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My Weekly Planning Ritual

By dedicating time to weekly planning, you’re not just managing your time; you’re investing in your team’s success and creating a more focused, impactful, and fulfilling work experience. Too often, we get caught in the whirlwind of daily tasks, reacting to urgent requests rather than proactively shaping our week. This reactive approach leads to burnout, missed opportunities, and ultimately, less impactful work.

Imagine building a road. You wouldn't just start paving without a plan, would you? You'd map out the route, identify potential obstacles, and allocate resources accordingly. Weekly planning is the same – it’s about creating a roadmap for your week, ensuring you’re moving in the right direction.

My Weekly Planning Ritual: A Step-by-Step Guide​

This isn't about rigid scheduling; it's about creating a framework that allows you to respond to change proactively. Here's how I structure my week:

1. Review the Big Picture (15-20 minutes)

Start by reminding yourself of the overall goals – both company-level objectives and your team’s priorities. What are the key results we’re aiming for this quarter? This ensures your weekly tasks align with the larger strategy. For example, if the company is focused on customer acquisition, our team might prioritize features that improve onboarding.

2. Calendar Blocking & Time Allocation (30-45 minutes)

This is where the magic happens. I literally block out time in my calendar for specific tasks. This isn't just about scheduling meetings; it's about allocating time for focused work.

  • Meetings: Schedule essential meetings, but be ruthless about keeping them concise and productive.
  • 1:1s: Prioritize these! These are a critical investment in your team’s growth and well-being. Use this time for coaching, feedback, and removing roadblocks.
  • Deep Work Blocks (90-120 minutes): Protect this time fiercely! This is ideal for tackling complex problems that require sustained concentration, like writing code, analyzing data, or crafting a new strategy. I often schedule these for first thing in the morning when I’m at my most focused.
  • Buffer Time (30-60 minutes): Unexpected issues will arise. Build in buffer time throughout the week to handle urgent requests, respond to emails, and address unforeseen challenges.

3. To-Do List Refinement & Prioritization (20-30 minutes)

Now it’s time to translate your goals into actionable tasks.

  • Capture Everything: Get all your tasks out of your head and onto a list.
  • Prioritize Ruthlessly: Use a framework like the Eisenhower Matrix (also known as the Urgent-Important Matrix) to categorize tasks:
    • Urgent & Important: Do these immediately.
    • Important, But Not Urgent: Schedule these for later.
    • Urgent, But Not Important: Delegate these if possible.
    • Neither Urgent Nor Important: Eliminate these.
  • Break Down Large Tasks: Large, daunting tasks can be paralyzing. Break them down into smaller, more manageable steps. This makes them less intimidating and easier to tackle.

Visual Aid Suggestion​

Consider using a digital calendar (Google Calendar, Outlook) or a task management tool (Asana, Trello, Todoist) to visualize your week and track your progress. Color-coding tasks by priority or project can also be helpful.

The Power of Consistent 1:1s​

Consistent 1:1 meetings with your team members are crucial for building trust, providing feedback, and fostering growth.

  • Structure: I use a consistent 30-minute format: check-in (5 minutes), progress update (10 minutes), roadblocks/challenges (10 minutes), action items (5 minutes).
  • Team Member Agenda: Encourage team members to come prepared with an agenda. This fosters ownership and ensures the 1:1 is productive and focused on their needs.

Adapting for Your Team​

Every team is different. Don’t be afraid to experiment and adapt this ritual to fit your team’s unique needs and working style. What works for me might not work for everyone.

Beyond the Plan: Embracing Flexibility​

The goal isn’t to adhere to the plan rigidly, but to have a framework that allows you to respond to change proactively. Unexpected issues will arise. By intentionally shaping your week, you create space for unexpected challenges without derailing your overall goals.

Last quarter, by dedicating Deep Work blocks, we were able to refactor a critical component, reducing bugs by 15%. This wasn't a pre-planned initiative, but having the protected time allowed us to address a critical issue quickly and efficiently.

By consistently dedicating time to planning, you'll not only get more done, but you'll also create a more focused, productive, and fulfilling work experience for yourself and your team.