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The 13 steps to structure your day

The 13 steps to structure your day
The 13 steps to structure your day


You are going to discover the 13 steps to create your Business routine and especially my best tips on how to structure your days

I am going to present you with indispensable techniques so that you can optimize your time and increase your efforts tenfold.

Maybe you think 👇 

💬 "I'm treading water, my days go by at an insane pace and I sometimes feel like I haven't done anything productive with my day" 💬

As you will see, there is a solution for everything! Every task needs to be done, whether it's impactful, annoying or inspiring, and this in any kind of business!

So grab a little coffee, get comfortable, and let's go kiki, I'll explain everything 🤓

Here is what we will see together

  1. What is a structured day?
  2. Why is it important to structure your day?
  3. What are the good habits to structure your days?
  4. What are the 13 steps to be more productive by structuring your days?
  5. The 3 examples of daily routines to be more productive
  6. What are the 5 best tools to structure your day?
  7. 11 questions to ask yourself to successfully structure your day
  8. My 4 tips for creating a structured daily routine

Don't feel like reading? (even though this article will only take you 16 minutes to read, watch in hand⌚)

Watch the YouTube video: 13 steps to structure your day

The 13 steps to structure your day

On the channel, I talk about Webflow, Design and Business and if you're interested in the topics don't forget to like and subscribe to the channel.

1. What is a structured day?

  1. Whether you are a freelancer, entrepreneur, employee or student, we are all in the same boat in terms of time
  2. We all have the same number of hours in a day and a certain list of tasks to accomplish
  3. You're probably wondering, "But, how come some people get to do so much more than me?"
  4. I don't have the absolute answer, but for sure, it's about structuring your days efficiently without having to make more effort (we're not here to suffer, ok?)
  5. Structuring your days according to me is :
  • Listen to ourselves and understand when our attention is at its maximum (because we are all different)
  • Create your own system using "simple" techniques (which I will explain a little further on)
  • Prioritize what needs to be done and take care of the secondary tasks afterwards
  • Focus on a task and ignore distractions (notifications, calls ...)
  • Apply your system, test it and adapt it as you go along (Rome was not built in 1 day)
  • Understand that you are not a Superhero 🦸 and that it is not a question of doing too much, the goal being to last in the long term

2. Why is it important to structure your day?

  1. From my own experience as a freelancer, I've always dreamed of being free and doing what I wanted to do with my days, you're going to tell me, that's kind of what we're all looking for as a freelancer 🙌
  2. But sometimes, even as a freelancer, you are not as free as you thought ...
    - The freelancer who is, in fact, the "false" employee of his Client
    - The freelancer who works until noon to make up for his fees which are not at his fair value
    - The freelancer who is overwhelmed by work due to a lack of organization
    - The freelancer who doesn't dare to delegate and as a result has an incredible mental load to manage
    - The freelancer who ... (let's stop here because I think you understood what I was talking about 😉 )
  3. In short, who says, structure his days, says freedom ...
  4. Personally, after going through all the situations I just mentioned (yes, all of them! You read that right 🙈), it's been done for over a year now!
  5. And yet... after 3 months of days structured and organized to the millimeter, I had only one desire left: to structure (again) my days to have a feeling of personal satisfaction and well-being
  6. I've come to tell you that structuring your days is essential to free your mind and understand what you really know how to do (and not to do) in a day, but nothing is fixed in time!
  7. You evolve, your career evolves, your family situation evolves so it's normal that your schedule evolves too!
  8. Never forget that you are setting up a structure to make your life easier, not to add an anxiety-provoking feeling to your daily life
  9. So keep in mind that the structure of your day should be adapted to you and never the opposite!
  10. I sincerely believe that structuring your day brings you a multitude of benefits such as :
    - Getting up early and going to bed at a reasonable hour allows you to be more serene mentally
    - Finishing tasks allows you to have a sense of personal satisfaction
    - Controlling your time allows you to have a lighter mind and therefore be open to creativity
    - Ignoring distractions allows you to be active and not passive in your own life
    - Having goals keeps your mind alert and allows you to grow psychically

3. What are good habits to structure your day?

Create your"AMSE" Pre-Work Routine

  • Food: What foods do I choose for their positive energy
  • Movement: What exercise could I do on a daily basis
  • Sociability: What are my social moments?
  • Education: When will I learn something new?

Create your"EPAD" work routine

  • Environment: Make sure that your workstation is pleasant (plant, decoration, tools, ...), tidy or not...
  • Prioritization: Set one main goal per day and keep your eye on it
  • Action: Get fresh air and stretch your legs every 4 hours and drink water
  • Distraction: Answer your e-mails only at the time of day when you need less concentration and set a limited number of hours for client appointments

Create your"OPIM" post-work routine

  • Organization: Set an alarm 30 minutes before the end of the day that you will have determined
  • Preparation: During these 30 minutes, prepare the objectives for the next day
  • Inventiveness: Disconnect and take time for yourself, your friends and your family
  • Sleep mode: Turn off all digital sources at least 30 minutes before going to bed

4. What are the 13 steps to be more productive by structuring your days?

1. Step 1: Understand when I have the most brain power

  1. There are different tests, but you know deep down when you are most efficient and can complete tasks with full concentration
  2. These tasks of full concentration are called "Deep Work".

2. Step 2: Make a list of one-time, repetitive and priority tasks

  1. It is essential to educate your brain to distinguish between one-time, repetitive and priority tasks
  2. Doing this work up front will speed up your decision making

3. Step 3: Apply the Time Blocking method

  1. It is the act of timing the approximate time of each task
  2. Tasks: Once you have made your "To Do" list, you need to place each task in your calendar so that it can be completed within a certain time frame. You will be surprised that a task can easily take 2 hours instead of 1. You have to test and refine, it is learned
  3. Meetings: Having meetings is essential, but never start a meeting without knowing the main objective of the meeting. You can avoid a useless meeting that could be done by phone, by message, or by a chat on Slack or other software (Basecamp, Clickup,...)
  4. Appointments: Having client appointments is also essential, but you have to schedule them during the day when you are less energetic (unless the subject of the meeting takes all your energy and requires the greatest attention)

4. Step #4: Make a daily routine that combines "Food, Movement, Sociability and Education."

  1. We were talking about it a little bit earlier, it is now that we have to apply it

5. Step 5: Set goals for this year, 3 years and beyond

  1. See the Quiz with the document "Assessment & Objectives" of the year (available below)

5. Step #6: Set up time slots to expand your knowledge on a daily basis

  1. A dose of passion in your organization, and everything becomes easier
  2. It is important to know how to dissociate : Working in your Business (providing what you are paid for) and Working on your Business (making your Business evolve)
  3. It is also the easiest way to build a knowledge base as you go along
  4. That's why it's essential to set your long-term goals so you can work on them a little more each day (all the little rivers land in the oceans)

5. Step 7: Use the GTD Method

  1. This method is easy to apply and everything you need to know about the method can be found in the blog post: 5 Keys to Boost Your Productivity with the GTD Method
  2. Do not hesitate to come back to me to ask all your questions, I will answer them with great pleasure

5. Step #8: Have the Mindset of "I touch everything only once."

  1. The born entrepreneur will have it in his blood, but if you want to apply it too, it is a method that allows you to put your energy once on a task and then to make it bear fruit in time
  2. This practice can be applied in almost any field

5. Step 9: Distinguish between positive and negative distractions

  1. Notifications, calls, e-mails require a relatively quick response, but not immediate
  2. You can answer them later when you are less focused

5. Step 10: Fine-tune your workspace

  1. You can work at a workstation that I'll simply call "Hiroshima💥 style" or work in a neat and tidy office
  2. We are not all the same, the main thing is that you feel good

5. Step 11: Simplify, Automate, Delegate everything possible

  1. Identify tasks that are similar and try to do them at the same time (this is called Batch Working), to optimize your time
  2. In a more private sphere, many people use the Batch Cooking method to cook all the dishes of the week in one go and enjoy more time with their family or to do sports
  3. Distinguishes between recurring tasks that can be automated by a tool and those that do not require a human to perform them
  4. Identify tasks that you don't like to do or that take up too much of your time and delegate them to someone else who may do them with more passion and dedication than you

5. Step 12: Accept the unexpected because it is a reality

  1. ou can plan whatever you want, but you always have to add a margin of error because unfortunately we don't live in the land of marshmallows, there will always be unexpected events
  2. We have to prepare ourselves to welcome it and modify our schedule without feeling overwhelmed by events

5. Step 13: Learn to say no (the hardest at first, but so freeing)

  1. Not easy if you are reactive to outside requests or don't dare to say no
  2. It is however essential to know how to say no when it is necessary
  3. Sometimes you know deep down that the feeling doesn't pass with the client or the project and that it won't bring you anything
  4. Tell yourself that you are not obliged to do anything and that by saying no, you are in a way doing a favor to the Client who will find his happiness elsewhere
  5. One piece of advice that has helped me a lot in this process is this: By not daring to say no to someone, you are saying no to yourself

5. The 3 examples of daily routines to be more productive

Example 1: The "Morning Concentrates

  1. 08h-12h - Deep Work (Priority of the day)
  2. 12h-13h - Lunch
  3. 13h-14h - Work on your business (Strategy, process, knowledge, ... )
  4. 2:00-3:00 p.m. - Client meeting
  5. 3pm-4pm - Secondary work
  6. 16h-17h - Administrative work (accounting, emails, ...)

Example 2: The "Afternoon Concentrates

  1. 09h-10h - Client meeting
  2. 10-11am - Secondary work
  3. 11h-12h - Work on your business (Strategy, process, knowledge, ... )
  4. 12h-13h - Lunch
  5. 1-5pm - Deep Work (Priority of the day)
  6. 17h-18h - Administrative work (accounting, emails, ...)

Example n° 3 : "The night concentrates".

  1. 14h-15h - Work on your business (Strategy, process, knowledge, ... )
  2. 3pm-4pm - Client meeting
  3. 16h-17h - Secondary work
  4. 5-6pm - Dinner
  5. 6-10pm - Deep Work (Priority of the day)
  6. 10-11pm - Administrative work (accounting, emails, ...)

6. What are the 5 best tools to structure your day?

Tool #1: Priority Management

The 13 steps to structure your day
Diagram to structure your days

Tool #2: Calendar Management

Calendly - Time Blocking

Tool #3: Task Management


Tool 4: Note-taking management

- Note
- Notepad that can go under water in the shower
- Dictaphone

Tool 5: Management of physical and digital files and documents


7. 11 questions to ask yourself to successfully structure your day

👉 Question #1: How long does each of my daily tasks take?

  1. You can time or use a timer
  2. Personally, I indicate in my calendar the time it took me to complete a task and I try to keep this information up to date

👉 Question #2: What are the sources of distractions that absorb my energy?

  1. We must be able to entertain ourselves, it's human and we love it
  2. But being distracted while in the middle of a Deep Work session is really not optimal
  3. Then delete the notifications of the App (facebook, whatsapp, etc) it is often a mental deliverance

👉 Question #3: At what time of day is my concentration at its peak?

  1. What are the daily blocks of "Deep Work" time?
  2. Once you know when you are most productive, you can set up daily blocks of Deep Work sessions
  3. It consists in using the sessions in which you give 100% concentration

👉 Question #4: When will I schedule my appointment slots for my Clients?

  1. You can set up appointment blocks (ideally outside of the focus area) so you never miss a Client appointment again
  2. Use a software in which your client can go directly to make his own appointment

👉 Question #5: What will be my daily routine that brings together "Food, Movement, Sociability and Education"?

It doesn't happen overnight, but think about it and select the things that help you be more energetic

👉 Question #6: What will my task management, note taking and calendar system be?

The GTD method worked very well in my business routine, the main thing is to find your system that can accompany you on a daily basis

👉 Question #7: What repetitive tasks can I automate?

  1. You can always simplify tasks, it's the art of applying a certain Process to specific tasks in your daily life
  2. If you don't have an established Process yet, now is the time to create one

👉 Question #8: Aren't there tasks in my daily life that I can delegate?

  1. In addition to the tasks that can be automated, there are some that unfortunately cannot always be automated
  2. However, you may be able to delegate them and that is also a form of mental freedom

👉 Question #9: What are the major themes I would like to explore further to create my knowledge pyramid?

  1. Do you have a passion?
  2. So include it in your daily life and find the links or bridges between them to build something much bigger

👉 Question #10: What is my #1 priority for my day?

  1. Having a single priority is much easier to achieve than 3
  2. The idea is to set one priority each day and if you can do it, you can add more, but I would tell you to limit yourself to 3 maximum

👉 Question #11: What am I going to say no to today?

  1. One thing at a time!
  2. You can make a list of things you are going to say no to right now (type of Client, type of project, project budget, ...)
  3. But apply them one after the other, because you don't want to go to extremes either
  4. It can be done very gradually

8. My 4 tips for creating a structured daily routine

Tip #1: The Mindset

  1. If you want to be productive, you need to have a goal and carve your daily life in its image
  2. Just remember that everything can be done little by little and step by step

Tip #2: The Passion

Adding a passion to the equation keeps the motivation of the early days intact and long term

Tip #3: Continuous learning.

Being curious and willing to learn, to get out of one's comfort zone, allows you to exercise your brain like a muscle

Tip #4: Get inspired without being influenced by the outside.

We all need mentors and social networks are a great way to do that, but they are also an extreme distraction that you should not fall into

At the risk of having your day fly by without having realized your priority... (I'm sure you know what I mean)

To conclude,

You now know quite a few tips as well as all the steps to create your own Business routine, the process to structure your days has no secret for you anymore!

And my last Tips for today 👉 Start "step by step", there is no point in doing a 360° tour in your current Business routine.
Gradually incorporate 2 to 3 techniques into your daily routine and make sure that these techniques fit you and bring you a real +, and if it suits you add other tips I just gave you here above

You now have all the essential techniques to optimize your time and efforts and make sure that at the end of your day you can say to yourself "Wow it's amazing the mountain of work I achieved today!"

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