Incorporating the Art of Scheduling In Daily Routine

Did you know that lack of scheduling can make you feel distracted and keep important things at the last minute? It’s true. Think about all the times when you were late to the office just because you didn’t schedule your breakfast correctly, or finished a project on the deadline day (when you could have done it 3-4 days before — all of such situations not only cause unnecessary stress, but also have a negative impact on your reputation.

Fortunately, there are many ways to plan and organize your daily routine. We have made a few suggestions to get you started and also provided a great resource list as well. With that, here’s a look at some of the ways you can incorporate scheduling into your daily routine.

1. Schedule the week on a Sunday

A timetable sheet with other stuff

If you often find yourself struggling to keep up with your weekday routine, try scheduling things ahead of time. A good idea is to plan for the entire week on a Sunday so your routine can be more organized than how it is at the moment. Sundays are an ideal time to analyze what’s on your weekend calendar and make sure your creativity and resources are in order.

For example, you can give your emails and calendar a read to see what projects you need to prioritize, whether or not there are any scheduled appointments, and if you need to travel on a long journey. Consequently, you can bookmark materials for the project, set up reminders for the appointment, and make arrangements for the journey in advance.

2. Practice the Pomodoro Technique

Pomodoro kitchen timer

This technique involves carrying out a variety of tasks in short, intense bursts, and then taking a breather. It’s not that hard to practice. With a timer by your side, you can schedule larger tasks into smaller, much more manageable intervals. All you need to do is select a task, put the timer on for 30 ends, work on the chosen task until the timer goes off, and then take a break of 5-10 minutes. Rinse and repeat, and keep extending your break by a minute or two after every Pomodoro session.

The Pomodoro scheduling method enables you to achieve a lot over the week while still keeping stress at bay. The focused effort in each session also ensures you’re more productive than your usual self.

3. Use Templates for Work-Related Projects

Fixing a template

Scheduling work-related projects run the risk of burnout. The root causes include identical tasks, similar milestones, and sometimes even the same notes as you used for a previous project. While you must optimize, reallocate, and take other actions as the project begins, you could be really up for a copy and paste.

If that scenario sounds familiar to you, it’s time to do something you should have done a long time ago. Before lining up another project like the one described, make sure to create some templates. Put in the previous data, schedule those tasks, and press Save. You can do this using tools like Asana and Trello. You’ll also get the option to choose whether you want to schedule unassigned tasks or allocate existing resources.

4. Look into Batching

Girl’s hand on paper

Batching is when similar tasks are grouped together to streamline a person’s workload. The benefit of grouping the same tasks is that it is easier to stay focused and be in the zone. For example, you can schedule Wednesdays to update your social media profiles if you know you won’t be doing anything else for the rest of the day.

If you take another look at your schedule for the week, you’ll see that there are various tasks that have a correlation with each other. Try coming up with ways to batch your days for similar tasks so you always have a roadmap for the week ahead.

5. Use Appointment Slots in Google Calendar

Calendar on an electronic device

Google Calendar is a highly recommended tool for anyone who’s looking to add scheduling into their daily routine. One of its best features is Appointment Slots. They allow you to book a large amount of time, and then divide it into smaller intervals. For instance, you can book 5 hours outside of meeting times and then break those hours down into 5 meetings of one hour each. Another option is to book a couple of hours for calls and then split it into twelve calls of ten minutes each. Tools like doodle also come with that option, but Google Calendar is more reliable.

Moving forward, create short links for the blocks. You can, for instance, make links for outdoor meetings, another one for meetings inside the office and the last one for calls. The links can then be shared with other parties who can then book a meeting or call with you. Feel free to give it a try. You’d be surprised by how much back and forth it prevents for you and your business.

6. Schedule Self-Care as Well

Lotion on hand

Review your schedule and set aside time for your favorite activities. For example, you may want to set intentions, get some exercise and/or meditate as soon as wake up. Schedule to do all of that before you begin your 9-5 routine. Also, try accommodating a 10-minute walk or stretching session at some point in the day to give your body and mind a break.

And before the day comes to an end, create a to-do list for what you’ll do in the evening. For instance, when you reach home, you may want to give yourself a few hours to unwind and read a novel. That’s great thinking, and it’ll refresh your mind for the upcoming day. Other good ideas for your self-care schedule include spending time with family, practicing skincare, and winding down with a cup of coffee.

Where to Buy
Hello Mornings: How to Build a Grace-Filled, Life-Giving Morning Routine
Manage Your Day-to-Day: Build Your Routine, Find Your Focus, and Sharpen Your Creative Mind (99U)
Wellness Journal: 12 Month Planner for a Better You with Daily Routine Checklist, Mood Tracker, Sleep Log, Gratitude Journal and more


7. Read A Few of These Books

We also recommend taking inspiration from a few books, such as:

Hello Mornings: How to Build a Grace-Filled, Life-Giving Morning Routine

According to the author, you don’t need to be a morning guy/girl to begin each day full of motivation. She shares a straightforward (yet effective) 3-minute routine that incorporates fitness, scheduling and Bible reading into a powerful early habit that can be a part of any schedule.

Manage Your Day-to-Day by 99U

Distracted? Overwhelmed? Tried? If you work at a fast pace 24/7 and still miss out on the important things on your agenda, this is the book you should be reading. It includes wisdom of 20 leading minds, so you get a toolkit that helps you win back your productivity.

Wellness Journal by Courtney Eng

No day or time is late to kickstart a fresh routine. This kindle book is basically a 12-month self care planner that’ll assist you in monitoring your daily goals. It’s also easy and simple to use. Each month has a handful of pages dedicated to them that allow you to log fitness, mood, gratitude, sleep, and more.


Incorporating scheduling into your life doesn’t have to be a challenge. By taking the steps described above, you can structure your daily and weekly schedule in a way that makes you feel at ease with every task, project, and chores. Good luck with scheduling!