How I Use My Planner to Automate My Life

If you’re reading the title of this post and thinking to yourself, “a paper planner, automated? I don’t think so!” just hang in there for a minute! I get it, when we think automation, we think machines, but at the root of the word automatic is the concept of something happening on its own without conscious thought or effort. I don’t know about you but I am always intrigued by the idea of not having to think about things in order for them to happen, so creating an automated system for my planning means, yes, I need to input data and do the work, but it means not having to put effort into planning. It’s about knowing what I am going to do or how I will be spending my time without having to exert the time and effort of deciding it for myself. The process of automating your planner is akin to laying out your clothing the night before or meal planning for the week. You still need to do things but by systematizing the process you save yourself time and brain power. The human brain really only has a finite amount of processing power for the day and we humans tend to use much of it up on silly little choices and thoughts. Spending 30 minutes agonizing over what to wear means you have less patience at 3pm to deal with a difficult email or customer. Staring aimlessly into the fridge for 10 minutes only increases the chance that you will make the poor decision to swing by the drive thru on your way to work. Time and time again, we prove to ourselves that when we have to make too many choices, we end up making poor choices, when we spend too much time thinking, we loose the ability to focus. So, back to the whole automating your planner concept- not such a crazy concept now, eh? Okay, well, if you are curious to know how I use my planner to automate my life, get ready to take some notes!

Bulk process routine tasks

The tasks we do on a regular frequency should always be handled together to automate our lives. For example, meal planning. Why decide your meals one day at a time when you can use your planner to map out all your meals for a week or more! This saves you time, because you can focus on one topic in a sitting which helps conserve brain power, you can create a single grocery list with everything you need to make your meals, and then when it comes time to prepare your meals you know exactly what you have to make, and again, save on processing power. I tend to meal plan in my planner by keeping a sticker with all my dinner options laid out for the week. Because I like to choose what I’m eating on a daily basis, I keep my options laid out in my planner and check them off as I make them. Although this may not be the most ideal meal planning scenario, I find it’s easier for me to pick from the 7 dinner options in my planner when I have them outlined!

Schedule the essentials

Anything that must be done should always be scheduled, specifically essential life activities like doctors appointments and scheduled maintenance, but you can also use this life hack to apply to any activity in your life from personal projects to office work. When we schedule time to do something, we take the pressure off deciding what to do and when, and we have a ready made period of time available that prevents us from using the excuse of having no time (probably the worlds most overused excuse!). I schedule events and tasks in my planner by writing them on a functional sticker so the event stands out to me. This way, I can literally see how I will be spending my day!

Utilize a next action list

When we don’t have to think about what we have to do “next” we save both our time and our mental energy. That’s why I keep my project plans as part of my daily planner so that I can see all the next actions I need to accomplish in order to complete a project or goal. I transfer my next actions from their project planning pages to my master monthly task list. Some items get scheduled as explained above, but others stay on the list and are moved to my daily to do list based on my workload. That way, when I am planning my days or week, I can look at the list and see what’s next, and if I have extra time in a day, all I need to do is check the list and work on the next item I see!

Theme your days

One of the sneakiest wasters of time in our days is when we switch our focus from topic to topic. Topic switching forces us to stop the flow of ideas and thoughts, refocus to a new topic and then wait for the ideas and thoughts to start flowing again. Because this can be such a waste of time and mental energy, I find that I am most productive and mentally engaged in my work when I deliberately stay on a single topic of focus by theme-ing my work for a day. So, for example, I will decide before the week begins what topic will hold my focus for that day and I will add items to my to do list for that day that pertain to that topic. So I will do all my blog posts on one day, film all my videos one day, do all editing one day, and schedule my customer calls for one day. This keeps my week automated and my mind sharp because I am truly able to sustain my focus.

Keep your routine consistent

Consider your daily routines your automated systems for living. Keeping your daily routines consistent in terms of when you wake up, how much time you spend working or performing certain tasks and the order in which you take care of your day to day minutiae should stay consistent so that your brain is working on auto pilot. If you are’t sure what your daily routine is, keep an eye on it for a week or so and then write it out formally in your planner so you stick to it. If you need to, optimize the routine so that you fit important tasks into your day seamlessly and it will help you plan less because you have automated more!

Do you like this concept of automating your life? If this is something you strive for with your own planning or want to learn more about, let me know in the comments and I will be happy to share more on the subject!

xoxo,