Efficient Planning for Stress-Free Deadlines

The 3 things I do on Fridays to plan for a smooth week ahead ↓ ⁠ Usually on Fridays, I spend about two hours making sure I am in good shape for upcoming deadlines, prioritizing the right activities by ensuring I have time to tackle them effectively (eliminating/punting other activities to make space), and preparing for the upcoming two weeks. ⁠ ⁠ To make sure I cover everything, I use a step-by-step agenda. ⁠ ⁠ Here are three items from that agenda:⁠ ⁠ 1. Review the past week. Did I get everything done / need to follow up on something?⁠ If I didn’t get something done or need to follow up, I schedule time in the future to do that (I typically do NOT do it then or else this 2hr session will turn into a 4-5hr one). Note: When everything is in one place (calendar), this step is pretty easy. Tedious, but easy. ⁠ 2. Gather all action items from all the places they come at me from. From to-do lists on my desk to Apple Reminders on my phone, I collect each task and bridge it into my calendar. ⁠ ⁠ I then toss the to-do lists and check off the Reminders (even though I haven’t “done” them yet; they’re now in a system I trust to help me do them; I don’t need them also staring me down from a list when I, e.g. won’t do that thing for two weeks).⁠ 3. Look ahead at the next two weeks day-by-day. For any meetings or deadlines, I schedule any prep time, follow-up time, and/or recovery time I’ll need. ⁠ ⁠ While this (and the other things on my agenda) take solid time, it’s so worth it. Every time I skip the session (because life), I feel like I’m on the back foot for the whole week. I feel less sure about what I’m supposed to be doing. I worry I forgot something. I spot conflicts too late and scramble. ⁠ ⁠ So, while this planning session takes time, its ROI on my stress levels and my ability to spend more time the following week executing (v. deciding what to do) is worth every minute.⁠ ⁠ And if you’re curious why Fridays and not Sundays, if you do the above (plus anything else that would help you feel confident you’re not dropping balls and have that realistic game plan), you get this weird “on top of it” high.⁠ ⁠ And I want you to feel that on Fridays going into your weekends – not at the end of them when it’s time to go back to work. ⁠ ⁠ If you don’t plan yet, consider trying this out this week. And if you do, what other agenda items do you do?

Time is what we want most, but what we use worst. Years ago, I thought time management was: ↳ Making to-do lists, ↳ Planning everything on a schedule, ↳ And still not getting everything done. But I learned the hard way: It’s not about doing more, it’s about doing it right. Here are 12 game-changing strategies: (that truly transformed my productivity) 1/ Anti-To-Do List: Track what not to do (low-value tasks or habits that waste time). 2/ The Rule of Three: Instead of endless task lists, set just 3 key priorities per day. 3/ Time-Stamped Planning: Estimate time for each task, so your schedule isn’t just a wish list. 4/ Switching Tax Awareness: Switching between tasks can cost up to 40% of your productivity—minimize it. 5/ Waiting Time Hack: Use waiting in line or commuting for micro-tasks (replying to emails or listening to audiobooks). 6/ 90-Min Deep Work Cycle: Your brain works best in 90-minute focus sprints followed by breaks. 7/ Day Theming: Assign specific tasks to certain days (e.g., Mondays for planning, Fridays for networking). 8/ Set Hard Stops: Decide when work must end to prevent overworking and force efficiency. 9/ Productive Boredom: Allow quiet time for creative thinking (no phone, no music). 10/ Just Start Rule: When procrastinating, commit to just 2 minutes of a task—momentum usually follows. 11/ Multiplier Tasks: Some tasks (automating a workflow or hiring the right person) save you time forever. 12/ Manage Energy, Not Just Time: Track when you’re naturally most focused and schedule deep work. Time is the only resource you can’t get back. Manage it wisely. ♻️ Share this with your network. ☝️ For more valuable insights, follow me, Victoria Repa.

How to Get More Done in Less Time. (Your guide to working smarter, not harder) As a busy dad of 4 building a brand & business, I had to get creative with how I managed my time. I've read dozens of productivity books, listened to the podcasts, and followed the gurus. But it wasn't until I found what worked for me, that I was able to accomplish more with what seems to be less effort. Here's my 5-Step Framework: 1. Prioritize and Plan with Intention - What will move the needle forward today? - Choose 3 high-impact tasks and write them down. - Set deadlines and time limits for each. - Build your day around these priorities—everything else is noise. 2. Time Block Like a Pro - When will you do your best work? - Dedicate focused blocks of time for deep work. - Schedule everything: calls, emails, breaks—even downtime. - Stick to your blocks like they’re non-negotiable meetings. 3. Automate and Systematize - What tasks can you stop doing manually? - Use tech tools to handle repetitive work (e.g., auto-replies, scheduling). - Create templates, SOPs, or workflows for tasks you repeat often. - Free up mental energy for what matters. 4. Batch Similar Tasks - How can you reduce context-switching? - Group related tasks (e.g., emails, brainstorming, admin) and tackle them in one go. - Focus on one "mode" at a time: create, respond, or strategize. - End the habit of jumping between tasks—it kills momentum. 5. Delegate or Outsource - What can someone else do for you? - Identify low-leverage tasks that don’t need your expertise. - Train someone, then trust them to own it. - Stay focused on the high-value work only you can do. Ready to lock this in? Which one are you starting with today? ♻️ Share to help your network be more efficient. ➕ Follow Nico for daily productivity & branding insights.