thoughts

As author Mason Currey writes in her book, Daily Rituals: How Artists Work, a routine “fosters a well-worn groove for one’s mental energies and helps stave off the tyranny of moods.”[8]

Even the most successful people can fall prey to getting off track. Designing your ideal daily schedule ahead of time is an essential practice for preventing distraction and prioritizing what’s most important to you. Think of your schedule as an investment in your future. It may take some time to “save up” for the life you want, but little by little, you’ll see your goals come to life.

More Tips on Organizing Your Daily Schedule

Featured photo credit: Eric Rothermel via unsplash.com

Reference

More by this author

Aytekin Tank

Founder and CEO of JotForm, sharing entrepreneurship and productivity tips at Lifehack.

8 Surefire Problem-Solving Strategies That Always Work 9 Weekend Activities To Set You Up For Productivity the New Week How To Create A Daily Schedule To Organize Your Day How to Increase Attention Span If You Have a Distracted Mind 7 Science-Backed Ways To Stay Sharp, Alert And Focused

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Published on April 8, 2021

10 Simple Ways To Refocus a Wandering Mind

10 Simple Ways To Refocus a Wandering Mind

Want to know what Steve Jobs thought was the ultimate key in achieving success?

“Focus and simplicity… once you get there, you can move mountains.”—Steve Jobs

And this belief is even more important today than it was years ago. At your fingertips is a literal world of information and entertainment. So, it’s no wonder we all have such wandering minds nowadays.

Thanks to the internet and smartphones, attention is practically a currency we should be more budget-minded about. In fact, a person who can stay focused is not only more likely to get more done but also be more satisfied at the end of the day because of it.

Going further, a person who’s focused will more easily achieve their goals—anything from losing 20 pounds to getting a promotion at work is within the reach of this type of person.

So, in the spirit of that idea, here are 10 ways to tame that wandering mind of yours and turn it into a laser-focused brain that gets things done.

1. Find Your Totem

Remember the totem in the movie, Inception? It’s an item that reminded people they weren’t in a dream when they touched it, and it was able to keep them grounded in reality.

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You can replicate this idea when it comes to staying focused as well. All you’ve to got to do is find something to be your “focus totem,” and it’ll remind you that you should stop daydreaming and get back to work. Ideally, it’s something you can see and touch.

In the movie, a chess piece and a spinning top were used—both are good ideas. You could also use a picture of your family, a mini trophy, or even wear a ring to focus your mind as well. (In fact, a green lantern ring might be kind of cool for this.)

2. Promise a Reward

Incentives are an obvious way to go. Having gold at the end of any journey makes you want to press forward just for the sweet results. In general, rewards should correlate to the difficulty/length of the work.

For example:

  • Finish a quick house chore = a piece of chocolate
  • Complete an annoying administrative task = 10 minutes of Youtube
  • A successful day of work = a whole movie on Netflix

Pretty simple stuff, right? But you’d be surprised how often you forget to reward yourself for doing solid work on the regular.

3. Make It Stupid Easy for Your Wandering Mind

I don’t know about you, but if I perceive my work to require more effort than I care to use, I’m instantly turned off. This then leads to distraction and procrastination. But you can offset this by breaking a difficult task into a bite-sized piece.

Case in point, what seems easier: 30 pushups or 3 pushups?

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It’s obvious, but sometimes our brains need to be “convinced” we’re only doing a small amount of work to get things going.

But here’s something cool about this tactic: You can (and most likely will) keep going past your stupid easy benchmark. You don’t have to, but my experience tells me once you get going like this, it’s easy to go beyond your bare minimum goal.

4. Empty Your Mind With Journaling

Sometimes, there’s too much stuff floating around in your brain that is making your mind wander. In that case, it can help to spill everything in your head onto a journal to free up some space. You can use a pen and pad for this or something digital like Evernote.

There are two basic ways to go about it:

  1. Freestyle – where you just write whatever randomly flows through your brain without thinking or pausing. This is great if you’ve got a million different ideas racing through your brain.
  2. Focused – where you create prompts or an outline to streamline your thinking and you just respond to the questions or format. This is best when you want to grasp a certain topic.

5. Use the “Just 5 Minutes” Method

Try telling yourself that you’ll work for “just 5 minutes” and then you can stop. You’ll find that the task feels far easier to handle. And like the “stupid easy” method, this tricks your brain into thinking the task is lower effort than it really is. After all, 5 minutes for even the worst task is psychologically manageable for any person out there.

The key is to honestly allow yourself to stop at 5 minutes—no matter what. That’s what allows your brain to accept the method as legit and also lets it overcome the mental hurdle that makes your brain want to wander around and focus on anything but your task.

6. Recite a Focus Mantra

I like to think of mantras as a totem you can take with you anywhere you go. They serve the same purpose—reminding you to stay focused—but can be done anywhere and anytime.

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I find the most powerful type of mantra to be based on reality. I learned this approach from Dr. Jon Fader—a performance coach who was on “Good Morning America”—and his book Life as Sport: What Top Athletes Can Teach You about How to Win in Life. He calls this “objective optimism.”

Basically, you create a mantra that’s based on personal success in your life. That way, the mantra isn’t just a fluffy positivity statement, there’s also the weight of real-life success giving it power

Some examples:

  • If you’re struggling to make yourself go to the gym but have technically been there many times already, you could say, “just another day of heading to the gym—easy.”
  • If you’re suffering from impostor-syndrome after accepting a promotion, just say, “I’m here for a reason” to remind yourself that your efforts were recognized by others and are the real deal.
  • If you’re nervous about an upcoming sports competition but have trained diligently for it, you could say, “I’ve done all the work possible” to remind yourself that your earlier efforts have created the best version of you for the event.

As you can see, the most powerful mantras are evidence-based and positive. So, just find proof of relevant success in your life and transform it into a motivating mantra.

7. Use the “Multi-Yawn” Approach

One of the best ways to be distracted is to be tired. And sometimes, you’ll be tired in such a way that you’re “sort of” working but not realize that you’re actually constantly distracted.

If you can notice when you do this, one thing I like to do is crank out as many big, satisfying yawns as possible. Olympic athletes sometimes do this before their big events. It calms them down and helps them perform better in the process. And it works just as well for us regular folks. I find it has a similar effect to taking a good nap (and actually works best in unison), so you can imagine how effective this can be.

8. Find an Easy Win

Nothing feels good like winning. So, it can help to find a few simple tasks you can do with little effort and just get them done immediately. This will create momentum and propel your productivity forward. The feeling of success will lock your focus in on the task at hand and refocus your wandering mind. Use this when you feel “resistance” to getting your work started.

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9. Create a “Wins” List

Feeling like a capable person who can win at life is motivating in and of itself. In light of this fact, it can help to have an ongoing “wins” list to prove you’re an able person.

Just keep track of all your daily wins—big and small. And whenever your focus starts to wane, give that list a peek and remind yourself that you’re more capable than you realize.

10. Add Stakes to the Mix

If you were to lose $20 if you failed to complete a task, would you be more focused on completing it? Of course!

Try and find ways to put something on the line when it comes to completing your tasks, and you’ll find your focus, motivation, and ability to things done to be higher than ever before.

For example, if you’re at work, you could involve a co-worker by saying you’ll buy their food if you don’t complete a task before lunchtime rolls around. At home, you could say you’ll also mow the lawn if you don’t remember to wash the dishes before the day is over. Or you could just use something like Beeminder or TaskRatchet, which actually charges you cash for failing to complete a task or goal on time. (It’s scary but effective)

All are viable methods, so just give one of them a shot.

Who Else Wants More Success?

Of the many methods of winning at life out there, focusing is definitely a top-three contender. You can’t get anything you want in life if you don’t buckle down and get your work done—a wandering mind won’t create success.

But with these 10 focus tips, you’ll be ahead of the competition and be closer to a fitter body, higher income, and a flat-out better life than before.

More Tips on Sharpening Your Focus

Featured photo credit: Clay Banks via unsplash.com

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