If you’ve ever felt overwhelmed by a packed calendar and even more overwhelmed by trying to add more things to that calendar, incorporating themes into your schedule might just be the solution you need. Themes–though most known for novels and fun parties–play an important part in how we naturally categorize our lives. By assigning overarching themes to your schedule, you can create a simplified approach that’s flexible yet focused. This week, episode 245 of the Positively LivingⓇ Podcast is about themes: the simple time management trick you need!
In this episode of the Positively LivingⓇ Podcast, I share how themes can transform your approach to time management and I offer you actionable steps to use this strategy to achieve your goals with greater ease.
Key Takeaways:
- Why traditional scheduling doesn’t work for everyone, especially for neurodiverse.
- The benefits of using themes to manage your time.
- Five steps to create themes around your schedule.
What are Themes, and Why Use Them?
Traditionally, scheduling involves assigning specific tasks to specific times. While this method can be effective for some, it can also feel rigid and inflexible for others, leading to analysis paralysis and frustration. Themes provide a welcome alternative.
Consider themes as overarching categories representing different aspects of your life and work. By assigning themes to your days, weeks, or even months, you create a simplified structure that guides your schedule without micromanaging it. This approach offers several advantages:
- Flexibility: Themes allow you to adapt your schedule to your energy levels and priorities. You’re not confined to rigid time slots for specific tasks.
- Focus: Themes help you stay centered on what matters most. By dedicating specific days or weeks to particular focus areas, you avoid getting sidetracked by less important tasks.
- Reduced Overwhelm: Themes eliminate the decision fatigue of constantly figuring out what to do next. Knowing the general theme for the day or week provides clarity and direction.
- Improved Efficiency: Themes naturally promote batching, where you group similar tasks together. This minimizes context switching and allows you to work more productively.
How to Create Your Theme-Based Schedule
Ready to implement theme-based scheduling in your own life? Here’s a step-by-step guide:
- Identify Your Key Areas of Focus: Start by brainstorming the main areas you want to dedicate time to. This could include work projects, creative pursuits, family time, exercise, self-care, and more.
- Assign Themes: Once you have your key areas, assign a corresponding theme to each. Themes can be single words (like “Writing”) or short phrases (like “Client Meetings”).
- Time Your Themes: Decide how you’ll apply your themes to your schedule. You can assign themes to days, weeks, or even months. Consider your priorities, energy levels, and workflow preferences when making this decision.
- Match Tasks to Themes: Now, identify which tasks fall under each theme. Remember, the goal is flexibility, so don’t feel restricted to a rigid list within each theme.
- Review and Adjust: As with any system, theme-based scheduling requires ongoing evaluation and adaptation. Regularly assess what’s working and what’s not. Don’t be afraid to experiment and adjust your themes as needed.
Putting Themes into Action
Let’s look at a practical example. Imagine you have the following focus areas: writing, podcasting, client work, errands, exercise, and self-care. Here’s how you might structure your week using themes:
- Monday: Theme – Planning & Errands. This day allows you to catch up on emails, schedule appointments, and run errands without feeling pressure to dive into deep work.
- Tuesday: Theme – Writing. Dedicate Tuesday to writing-related tasks, whether it’s working on a blog post, crafting a podcast script, or tackling a chapter of your book.
- Wednesday: Theme – Client Work. Focus on client projects and meetings on Wednesdays.
- Thursday: Theme – Podcasting. This could involve recording a new episode, editing existing recordings, or brainstorming future content.
- Friday: Theme – Wrap-Up & Self-Care. Use Friday to tie up loose ends, review your goals for the following week, and prioritize self-care activities.
Embrace Flexibility and Experimentation
Remember, theme-based scheduling is a framework, not a rigid set of rules. Don’t be afraid to experiment and find what works best for you. Here are some additional tips:
- Start small: Begin with daily or weekly themes before transitioning to monthly themes.
- Listen to your energy levels: Schedule demanding tasks for days when you feel most focused.
- Embrace imperfection: There will be days when your schedule goes awry. This is perfectly normal! Don’t get discouraged. Simply adjust and move on.
- Incorporate your personality: Consider your natural tendencies and preferences. Are you a morning person? Schedule your most demanding tasks for the morning. Do you thrive on variety? Mix up your themes throughout the week.
- Use technology to your advantage: Utilize scheduling tools and apps to help you visualize your themes and track your progress.
Benefits Beyond Productivity
Beyond improved productivity and reduced overwhelm, theme-based scheduling can also:
- Increase creativity: By dedicating specific time blocks to creative pursuits, you create an environment that fosters inspiration and flow.
- Improve work-life balance: Themes help you establish clear boundaries between work and personal life.
- Reduce stress: Knowing you have dedicated time for specific tasks can alleviate anxiety and free up mental space.
- Boost motivation: Focusing on a single theme for a period can increase your motivation and make it easier to stay on track.
Ready to Give it a Try?
If you’re ready to experience the benefits of theme-based scheduling, start small. Choose one area of your life to focus on and experiment with a single theme.
For example, dedicate Tuesdays to “Family Time” or designate Fridays as “Creative Days.” Observe how it feels and make adjustments as needed.
Taking it Further
If you’re looking for personalized guidance and support in implementing theme-based scheduling, consider booking a Quickstart Coaching Session with me. In this short, speed-round strategy session, we can work together to identify your key focus areas, create a customized theme-based schedule, and address any challenges you may encounter.
I’d love to hear from you!
Reach out on social media and let me know if you tried this technique and what you think of it!
Learn more about Positively LivingⓇ and Lisa at https://positivelyproductive.com/podcast/
Could you use some support? The Quickstart Coaching session is a way to get to know your productivity path, fast! A speed-round strategy session is perfect for a quick win and to see what coaching can do, the Quickstart will encourage and inspire you to take intentional, effective action! Go to https://www.positivelyproductive.com/plpquick for a special listener discount!
CONNECT WITH LISA ZAWROTNY:
LINKS MENTIONED IN THIS EPISODE:
(Find links to books/gear on the Positively Productive Resources Page.)
Book a Quickstart Coaching Session
Ep 3: Four Steps for Effective Time Management
Ep 83: [Strategy Call] Juggling All the Things with Amanda Acker
Ep 124: [Strategy Call] Using School Themes to Time Block with Lauren Yee
Ep 125: [Strategy Call] Follow Up to School Style Time Blocking with Lauren Yee
Dance Song Playlist V1, V2, V3
Music by Ian and Jeff Zawrotny
Start your own podcast with Buzzsprout!