As executives, we have so much on our plates, and finding time to do everything is key. I used to be the person always behind on work, but once I discovered that planning ahead is a crucial component of being productive and efficient in any job or career, things changed.

A weekly work planning session has been an incredibly useful tool for setting goals, prioritizing tasks and ensuring that I am making the most of my time. Below, I will discuss the benefits of such a planning session and provide some tips for how to make the most of this practice.

  Increased Productivity

One of the most significant benefits of a weekly work planning session is increased productivity. It is not difficult, and it doesn’t have to take a ton of time. With just 20 to 30 minutes per week (I do my planning on Sundays), you can get the whole week planned out.

Many people could benefit from better time management and planning skills. When you take the time to plan out your tasks and priorities for the week ahead, you are able to approach your work with a clear sense of purpose and direction. This can help you to stay focused and motivated throughout the week and avoid wasting time on tasks that are not essential to your goals.

All you need is your calendar and a to-do list.

Steps For Planning

1. Open your calendar and tasks list.
2. Looks for spots of time when you can accomplish some of your tasks that are outside meetings or calls.
3. Estimate the time it will take you to complete every task.
4. Find spots on your calendar to address the items from your to-do list.
5. Start finding spots for the quickest tasks first, and then once done, move on to the more time-consuming tasks. These can be done also based on the priority of tasks, but for me, it is better to sort them by time.

Improved Time Management

Another benefit of a weekly work planning session is improved time management. The average office worker is interrupted every three to 11 minutes and can take almost 25 minutes to return to their original task. This suggests that distractions can be a major obstacle to productivity, but planning ahead can help to minimize the impact of interruptions.

By setting priorities and creating a schedule for the week ahead, I’ve found that I am using my time more effectively and efficiently. This helps me to avoid getting bogged down in low-priority tasks or distractions and to focus on the work that will have the most impact on my goals.

Reduced Stress

A weekly work planning session also helps to reduce stress and anxiety related to work. When I have a clear plan for the week ahead, I can approach my work with a sense of calm and confidence, knowing that I have a road map for how to achieve my goals. This can help me avoid feeling overwhelmed or stressed out by the demands of my job.

I’ve seen that organizations that use formal project management practices are more likely to meet their goals and objectives than those that do not. Planning ahead is a key component of effective project management.

Here are some tips for making the most of your weekly work planning session.

• Set aside dedicated time each week for your planning session. This could be a specific day and time, or simply a block of time, that you devote to planning.
• Use a planner or digital tool to keep track of your tasks and priorities. This can help you to stay organized and ensure that you don’t miss anything important.
• Start by identifying your most important goals for the week, and then work backward to break them down into specific tasks and actions.
• Be realistic about what you can accomplish in a week, and don’t overcommit yourself. Remember that it’s better to focus on a few key tasks and do them well.

If you are like me and have a thousand things going at the same time, a weekly work planning session can be an incredibly valuable tool to improve productivity, time management and decision-making skills.

By taking the time to plan ahead, you can approach your work with a clear sense of purpose and direction and avoid getting bogged down in low-priority tasks or distractions. One important thing to note is not to let last-minute meetings or emergencies mess up your plan.

So why not give it a try and see how it can benefit your work and your life? I promise you, it is a game changer.

By: Mercedes Soria

Source: https://www.forbes.com/sites/forbestechcouncil/2023/05/31/why-you-should-always-plan-your-week-ahead/?sh=3d2ca0df5f13