Welcome to the 256th episode of my Monday Morning Pep Talk. Today, I’m excited to dive into an incredibly powerful tool I’ve added to my productivity toolbox in 2024: the Weekly Planning Session. While many of us, including my past self, have some loose version of a weekly review, few of us take the crucial step of formalizing the process. Today, I’ll guide you through the steps to create your own Weekly Planning Session, a practice that has the potential to revolutionize your productivity.
Before I jump into today's call, I want to remind you of my professional purpose and that is to help you, the full service, full fee Advisor, optimize your productivity and help you become the best version of yourself. Why? "Because Happy Advisors Sell More Real Estate”. I do that by teaching you how to handle the challenges and opportunities that you face every day. If you can effectively manage those certain situations that arise on a daily basis in your business, you'll be more productive and live a life that is the best version of you. My ask is that you listen as if you are in a one-on-one coaching session with me in my office or on a phone call.
In 2024, I introduced a new practice into my routine that has been a game-changer: the Weekly Planning Session. It’s more than just a review; it’s a dedicated process to set yourself up for focused, intentional productivity each week. Let’s dive into the steps to create your own and if you manage a team or have an assistant or Director of Operations, you should follow a similar weekly cadence. Meeting each week with your team will save you hours throughout the week.
- Set the Stage for Your Session
Start by choosing a consistent time each week - ideally over the weekend or first thing on Monday morning - where you can dedicate 60-90 minutes to this practice. Find a quiet space, minimize distractions, and have your tools ready: your calendar, to-do list, any planning templates, and a clear mind. Get out your calendar right now and create a recurring meeting in your calendar that you can consistently commit to on a weekly basis. Consider this a meeting with yourself. This meeting is a perfect time to pull up the current year's business plan, review your 3 Year Vision and your quarterly initiatives.
- Reflect on the Past Week
Begin by reviewing the past week. What went well? Where did you fall short? Consider any lessons learned and moments where you felt especially productive or motivated. This reflection will give you a clear picture of where to focus your efforts going forward. Review your texts threads, DMs and calendar to look for any missed opportunities or items that dropped through the cracks.
Questions to ask yourself: What tasks or projects had the greatest impact? Did I honor my priorities by completing the tasks and reach-outs that I committed to the previous week? What unexpected challenges came up?
- Review, Organize, and Prioritize Your To-Do List and Inbox
A well-organized inbox is essential for staying on top of tasks and preventing important items from slipping through the cracks. Here’s how to manage your to-do list alongside a focused email cleanup and organization strategy:
- Tackle the Urgent Emails First: Start by scanning for emails that require immediate attention or align with your weekly priorities. Respond to these promptly or add any relevant tasks to your to-do list. If the email itself is a task (like sending follow-up materials or scheduling a meeting), consider using labels or flags to track it.
- Sort Your Inbox by Action Type: Create folders or labels such as “Action Needed,” “Waiting For,” and “Reference.” Move emails accordingly:
- Action Needed: Emails requiring follow-up or detailed responses.
- Waiting For: Emails where you’re awaiting a response; check these at least once a week.
- Reference: Emails with useful information or attachments that you might need to revisit later.
- This sorting method helps you focus on active tasks and keeps non-urgent messages from cluttering your inbox.
- Unsubscribe and Declutter: Take a few minutes to unsubscribe from any newsletters or promotions you no longer find useful. Archive or delete old threads that don’t require action or are outdated, lightening your inbox for the week ahead.
- Use the Two-Minute Rule: If a response or task can be handled in two minutes or less, tackle it immediately rather than adding it to your list. This approach prevents unnecessary backlog and maintains momentum.
- Batch Time for Email Check-Ins: To avoid constant email interruptions, schedule two to three dedicated times each day for checking and responding to emails. This way, your inbox stays managed without derailing your focus on other tasks.
- End with a Clean Slate: By the end of your session, aim for an inbox that’s either empty or organized into actionable categories. This clear inbox will help you start the week with greater mental clarity and fewer distractions.
Remember, your inbox should be a tool, not a source of stress. With an organized email strategy, you can keep your focus on what truly matters.
- Set Priorities for the Week Ahead
Now, with the clutter gone and your reflections on the previous week clarified, identify key priorities, strategies and opportunities for the week ahead. These should be specific, achievable goals that align with your larger objectives. Avoid cramming in too many; the goal is to be intentional and focused. This is a perfect time to identify your "Next 10" and one key process improvement opportunity. Ask yourself: Who on my 5 lists do I need to touch this week? What one process in my business can I improve this week?
Remember, this is about quality over quantity. Define what truly needs to get done.
- Time Block Key Activities
Time blocking is a powerful tool for ensuring that your priorities aren’t just intentions - they’re part of your actual schedule. Follow these steps to make the most of your time-blocking session:
- Identify Your Key Activities for the Week: Review your top priorities, any specific goals, and ongoing projects for the week. Decide which tasks need dedicated blocks of time to move them forward. This might include project work, client meetings, planning sessions, or even personal activities that support work-life balance.
- Determine the Best Times for Each Task: Think about your natural energy levels throughout the day. When are you most productive? Use this awareness to schedule focus-heavy tasks during peak energy hours. For instance, schedule deep work or creative tasks during your most focused hours, while routine tasks can be set for times when energy tends to dip.
- Reserve Blocks for Core Focus Areas: Create blocks for high-priority tasks first - those tied to your goals and responsibilities. This may include:
- Focus Blocks: Time set aside for deep work on high-impact tasks.
- Meeting Blocks: Consolidate meetings into dedicated time slots to reduce interruptions.
- Planning and Prep Blocks: Schedule time for reviewing notes, setting up calls, or prepping for upcoming projects.
- Include Buffer Time: After blocking key activities, add buffer times between tasks to allow for transition, reflection, or quick breaks. This keeps you from feeling rushed and helps prevent burnout by allowing mental recharge between focus blocks.
- Set Specific Times for Email and Admin Tasks: Schedule dedicated time for emails, admin, and quick to-do items that don’t require intense focus. Limiting these tasks to specific times helps you avoid the distraction of constantly checking messages throughout the day.
- Block Personal and Well-being Time: Don’t forget to add time for personal and well-being activities - exercise, lunch breaks, or short walks. These blocks keep you balanced and help sustain focus your through the week.
- Review and Adjust Daily: Each day, briefly review your time blocks. Adjust as needed to accommodate unexpected changes while ensuring your top priorities remain scheduled.
With intentional time blocking, your calendar becomes a guide that ensures your time aligns with your goals and values, creating structure without overwhelm.
The Finale: End by Aligning Your Week with Your 3 Year Vision
As you wrap up your Weekly Planning Session, take a few moments to do a final scan of everything you’ve set in place. Look over your priorities, time blocks, and organized tasks, ensuring they align with not only the week ahead but also with your broader objectives.
Next, bring your attention to your 3-Year Vision and quarterly initiatives. Ask yourself: How does this week’s plan contribute to my long-term goals? Which steps this week will drive meaningful progress toward that larger vision?
This final review anchors you in your purpose and keeps your daily work connected to something bigger. With each Weekly Planning Session, you’re not just setting up the week; you’re creating the path that leads toward your long-term vision, one intentional week at a time. Get out your calendar, set up that recurring meeting and get to work.
Team, have an incredible week ahead! To stay connected and receive weekly resources directly to your inbox, simply email me at [email protected] to subscribe. And remember, if the content ever feels overwhelming or no longer resonates, you can easily adjust your preferences using the unsubscribe link at the bottom of each email.
