- Hey, in this video we're gonna help you
to stop being so fed up and overwhelmed
at the end of your days.
- 'Cause we're gonna show you how to plan
and prioritise your days for maximum impact.
So you can keep making more and more money
month on month without just having to work longer hours.
- No more working late and no more feeling like
you just haven't done much.
- Pete, sounds good?
Let's do this.
- Woo!
Let us know in the comments
how you typically organise yourself first.
Are you the type of person that just wakes up
and does whatever the hell they feel like on that day?
Or are you the type of person that micromanages
and plans in every single, little,
last second of every day?
Let us know.
- Recently, we asked a lot of small businesses
to show us their to-do lists,
and quite frankly, we were shocked.
They were so unorganised, there was no priorities
there was home tasks mixed with work tasks.
There was no workflows, things weren't broken down,
there was no times allotted,
and some of them were just like
let's scrawled on a piece of paper somewhere.
This is not efficient,
and even though it's that hard the Trello boards
or the Asana boards like to do list is not enough.
So let's fix this here today.
- Keep up because we're gonna go fast
and you might need to rewatch this a few times
and pause and work your way through it.
We're also gonna demonstrate this with a spreadsheet,
but feel free to use whatever organisational tool
that you want.
- We do love a good spreadsheet though, don't we Pete?
- We do.
- Step one is to make a list of your daily,
weekly and monthly recurring tasks.
Dailies are obviously things that you do every day,
things like emails, having lunch,
you might do a daily team check-in, things like that.
Weeklies are things that you do every week,
but not necessarily every day.
Things like content time or bookkeeping
or client work, or watching atomic trainings,
that you great atomic members
I know you all have that scheduled in.
(rings)
And monthlies are things like
you might do your accounts once a month,
or you might like check your analytics once a month,
or you might have specific monthly meetings.
Things like that.
- Number two is to create your perfect
working week times and categorise your days.
For example for us, Mondays and Tuesdays
are all about business development.
That's about improving the team processes,
systems, sales.
Anything to make customer experience better,
all that kind of stuff.
Wednesday is our client day so for us,
our membership atomic means that we are there to just
improve atomic and make a time at the best thing ever
all day on every Wednesday.
For you, it might be client work,
if you have one to one services
or cause production or whatever that is for you.
Thursdays is all about content production,
this is videos, this is blogs, this is podcast.
Whatever you create, it's all about that on Thursday.
And then Fridays for us, it's all about contingency.
Nothing is booked in, we can take the day off
if we want to.
We can have an extra meeting, if we want to,
we can make up if we've had a day off
earlier in the week, it's all about contingency.
We might even book in some calls
or have some catch up meetings with people,
that kind of thing.
- So that's how it works for us,
and now we want you to think about
how you might categorise your days,
because that's the important part.
If you can categorise your days into themes
or topics, when you get to that day,
you can put that hat on
and be a lot more effective,
a lot more productive with that hat on
than trying to wear all your huts
on every single day, too many hats Pete,
too many hats.
- Too many hats, my content bowler hat is amazing.
I love my content bowler hat.
Notice that we have scheduled in our client work.
So for us, because we have the membership,
our client work is actually looking after the members
and improving the membership.
But remember, it's always best
to put client work in the diary
and schedule it in.
This is the best way to streamline
your time and your services.
It also means that this client work gets done
efficiently, effectively,
but it doesn't take over your whole week
and creep into every other day
and other aspects, when you're tryna
focus and do other stuff.
Remember that the key is
having that business development in the diary,
as well as the client work okay,
your full week, isn't all about client work.
We need to have business development time.
If you're ever gonna grow,
you need to work on the business,
not just in the business, so schedule both in
and be absolutely anal about sticking
to those two things.
- Step three is to allocate time
for your recurring tasks
within your daily and weekly schedule.
For example, for us, our daily schedule
looks like this.
Between eight and nine,
we just confirm what we're going to do that day
we catch up with each other,
we have a little bit of a chinwag,
we check in with our team on Slack
and we jump into our membership group
and just answer any questions.
Between nine and one, we do deep work.
This is when we actually get stuff done with deep focus.
We allow no distractions during this time,
we don't wanna take meetings during this time.
It's just us heads down
doing what actually needs to be done
in our business.
Remember it's better to work four hours
at a 100% energy than eight hours are 50% energy.
So we highly recommend schedule
and then deep work time into a diary,
and making sure that it's sacred for you too.
Between one to two, we have lunch,
between two to three, we do meetings.
And remember meetings don't have to be a full hour.
We try to schedule in 20 minute meetings.
And then at three, we try to finish for the day
we plot in the next day
we discuss how the day went.
We might do a little reset meditation,
just kind of chill,
just to kind of empty our mind.
- Obviously the schedule is gonna be different
for everybody and obviously it as well,
It doesn't always go to plan.
Some days we have to work harder,
some days we have no meetings
and we can finish earlier, it's great.
But at least now we have a structure to go from
and a starting place to start to fit in
everything else that we want to do.
Make sure that when you're creating your schedule
for your days, that it fits around
your energy levels, your lifestyle,
your kids, etc.
Okay, now step four, before we go any further,
this is really, really, really important.
We need to trim the fat.
If your days are already full with client work
and recurring tasks,
then you are not gonna find any time
to work on the business.
And that's what we really need to do
to grow the business.
So we need to find that time.
So you need to ask yourself
a very, very important question,
that might be very, very tough for you to answer
and take action on which is,
what can you stop doing?
What's on your list of projects
and things that you like to do
and things that you do every day or like
every week that you just really don't need to do?
Can you streamline it?
What do you not enjoy doing?
Can you stop it?
And most importantly, is there anything on that list
that you can outsource?
And I would say, yes there is.
- Remember the more you outsource,
the more time and energy you get back to do either
one, you can do more client work and make more money.
Two, you can do more business development
and you can create more processes.
You can win more work.
Or three you can just take some more time off
to re-energize.
Now, this is really important.
If your days are already full with client walk
and you feel like you can't afford to outsource,
then you're not charging enough.
Step one for you
is that you need to raise your prices,
so you can do less client work
and make more money.
And if you need help with that,
stick around until the very end of this video.
- Step five, and this is where it gets really exciting.
Ooh. Are you excited Andrew?
- Am so excite...
Pete there's nothing i get excited,
more out than planning our working days.
- Step five, it's where it's at.
Step five is to make a list
of all the things you want to do
to grow your business.
This is everything like marketing, sales,
funnels, customer experience, team building,
system, processes being put in place,
all the things that are really really exciting.
Write it all down, put it in a big list
go crazy, don't hold yourself back
and don't worry if at this point
you feel a little bit overwhelmed with that all,
that's absolutely fine, onto step six.
- Step six is to prioritise that list of stuff
that you really want to do. Here's a tip,
take a look at that big long list of things
that you've just made
and got really excited about and ask yourself,
which of these are gonna have the biggest impact?
Can you decide on the top three?
You should prioritise
either things that make you money,
things like give you're time back,
or things that just make you happy.
Pick the top three things from that huge list of stuff
and just park the rest.
We're not saying we're not going to do the rest,
but we're just not doing the rest yet.
Put them in the waiting room for now.
And then the other idea that comes into your head
that you think that would be a really good thing to do.
Put that in the waiting room too, for now,
and you're not allowed to look into that waiting room
until you've done those three things.
- Then looking at those top three things,
they're probably going to be project
and not just simple one off tasks.
So step seven is to break down all those projects
into manageable tasks.
Remember that projects are not tasks
and they cannot be managed in one sitting.
So they needs to be broken down
into individual tasks that we can accomplish
when we see those on the to-do list.
Because if you're looking at your to-do list
in the morning, your there sitting at your desk,
and the next thing that
pops up onto your to-do list is
build a website or build a funnel
or create an ad campaign.
You're gonna be like,
you're just gonna sit there and be like, brr.
- You're gonna be like what Pete?
- You just gonna go like, brr.
- That's a face and the noise.
- So rather than you breaking down
and getting overwhelmed, we need to break it down.
See what we did there?
So now it's time to do that.
Let's break those projects down into tasks.
For example, reply to emails is a task you can do
you can set yourself 40 minutes
just to go to reply to emails,
but getting from inbox 1 million down to inbox zero
is more of a project.
You can't do that in one sitting.
- So just to recap, at this point
we have a weekly schedule with recurring tasks
already slotted in,
and we have deep work time in our diary
with a tonne of tasks from all projects
to fill that deep work time with.
So now all we need to do is slot them in.
Now we'd recommend dedicated one deep work slot
to one project,
rather than having a tonne of different tasks
from all three of those projects that you're working on.
And to do this,
as you can see our spreadsheet example,
all we're doing here is drugging the tasks
into the relevant deep work time slot.
What we then do is we audit expected times
that we think is gonna take us to complete those tasks.
And this spreadsheet even topped it up for us,
so we can see how much time we have to do those tasks
and if it does actually fit into that deep work slot
that we've given ourselves.
- At this point, we'd also like to say
that when you allocate the time to your task,
you should always overestimate
how long it will actually take you.
Not only does this relieve
a little bit of pressure for you on the day,
so it's not as tight,
but also it allows for some contingency
for things like tech going wrong
or unexpected calls, having to pee too much
because you've broken the seal and so forth.
- That's me.
- The exciting thing here is that,
you know how successful you're gonna be,
and by when,
because if you've followed along so far,
you're gonna know exactly how much time you have.
You've broken down all your tasks,
you've fitted them in, so you know,
when all of your tasks and projects
are actually gonna get completed.
Success is inevitable, if you put that time in the diary
to work and grow the business.
- And step nine is the cherry on top.
It's just a schedule each day.
Now before the day starts
and preferably the day before even,
you should schedule the day so you know what that day
should look like to you.
It's no good start in the day
and seeing like four tasks
and you know roughly how long they'll take,
but you don't know what order to do them in.
You don't know when they're going to get done,
'cause as soon as there's no plan,
that's when procrastination can start to creep in.
Instead plan for success. Add in exact times
when you want to tackle those tasks in your day.
For example, you might say between 10 and 10:45 AM,
I'm going to do emails.
Because if you start breaking down your goals
into projects, into tasks
and schedule them in your day,
then you are going to succeed.
Remember success doesn't happen by accident.
Success is scheduled, that sounds like a tweet of a Pete.
Nice Instagram quote. - I wanna see that
on an Instagram quote somewhere guys.
Now at this point there might still be a few things
a few really really big things actually
that holding you back.
Let us know if these resonate with you.
Are they things that you want to focus on,
actually gonna have an impact in your business?
Or are they gonna have a low impact?
Are you putting off the things that are gonna make
the biggest difference in your business?
Are you trying to offer too much?
Or take on too many projects at once
and spreading yourself too thin?
Are you not charging enough?
Can you not afford to outsource?
Are you too scared to outsource?
Are you outsourcing the wrong things?
Do you have a scalable business model
that allows you to grow?
And yes I may have stumbled over a few words saying that,
but it's because I'm passionate
and authentic and we're gonna leave it there.
(laughs)
Because no matter how scheduled in you are,
no matter how organised you are
these are the big important questions
that form the foundations of your business
that are critical for your success.
There's no point in being organised
if you are organised and doing the wrong things.
- In fact, we've found that people often aren't organised
or procrastinate a lot
because deep down they're unsure or unconfident
at the right path to take for their business.
And so rather than doing something about it,
they'll just do nothing at all.
- So if you want to know the answers
to all these really important questions.
If you wanna have rock solid confidence
that you're doing the right things,
so you can confidently go forward
and rocket in your business,
then click the link below in the descriptions
because we've got a training that will help you
and sought you right out.
It's gonna help you decide on that focus.
It's gonna help you get rid of that overwhelm,
cut down that to-do list
and help you give you more time in your day
so that you can grow your business
faster than ever before.
- Go get that guys that is down below.
Thank you so much for watching this video.
If you've enjoyed it,
we would really really appreciate a like,
a thumbs up or we would appreciate a comment.
If you haven't already then please subscribe
we do videos like this every single week.
I've been Andrew.
I've been Pete.
- See you next time guys.
- Bye.
Go get organised.
(upbeat music)