Are you finding it difficult to address all the responsibilities that need tending to in a day? Are you so overwhelmed with where to start that you fail to start at all? Find out how to maximize your day with an appointment planner.
Among many things, managing a home, kids, schedules, feedings, and appointments generates a long to-do list pretty quickly. Sure, some of these responsibilities can be delegated, but the reality is, there’s a lot on the plate for moms. Appointment planners are a great tool to help you maximize your day utilizing time blocking.
Benefits of Time Blocking with an Appointment Planner
Time Blocking is a time management strategy in which you block off a period of time to complete a task. For example, you may block 8-8:30 every morning to complete morning chores, or 3-4pm for afternoon playtime with your kids.
This is a helpful strategy because it allows you to better focus your attention on one thing at a time. You’re a mom, so interruptions will inevitably come, but it helps bring structure to your day. When I first started using time blocking to plan my day, I noticed how much more present I was with my children. I didn’t sit there running through all the things that still needed to get done, because I had already blocked time for it in another part of my schedule that day or week.
The other reason it’s a helpful strategy is because it allows you to truly see how much time you have in a day to accomplish tasks. Before time blocking with my appointment planner, I would write down long to-do lists thinking I would be able to accomplish everything. I failed to take into consideration the day-to-day responsibilities that come with taking care of small children. As a result, I barely scratched the surface on my to-do list each day. This left me feeling frustrated and that I was incapable of managing all that was required of me.
With time blocking, I was able to see how much available time I realistically had and adjust my to-do list accordingly. My productivity skyrocketed as a result, and I believe yours will too!
Traditional Planners vs. Appointment Planners
Traditional planners typically provide a blank box for each day of the week. The idea is to write down your to-do list for the day and cross those items off as they are completed. While this method may have worked fairly well pre-children when women could spend most of their time however they saw fit, it does not work well post-babies. With all the added demands of children, moms need something much more focused if they are going to accomplish anything.
Appointment planners separate each day into columns that are then labeled in increments of time spanning 12-14 hours. The increments of time are further broken down by the hour, 30 minutes, or 15 minutes.
This more focused look at your day by minutes and hours allows you to be more realistic and intentional with your day.
How to Use your Appointment Planner
1. Brain Dump
Choose one day a week and set aside time to brain dump everything you have to do for the week. Whether it’s decluttering a part of the house, paying specific bills, taking your children to a playdate or special outing, or the miscellaneous items that pop up, write it all down.
2. Determine Your Everyday Routines
Once you’ve written down everything that needs to get done in the week, time block your everyday routines. For example, if nap time is usually noon-1:30 every day, you would label that window of time as “nap”. If you take your kids to the park everyday at 9, block out 9-10am and label “park”. Other routines could include playtime with kids, morning chores, school drop-off or pick-up, dinner prep, etc. These are the things that happen everyday, without fail.
3. Plug in Scheduled Appointments and Outings
Now that all the routine gotta-do’s are in your planner, go ahead and time block any scheduled appointments or outings. Make sure you time block drive time!
4. Prioritize Remaining Tasks and Plug into Available Time Slots
Prioritize any remaining tasks from your brain dump list, and plug them into your planner for the week. Any less priority tasks that can’t be scheduled for the week can be rolled over to the next week. (Like most moms, nap time is when I get many of my tasks done. I always write down the tasks I plan to do each day during nap time in the space blocked out as nap time.)
5. Make Room for White Space
Finally, leave white space! This is space with nothing scheduled or planned. I leave white space each day, typically in the afternoons. When the time comes, you can use this time as you’d like. You could finish something that wasn’t finished from earlier, spend the time playing with your kids, use it for self-care…however you see fit. White space allows for flexibility in your day, and since your a mom, flexibility is a must!
Waking up with your day mapped out brings focus and clarity, allowing you to be far more intentional and productive with your day. With this time management strategy, you will find that you have time each day to tend to your home, kids, and self in meaningful ways that move the needle in a positive direction.
When to Fill Out Your Appointment Planner
I like to brain dump for the week on Sunday. During this time, I also block any appointments or commitments for the week.
Any remaining tasks I fill in the night before or during my early morning routine. I personally do not like to fill out my entire week on Sunday because life happens and things change. That said, experiment and find the routine that works best for you.
A Final Note about Time Blocking with Appointment Planners
Remember that this is a tool to help you. There will inevitably be days when life happens and the day planned goes out the window. That’s okay! You don’t have to execute your day perfectly.
Be flexible! Sometimes, opportunities will present themselves…a friend will call to hangout or needs a listening ear, a serving opportunity arises last minute that you’d love to help with. If your original plan isn’t pressing, and these opportunities are ones you genuinely want to take, then be flexible and take them. When we grow rigid in our schedules, we become a slave to the schedule. We are meant to be free and flexibility allows that.
I hope this helped you see just how beneficial appointment planners and time blocking can be. I encourage you to get yourself one today and give this time management strategy a try!