I do several things and this will be LONG.
I time-block for every minute I have in the day (including sleep) and get very specific. But I am an extreme Type A personality. My personality tend to be S and C on the DISC chart.
I have a paper calendar, 2 TRELLO boards (Time Block and Week-At-A-Glance) and my Outlook calendar. I need that many reminders. If it's not on my calendar, it's not going to happen.
1. I start with timeblocking my personal time (my gym, my kids' activities, my family time, my church and class time).
2. I have theme days for the days of the week:
Monday - Escrow files & Current clients
Tuesday - Meeting with my assistant (this takes 3-5 hours). It's a working day after our meeting.
Wednesday - Blogging
Thursday - Revive old leads
Friday - Finance Friday/ Strategic Planning and Catch Up Fridays
Saturday + Sunday 5-7am - Designated time to write my book
I have a 2-4pm timeblock everyday where it's designated for GREEN TIME (ie. money making time). It is open for almost anything to prospect/ acquire income.
3. Realizing I am most productive in the AMs, I no longer take breakfast appointments. I do the activities I am gifted/ great at (10-12/1pm)
4. I schedule time for reviewing emails/ make/ return phone calls twice a day (9:45am and 4pm).
5. I schedule LUNCH appointments on Thursdays and Fridays as well as Wednesdays if needed. These are relationship building appointments.
TRELLO BOARDS:
#1 - TIME BLOCK - This is my main "perfect" time block schedule although life never always happens the way I want it at times. Sometimes there is indeed real FIRE so I have to deal with that regardless of what the time block says.
#2. Week-at-A-Glance: I have a trello board for Mondays through Sundays as well as "UNLISTED" day for tasks that's important for me not to forget. Cards are created per task. Assignments are made - whether it's for me, my husband or my assistant.
For tasks not completed that day, they can be moved to the next day. Very easy to use.
I learned to plan my week on Sunday afternoons so I can see what's coming up. I color coordinate my personal, vs. work activities vs. appointments.
I also learned to plan tomorrow the night before.
Since I work with my husband, we have a 5-10 minute run through of what we need to do today. My assistant sees the Trello board and knows her tasks and she has a card within the Week-at-a-Glance board for "Tasks for her" so I checklist items so she doesnt forget.
Because it is timeblock, I am more focused on staying on tasks rather than scurring around.
Good luck. If anyone wants to talk more, let me know how I can help.
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