I'm Sharing My Favorite Hacks For Scheduling Your Day

Example Schedules from the past 3 years

November 23, 2024
A scheduling notebook

If you’ve tried all kinds of strategies for managing your time but keep looking for something better, I feel your pain.

Here’s what I’ve learned… it’s not about time management as much as it is about self management.

We all have the same number of hours each day. The same as each other, the same as last year, the same as a decade from now. You and I can’t change how many hours are in a day. But we can change how we steward them, which takes managing oneself.

Today, I’m sharing my journey and some of my scheduling hacks to manage myself effectively. I’ll break it down by year from 2020 to 2022.

Spoiler alert, I did things differently in 2020 than in 2022. As I learned more, I made adjustments, evaluated and adjusted again. Intentionality with your schedule is essential to growing as a leader.

As you follow me through this journey, take what works for you and leave what doesn’t. If there are habits or hacks you find helpful, let me know in the comments. Or if you have suggestions of other hacks I should try, I’d love to hear from you.

Start living intentionally

The one practice I carried through all three years: The Pomodoro technique

I’ve adapted the Pomodoro technique, developed by Francesco Cirillo, to prioritize my focused work. I began by focusing my work on three 25-minute chunks, with 5-minute breaks in-between. During the 5 minutes, I might refill coffee or check Slack (not email!) and then get right back into it.

After three rounds, I’ll either move on to something else, like a meeting, take a 15-minute break, and then repeat the cycle, diving back into focused work. The schedule has adapted over time, so here’s a look at the past two years.

Be intentional about how you schedule your time. Otherwise, you allow everyone else to dictate your schedule.

Scheduling in 2020

My Daily Schedule

I’ve been leading distributed teams for over five years, but 2020 reset schedules in a new kind of way. This allowed me to test some approaches to scheduling my time. Here is how I tried to structure my day during the summer of 2020.

9:00 Quick email triage (15 min) – I time-box this to 15 minutes to get the important stuff out of email and into a workspace like Asana or google docs.
9:15 Daily Standup #1 (15 min) – I ha three teams I did this with each day
9:30 Focus work (25 min)
9:55 Break (5 min)
10:00 Focus work (25 min)
10:25 Break (5 min)
10:30 Focus work (25 min)
10:55 Break (5 min)
11:00 Daily Standup #2 (15 min)
11:15 Focus work (25 min)
11:40 Break (5 min)
11:45 Focus work (25 min)
12:10 Break (5 min)
12:15 Daily Standup #3 (15 min)
12:30 Troubleshooting with Team #3 (this is an optional meeting that is needed more often than not)
12:45 Lunch
1:30 Quick email triage (30 min)
2:00 Meeting (50 min) I like to schedule meetings with a 5-10 minute buffer
2:50 Break (10 min)
3:00 Meeting (25 min) – not all meetings need to be an hour
3:25 Break (5 min)
3:30 Meeting (25 min) – not all meetings need to be an hour
3:55 Break (5 min)
4:00 Inbox Zero (60 min) – If I get done early, then I’m done early 😀

Key takeaways from this schedule:

  • Focus work during my best hours in the morning.
  • I arranged my focus work into 1.5-hour and 1-hour chunks to keep the flow going.
  • Meetings (other than standups) stay in the afternoons
  • Email stays closed except for batch triage.
  • My work in 2020 was pretty structured (partially because I designed the system I was working within). This may not be the reality for you, and my 2021 schedule might have more resonance.
  • I use the app Be Focused Pro to track my time chunks.

My Weekly Schedule

Two days a week, I swap the afternoon meetings slot for professional development. So here is what the starting point for my weekly schedule looks like in bigger chunks.

my 2021 weekly schedule
My Weekly Schedule

I have my teams set up to work on 3-week sprints, so I adapt the weekly template to accommodate various scrum events. These end up falling on different days depending on the week. So I swapped it out for whatever was in that time slot.

Scheduling Adjustments

At the end of the summer in 2020, I evaluated what was working and what wasn’t. One nice thing about keeping an updated calendar is how easy it is to look back and see what changed.

I made three adjustments heading into the fall.

  1. 30-minute meetings. Parkinson’s Law says work will expand to the time available, which certainly applies to meetings. I changed the default meeting length to 30 minutes and only made it longer if there was a compelling reason.
  2. I’ll trade you a standup for an inbox zero. I trained a new Scrum Master and no longer needed to be in my 11 am standup. I replaced the 15 minutes with quick email triage and gave myself 30 minutes back into the afternoon.
  3. Increase flexibility. As the year went on, I was asked to lead more design sprints to help the organization pivot in 2020. These can be disruptive to a fixed schedule, so I built in more flexibility by focusing on the daily chunks rather than the minute by schedule.

Scheduling in 2021

My Daily Schedule

In 2021 I changed roles and was no longer leading multiple Scrum teams. Instead, I was helping a division develop its digital strategies. Most of my time fell into one of three categories; creation, coordination and learning.

Because of this, I moved to more of a blocked weekly schedule that I'll share below. But the general daily structure looks like this:

  • 9-12 Focus Work / Learning
  • 4 40 minute loops with 5-10 breaks
  • Email triage in the middle and end of the day

I like the block schedule a lot more. It provides more time for focused work, which my current role requires. The reality is we all have different roles with different requirements. I'm not sharing my schedule to say your's needs to look just like it but to share my process in hopes that it helps you design the best schedule for your context.

I stopped thinking about managing my time and began to prioritize my energy and focus.

My Weekly Schedule

Like I said above, most of my time fell into one of three categories; creation, coordination and learning

My 2021 Weekly Schedule

I stopped thinking about managing my time and began to prioritize my energy and focus. For me personally, my best hours for energy and focus are in the morning.

My creative work and learning new skills require the most, so they get priority in my day. The meetings I facilitate to coordinate with stakeholders, leaders, and contributors all get placed after lunch, where my energy is a little lower but still sufficient.

Take stock of when you’re at your best during the day and give that time to your highest priorities. I don’t open my email till lunch.

Blocking your schedule is probably my favorite schedule hack, but the biggest obstacle is lining it up with other people’s schedules. At first, I was a little concerned, but I found that just being clear (I’m only available for meetings in the afternoon) went a long way.

You want your life to have meaning and impact.

What if your everyday work and life not only felt natural and intuitive but also aligned with your priorities and positively impacted those around you?

2022

At the beginning of this summer, I had yet another shift in responsibilities and opportunities. This change prompted me to step back and evaluate my schedule yet again.

As I spend more time sharpening the saw, chopping the wood goes a lot quicker.

Because so much of life and the world around me is full and fast, I’m taking a more minimalist approach to my schedule. I’m still blocking my schedule, but there are just four blocks.

My 2022 Weekly Schedule
  1. Create. 6–10 am. This might be writing, designing or strategizing. During this window of time, I found that my best contribution is bringing the conceptual to become concrete.
  2. To-do. 10–2 pm. All the things I need to do. I might be facilitating a workshop, hosting meetings or responding to messages. During the mid-day, I have the right amount of energy to tackle these, and it’s the time that people across similar timezones are all in their working hours.
  3. Learn. 2–5 pm. I reserve a significant amount of time for learning through reading, courses or experimentation. This time helps me wind down from all the to-dos and gets me excited to apply what I’m learning the next day.
  4. Play. 5 pm+ I really love the work I do, but it’s the relationships that will last forever. Because of this, I’m keeping my personal schedule at the same level and priority as my work schedule.

Schedule Adjustments

  • More time learning. I once had a leader suggest I focus more time on learning and development until I began to have a negative return on time invested. I’ve increased my learning time each year for the past three years, and I have yet to hit that point. As I spend more time sharpening the saw, chopping the wood goes a lot quicker.
  • Minimalist scheduling. It’s a significant change from the detailed schedule from two years ago, and I find the simplicity very freeing. It may be different for you, but this seems to be my sweet spot between structure and freedom.
  • Setting tomorrow’s priorities. The one thing that I didn’t list on that schedule is that I review the day every night and identify the priorities for tomorrow. I set 1 priority that must be done, 2 that are still really important, and everything else lives in the to-do junk drawer.

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Next steps for scheduling

We covered a lot of details, which hopefully helped illustrate what it can look like to structure your schedule intentionally.

Action Plan

Here are some cliff notes you can apply to your schedule.

  1. Focus on the chucks of your day. A tight minute-by-minute schedule feels good but isn’t resilient enough for the realities of today’s schedule.
  2. Keep meetings short. Moving meetings to 30 minutes has freed up so many hours to my schedule. You could probably cut your current meeting lengths in half.
  3. Stay out of your inbox. Email can eat up your whole day if you let it. I have three times that I triage my inbox. This allows me to respond promptly while still letting me focus on priority work.

You’ll notice I have a basic framework that I inspect and adapt as I go. I’m trying to develop a harmony of flexibility and structure to get my best work done.

Be intentional about how you schedule your time. Otherwise, you allow everyone else to dictate your schedule.

Frequently Asked Questions

Team Leadership

What is team leadership?

Team leadership is a management approach focused on leading and guiding a group of individuals working together towards a common goal. A team leader is responsible for providing direction, support, and guidance to the team members, while fostering a positive and productive work environment.

Team leadership involves setting clear goals and expectations for the team, communicating effectively, and building trust and relationships with team members. It also involves empowering team members to take ownership of their work and contribute their unique skills and perspectives to the team's success.

Some key characteristics of effective team leadership include:

  1. Communication: Team leaders communicate clearly and effectively with their team members, keeping them informed about goals, expectations, and progress.
  2. Vision and strategy: Effective team leaders have a clear vision for what they want to achieve and a strategy for how to get there, while also being flexible and adaptable when necessary.
  3. Empowerment: Good team leaders empower their team members to make decisions and take ownership of their work, while also providing support and guidance as needed.
  4. Trust-building: Team leaders build trust and strong relationships with their team members, creating a positive and productive work environment.
  5. Results-oriented: Finally, effective team leaders are results-oriented, focusing on achieving goals and driving performance while also valuing the well-being and development of their team members.

Overall, team leadership is a collaborative and empowering approach to management that values communication, trust-building, and results-driven performance.

Learn more about leadership.

What are the different styles of team leadership?

There are several different styles of team leadership, including:

  1. Democratic leadership: In this style, the leader encourages open communication and participation from all team members in decision-making processes.
  2. Autocratic leadership: This style involves the leader making decisions and taking control over the team's direction, often with little input from team members.
  3. Transformational leadership: This style focuses on inspiring and motivating team members to achieve their full potential, often by setting a clear vision and communicating goals effectively.
  4. Servant leadership: A servant leader prioritizes the needs of their team members, focusing on serving and empowering them to achieve their goals.
  5. Laissez-faire leadership: In this style, the leader provides minimal guidance or direction, allowing team members to take ownership of their work and make decisions independently.
  6. Transactional leadership: This style involves setting clear goals and expectations for team members and providing rewards or discipline based on performance.
  7. Situational leadership: This approach involves adapting one's leadership style to fit the specific situation or needs of the team at any given time.

Overall, each style of team leadership has its own strengths and weaknesses, and effective leaders may use a combination of different styles depending on the situation and the needs of their team.

Learn more about leadership.

What are the different skills required for team leadership?

There are several key skills required for effective team leadership, including:

  1. Clear: Team leaders must be to communicate effectively with their team members, setting clear expectations and goals, providing feedback, and keeping everyone informed about progress and changes.
  2. Active listening: Leaders need to be able to listen actively to their team members, hear their concerns, ideas, and suggestions, and work collaboratively to find solutions.
  3. Empathy: Good team leaders value empathy, recognizing and understanding the perspectives of their team members, and working to build trust and strong relationships
  4. Decision-making: Leaders must be able to make informed decisions based on available information and input from team members, while also being decisive when necessary.
  5. Problem-solving: Effective team leaders must be able to identify and solve problems that arise within the team, working collaboratively to find creative and effective solutions.
  6. Motivation and empowerment: Leaders must be able to motivate and empower their team members to take ownership of their work, overcome challenges, and achieve their full potential.
  7. Delegation and management: Team leaders must be able to delegate tasks effectively, manage resources and timelines, and oversee the work of the team to ensure quality and efficiency.

Overall, effective team leadership requires a combination of interpersonal, decision-making, and management skills, as well as the ability to inspire and empower team members to work collaboratively towards shared goals.

Learn more about leadership.

What is servant leadership?

Servant leadership is a leadership philosophy and management style that emphasizes the importance of serving others first before considering one's own needs and desires. It's an approach to leadership that focuses on the well-being and growth of others, rather than solely on achieving organizational goals.

A servant leader prioritizes the needs of their followers or team members, providing them with support, guidance, and mentorship. They are committed to empowering their team members to reach their full potential and achieve their goals.

Some common characteristics of servant leaders include:

  1. Empathy: Servant leaders value empathy, placing themselves in the shoes of their followers to better understand their needs and motivations.
  2. Listening: They are active listeners, taking the time to listen to their followers' concerns, feedback, and ideas.
  3. Commitment to development: Servant leaders prioritize the growth and development of their followers, providing opportunities for learning and development.
  4. Humility: They recognize their own limitations and seek input from others to make informed decisions.
  5. Stewardship: Servant leaders view themselves as stewards of their organization, working to create a positive impact for all stakeholders.

Overall, servant leadership is about creating a supportive and empowering environment for others to thrive. By prioritizing the needs of their followers, a servant leader can inspire trust, loyalty, and commitment, ultimately leading to better outcomes for the organization as a whole.

Learn more about how to cultivate servant leadership.

Servant Leadership

What is servant leadership?

Servant leadership is a leadership philosophy and management style that emphasizes the importance of serving others first before considering one's own needs and desires. It's an approach to leadership that focuses on the well-being and growth of others, rather than solely on achieving organizational goals.

A servant leader prioritizes the needs of their followers or team members, providing them with support, guidance, and mentorship. They are committed to empowering their team members to reach their full potential and achieve their goals.

Some common characteristics of servant leaders include:

  1. Empathy: Servant leaders value empathy, placing themselves in the shoes of their followers to better understand their needs and motivations.
  2. Listening: They are active listeners, taking the time to listen to their followers' concerns, feedback, and ideas.
  3. Commitment to development: Servant leaders prioritize the growth and development of their followers, providing opportunities for learning and development.
  4. Humility: They recognize their own limitations and seek input from others to make informed decisions.
  5. Stewardship: Servant leaders view themselves as stewards of their organization, working to create a positive impact for all stakeholders.

Overall, servant leadership is about creating a supportive and empowering environment for others to thrive. By prioritizing the needs of their followers, a servant leader can inspire trust, loyalty, and commitment, ultimately leading to better outcomes for the organization as a whole.

Learn more about how to cultivate servant leadership.

How can servant leadership be beneficial in the workplace?

Servant leadership can be beneficial in the workplace in a number of ways, including:

  1. Improved employee engagement and job satisfaction: When employees feel supported, valued, and empowered by their leaders, they tend to be more engaged and satisfied with their work.
  2. Increased collaboration and teamwork: Servant leaders prioritize communication, collaboration, and trust-building, which can lead to stronger relationships and more effective teamwork.
  3. Higher levels of productivity and innovation: When leaders empower their team members to take ownership of their work and contribute their ideas, it can lead to higher levels of productivity and innovation.
  4. Reduced turnover and absenteeism: Employees who feel supported and valued are less likely to leave their jobs or call in sick, leading to reduced turnover and absenteeism rates.
  5. Improved organizational culture: Servant leadership can create a positive organizational culture that values growth, development, and well-being for all stakeholders, which can lead to improved morale and outcomes.

Overall, servant leadership can lead to a more positive, productive, and fulfilling workplace environment, benefiting both employees and the organization as a whole.

Learn more about how to cultivate servant leadership.

How does servant leadership differ from other leadership styles?

Servant leadership differs from many other leadership styles in several key ways:

  1. Focus on serving others: Servant leaders prioritize the needs and well-being of their followers over their own interests, while many other leadership styles focus more on achieving organizational goals.
  2. Empathy and listening skills: Servant leaders value empathy and active listening skills to better understand the needs and perspectives of their followers, while some other leadership styles may be more focused on asserting authority or making decisions without input from others.
  3. Collaboration and teamwork: Servant leaders prioritize collaboration and teamwork, seeking to empower and develop their followers to achieve their full potential, while other leadership styles may be more focused on competition or individual achievement.
  4. Humility and accountability: Servant leaders view themselves as stewards of their organization, prioritizing the well-being of all stakeholders and taking responsibility for their decisions, while some other leadership styles may be more focused on personal ambition or avoiding blame.

Overall, servant leadership is characterized by a focus on serving others, prioritizing empathy and collaboration, and taking a humble and accountable approach to leadership. While other leadership styles may be effective in different contexts, servant leadership can be a powerful tool for creating positive change and empowering others to reach their full potential.

Learn more about how to cultivate servant leadership.

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