Whatever you do, there will always be some things that can be done quickly without much thought. For example, cleaning up your breakfast things and washing your coffee cup before leaving the house can be done quickly, as can making the bed.

At work, clearing your email inbox, most of your regular admin and planning the next day are examples of things you can do fast.

Then, some types of work need slowing down: project planning, writing reports and proposals, and putting together a presentation for the board. These would be examples of work that requires deeper thinking and not being rushed.

One of the most effective things you can do when you do your weekly planning is to identify what work will require slowing down and what can be done quickly.

Understanding your work dynamics allows you to manage your time more effectively.

Slow work needs protected time. Quick work can be done throughout the day.

Having time set aside for responding to actionable emails and messages and admin takes the pressure off your day.

If you were to protect two hours for your slow work each day, you would give yourself ten hours a week for work requiring focus and concentration. When you plan the week, all you need to do is allocate the appropriate work to those protected time slots.

Similarly, if you protected an hour for communications and thirty minutes for your admin, you would likely find you stay on top of your work while also being available for meetings, clients and colleagues for five hours a day.

Successful time management is about understanding that you will need some quiet, focused time each day to do the deeper, slower work and allocating sufficient time each day for dealing with communications and admin — the stuff always coming in.

Imagine starting each day knowing you have two hours for your essential work and time for your communications and admin at the end of the day. You would unlikely feel overwhelmed or stressed out. This repeating structure in your day makes planning easier, reduces backlogs, and puts you in control of your day.

All this begins with a weekly planning session and regaining control of your calendar. You can do this!

Homework.

This YouTube video walks you through how I do my weekly planning, from the paper-based Planning Matrix to balancing my task manager and calendar.

Watch that video, then settle down with a cup of your favourite beverage and plan your week. You will feel fantastic afterwards.

Further help.

My recent blog post on slowing down will help you understand why you get more done when you slow down.

Also, if you want to build a well-structured life that balances your work and personal life, my Time and Life Mastery course will give you all the tools you need to live on your terms. It includes my complete mini-course library and lessons on the ground-breaking Time Sector System.

Time And Life Mastery will be your best investment this year.

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Get a copy of my latest book, Your Time Your Way: Time well managed, life well lived.