Time Management:
How to Create a
Default Diary

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This week…how to create a default diary to send your effectiveness through the roof!

Do you feel like there’s always too much to do?

Finding deals, raising finance, managing a team.

Plus family, work and other commitments.

Well don’t despair!

Introducing the default diary…

At school we knew we had maths at 10am on a Tuesday and PE on a Wednesday afternoon. We didn’t need to make decisions about what we were studying when. It was already set.

A default diary is the school timetable equivalent for adults!

Unfortunately some people don’t use a default diary and they end up inefficient, overwhelmed or just ineffective…

A Default Diary Provides Structure During Your Week, So You Know What You’re Doing At Any Given Time.

So why don’t people use one?

  • don’t know how to create one

  • don’t think it’s necessary

  • unaware of the benefits

  • unclear on how to use one

But - you can be different…

This is how to create one.

Step #1: Record All Your Regular Tasks

Over the next couple of weeks make a note of all the tasks you do on a regular basis.

They may be daily, weekly, monthly etc…

Write down what they are and roughly how long they take.

For example:

  • review Rightmove for deals

  • phone estate agents

  • take your son to football

  • date night

  • go food shopping

  • etc..

Step #2: Write Down When You Do Tasks

Are you doing the same types of tasks at different points during the week?

Make a note…

e.g. reviewing Rightmove everytime you’re bored
checking your Xero account twice per week
doing a ‘top up shop’ everyday!

Step #3: Record Your Energy Levels During each Day

We all have periods when we’re more or less productive.

Maybe you’re a morning person, and get a lot done before 11am, or perhaps you’re a night owl and are happy to burn the midnight oil.

Jot down your energy levels, split into three types:

  • High energy - suitable for deep work, difficult decisions, dealing with challenges, reviewing contracts etc…

  • Medium energy - suitable for phone calls, working on standard business tasks like team meetings or straight forward work

  • Low energy - only capable of doing mundane tasks like filing, reconciling your accounts, emails etc…

Step #4: Create a Draft Default Diary

Use an online calendar like Google Calendar to plan out your main activities, taking into account your energy levels and other considerations like when people are available.

Set up how often they recur too.

Is there anything you can group together - for example reconciling your accounts and paying invoices? Or phoning multiple estate agents (for a general catchup?)

What are you currently not doing that you should be?

  • posting on social media?

  • checking in with your partner?

  • taking a break?!

Add them in.

Step #5: Trial It and Tweak It

Just like the school timetable example, start to use your brand new timetable.

Check it each morning and try and stick to what you’ve got planned. If something doesn’t work, you need more time, or you need to change it, go ahead…

Enjoy being more productive, less scattered and a lot calmer, since you don’t need to decide what to do each day…

All Systems. GO!

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