How to create a weekly plan that actually works
As many freelancers and small business owners know, being in charge of your own schedule can be a double-edged sword.
On the one hand, you can create a weekly plan that’s perfect for your lifestyle — whether that’s working around school runs or balancing two different roles. On the flipside, however, you have to have the discipline to put that perfect plan into action and account for any changes.
So, while you may not be stifled by the corporate calendar, it’s important to create an achievable plan that keeps you motivated and doesn’t lead to burnout. But don’t worry — it’s possible!
Read on for productivity hacks and tips on striking the ideal balance with a weekly plan that really works for you.
Why plan your week?
From creating social media strategies to handling tax returns, being a freelancer or small business owner means taking on lots of tasks at once. How can you keep track of them all?
Creating a weekly plan can help you be more organised and productive, so you feel less overwhelmed by your to-do list and can confidently take on each day as it comes.
How to plan your weekly schedule
The idea of a weekly planner is wonderful. However, the reality of implementing one can prove easier said than done. After all, one size does not fit all — your business model may differ hugely from that of other freelancers, as might your home life. So, how can you plan a weekly schedule that you’ll stick to?
Know your own productivity
Firstly, it’s easy to see the way other small business owners plan their weeks and try to follow suit. But if you’re most productive in the evening, getting up at 6am to dive into admin might leave you feeling groggy and frustrated. On the other hand, you might find getting your work done early works best if your attention lags in the late afternoon.
Going with your productivity archetype can lead to less resistance and a smoother weekly plan.
2. Find the organisation method that works for you
Similarly, the best way to be more organised is to find methods that work for you. Are you a visual person who likes to colour code? Are you a list-maker? Whether digital or on paper, use the tools and methods that you feel most comfortable with, and you’re more likely to stick with them.
3. Keep your to-do list in one place
Are you the type of person who notes down tasks, appointments, and important information in a range of places? A scrap of paper here, a quick jot on your phone notes app… It’s easy for this information to become scattered to the wind.
Instead, keep your to-do list centralised. This might be using a comprehensive physical planner or project management software like ClickUp or Airtable. By placing it all in one place, you’ll not only be less likely to forget tasks, but you’ll find it easier to prioritise them.
4. Prioritise your tasks
That leads us nicely onto prioritisation. It can be tempting to focus on the ‘nice’ tasks — but they’re not always the most important on the list.
By writing out your task priority, whether it’s adding a label of ‘High’, ‘Medium’, or ‘Low’ or placing them into a specific order, you can make sure that the most urgent tasks will be completed first.
There are various prioritisation techniques, so you might find it helpful to try a few and see what works for you:
ABCDE: Grading tasks from A to E, with A being the most urgent and E being the lowest priority.
MoSCoW: Labelling your tasks as:
M - Must do
S - Should do
C - Could do
W - Won’t do
Deadlines: If you have set deadlines (for example, outlined by clients), you might find this is the best way to prioritise your tasks, working through them chronologically.
5. Consider time blocking
Think about what’s involved in your working week and consider blocking time strategically. For example, you might block out a Monday morning and a Thursday afternoon for admin or emails. You can then focus the rest of your week on other tasks.
6. Be realistic about your capacity
If you’re feeling burnt out at the end of the week, you could be taking too much on. When creating your weekly plan, don’t overstretch yourself. Be realistic about the hours you can work and how long different tasks take you.
Linking to task prioritisation, you might also want to consider delegation. If you’re a solopreneur or a small business owner who can’t take on a full-time staff member, why not consider help from a virtual assistant?
A virtual assistant (VA) can take on any overflow and streamline your operations so you can focus on the high-priority tasks on your weekly planner. Some helpful virtual assistant services include:
Organising your email inbox
Scheduling social media posts
Customer service and communication
Data entry
Team and project management
And so much more!
7. Allow some flexibility
As much as many of us would love to stick to a fixed schedule with even workloads spread across the week, things don’t always work out that way. Last-minute work comes in, sick days happen… Having a little flexibility within your weekly plan can take the pressure off.
This might include setting earlier deadlines for yourself so you have a buffer for the ‘official’ deadline, for instance.
8. Don’t forget the downtime!
If your weekly plan doesn’t include breaks, adding some in can be hugely beneficial. Taking a proper lunch break, giving yourself a set finishing time, and having moments to stretch your legs or experience a change of scenery can work wonders for your productivity and mental wellbeing.
Plan your week with help from a VA
Creating an effective weekly plan can make your working days more enjoyable and less stressful, but you don’t have to do it alone.
A virtual assistant can offer an array of services tailored to your needs. Delegating tasks to a VA can be a great way to create a more effective and manageable weekly plan. Plus, virtual assistants like Erin can help with accountability to keep you on track.
To learn more about the Bizzybee virtual assistant services on offer, including dedicated neurodivergence in business support, please feel free to get in touch.
