How to plan a week that actually happens

T02 Time Audit

Hey, welcome to the first step in mastering your workweek: conducting a time audit. Did you know that on average, only 28% of our workweek is spent on actual work? The rest is consumed by emails, meetings and distractions. It's quite surprising, isn't it? But what if I told you that by refining our work habits, we could increase the time spent on meaningful work to 64% or more? Think of the possibilities for your career progression. What would you do with two times more time on important work?

Create a copy of the Google Sheet from the link below. Open the first sheet labeled Goals. What are the big initiatives you're working on? Replace the text with your primary objectives or key results. Do this for the top five initiatives. Next, assess how you've spent your time over the last four weeks. Estimate how many hours you've dedicated to each category. The aim is to gain insight, not exact precision.

T06 Ideal Week Calendar

This is what an ideal week planning looks like. I'm not adding extra work to your calendar. We're simply organizing it in a different way and in a more effective way. Before you start adding all these blocks into your normal calendar, I guarantee you that is not going to work. You need to build it up. Start small and test it out first. That's based on the book Atomic Habits on how to build good habits. Good habits make time your ally, bad habits make time your enemy.

Create a secondary calendar that only you can see. Think of this as a testing environment. The first thing we're going to do is add a deep work block in the morning. 90 minutes first thing in the morning and it repeats every day. Let's consider this situation: you've started with a coffee, reading email and now you're ready for the day. But just as you wanted to start working on the one thing, a colleague stops by your desk. Now you have to decide between important work or helping them. That's a lose-lose situation. The alternative is so much better. You have done the one thing already so if you help your colleague you won't stress.

Next up is to schedule specific times for checking your inbox. I do this two times a day. Then schedule a daily buffer for unforeseen things. After each block where you check your inbox, add 30 minutes to handle urgent matters. Next to the daily buffer, I also recommend a weekly buffer, which I call a fire break. Just like the chaos from one week doesn't spill over into the next.

This lesson teaches you how to plan your week so you work on what matters most instead of reacting to whatever comes up. You will learn a weekly planning routine that takes 30 minutes and keeps you in control of your time for the entire week.

A student on my productivity course told me he wanted to start each morning with email. "It's a calm way to ease into the day," he said. And if everything goes perfectly, that's true. But things rarely go perfectly.

Here's what actually happened. He opened his inbox with a coffee, replied to a few messages, and was about to start his real work when a colleague stopped by. "Quick question, can you help me with something?" Now he had to choose between the important project he hadn't started and the colleague standing in front of him. That's a lose-lose situation, and it happens because the important work didn't have a protected slot in his calendar.

The ideal week is a test, not a commitment

Most people hear "plan your week" and picture a rigid, colour-coded calendar that falls apart by Tuesday. I get the resistance. I felt it too. The trick that made it work for me was treating it as an experiment, not a rule.

James Clear writes in Atomic Habits that good habits make time your ally and bad habits make time your enemy. The ideal week calendar is about making time your ally by being intentional about where your energy goes, before the week fills itself up with other people's priorities.

Here's the setup. Create a secondary calendar in Google Calendar (or whatever you use) that only you can see. Think of it as a testing environment. You're not blocking time in your real calendar yet. You're sketching what a good week looks like and then overlaying it with reality to see where the gaps are.

Deep work goes first

The first thing I put in is a 90-minute deep work block every morning. First thing, before email, before Slack, before anything. This is when you work on your most important task (the "one thing" from the previous article).

Why mornings? Because your willpower and focus are highest before the day's noise kicks in. And because of the scenario I opened with: if you do the important work first, everything else that happens afterward is a bonus. Your colleague interrupts? Fine, you already did the thing that matters. Your inbox explodes? No stress, the deep work is done.

If mornings don't work because of a standing meeting, adjust. The student I mentioned moved his Tuesday deep work block to the afternoon because he had a recurring meeting on Tuesday mornings. That's the whole point of the test calendar: it adapts to your reality.

Inbox slots, not inbox all-day

After the deep work block, I schedule specific times for checking email. Twice a day works for me: once mid-morning, once mid-afternoon. Between those slots, email is closed. This sounds extreme, but it means I'm responding thoughtfully twice a day rather than reactively all day.

If twice feels too risky, start with three times. The point is to move from "email is always open" to "email has a slot." That one change frees up hours of scattered attention.

Build in buffers before you need them

After each inbox slot, I add a 30-minute daily buffer. This is time for the fires. The urgent email that needs a response. The quick task that just came in. Without this buffer, every unexpected thing derails your deep work block.

There's also a weekly buffer I call the firebreak. Picture a strip of cleared land between two sections of forest. If one side catches fire, the firebreak stops it from spreading to the other side. That's what Friday afternoon is in my calendar. It's 2-3 hours where I clear out anything that piled up during the week, close open loops, and plan the next week.

Without a firebreak, the chaos from one week bleeds into the next. You start Monday already behind.

I don't always use the firebreak perfectly (see the 12-week sprints article for my honest track record with buffer weeks). But even an imperfect firebreak is better than none.

Overlay and adjust

Once your test calendar has deep work, inbox slots, buffers, and the firebreak, overlay it with your real calendar. Where do the conflicts show up? Maybe Wednesday morning has a standing team meeting that blocks your deep work. Fine. Move the deep work to Wednesday afternoon that week.

The key word is "that week." Don't give up on the whole system because one day doesn't fit. Adjust week by week. After two or three weeks, you'll start seeing patterns. Maybe you can ask to move that Wednesday meeting. Maybe you discover that afternoon deep work actually suits you on some days.

I also add a recurring reminder every Friday: review the ideal week calendar. What worked? What didn't? Should I shift anything? This weekly check is what turns a nice idea into an actual habit.

You're not adding more work to your calendar. You're organising the work you already have in a more intentional way. Deep work first, inbox in slots, buffers for the fires, and a firebreak to close the week clean.

Start with one change: a single deep work block tomorrow morning. If that works, add the inbox slots. Then the buffers. Build it up in layers, test it in a secondary calendar, and adjust as you go. The ideal week isn't about perfection. It's about giving your most important work a fighting chance.