Seven Steps to Plan Your Week

My weeks always go better when I take the time to make a weekly plan. The process usually takes between 30 to 60 minutes, so can seem a bit cumbersome. However, I have a few years of evidence to show that the week always goes better when I make a thorough weekly plan.

A weekly planning meeting is one of the most essential tools for being productive while maintaining your sanity.

By planning your week, you can ensure that you complete your most important tasks while also leaving time for other priorities in your life such as children, relationships, hobbies, and well-being. The weekly planning meeting is a tool I learned personally from Kerry Ann Rockquemore and have passed along to others. It is also detailed in David Allen's excellent book, Getting Things Done and Julie Morgenstern's book, Time Management from the Inside Out. In short, the weekly planning meeting is a well-known and validated time management strategy. Here is how I do it.

Make a weekly planning meeting part of your life.

A weekly planning meeting allows you to pause at the end of each week and take stock of what you did and did not accomplish. It permits you to make decisions at the beginning of the week. It allows you to get all of the tasks that you know you need to do out of your head and onto paper, thereby clearing up mental space for creative tasks.

How to conduct a weekly planning meeting.

Step One: List all of the tasks you need to accomplish over the next week.

Like many academics, I often have several ongoing projects. This means that I need to pull out my list of annual or semester goals each time I do my weekly plan to make sure that I have not forgot any upcoming deadlines and am focusing my energies on the most important task.

It is often helpful to get out your calendar and look back and forward to make sure you don’t forget anything important. It is also useful to have your Semester Plan handy to ensure that you are making progress on on-going projects.

Step Two: Transform your tasks into action items

Once you have written out your tasks, you want to make sure that each of your tasks is written as an action item.  If, for example, one of your tasks is: “Make revisions on Revise and Resubmit,” it might be helpful to list the tasks involved in that project. If you don’t know what the tasks are, then your first task will be to “Make revision plan and task list for Revise and Resubmit.” If you are pretty sure you will need to do some more reading, your next task could be: “Download five relevant articles on existentialism for Revise and Resubmit.” The key is that you need tasks that are actionable, that tell you exactly what to do, and that you can be sure whether or not you have accomplished.

Step Three: Block out your commitments.

Get out your electronic or paper calendar and block out all of your meetings and commitments. If you have a faculty meeting, for example, block that out. If you teach, block time out for your classes. If you have a doctor’s appointment, block that time out as well.

Step Four: Map your tasks (from Step Two) onto your calendar.

If you think it will take you two hours to come up with a revision plan for your article revision, then block out two hours of time for that. If you need an hour to prepare for class, block out that hour. Put all of your tasks into specific time frames into your weekly calendar. Have tasks left over that don’t fit? See Step Five.

Step Five: Cut those tasks that do not fit into your calendar.

This is always hard, but it is much better to make these decisions before the week starts than to realize at the end of the week that your most important tasks never got done. As David Allen explains in Getting Things Done: The Art of Stress-Free Productivity, it is helpful to think of these extra tasks as having three possible outcomes: Defer, delegate, or delete. Each task that does not fit onto your weekly calendar must either be put off (deferred), given to someone else (delegated) or not done at all (deleted).

When I make my weekly plan, I often keep a running list of tasks that will go into the next week - those are the deferred tasks. If I can figure out who to delegate to, I can change an action item from "Finish bibliography" to "Ask Research Assistant to finish bibliography." To delete items, I just highlight and delete them and keep on moving.

Step Six: Implement.

When you wake up on Monday morning (or whenever your week begins), you do not have to figure out what to do next. You just pick up your calendar, and it will tell you what to do. This is fantastic, as you can jump right into action when you begin your week instead of having to remember what you need to do.

Step Seven: Review.

The inherent value in a weekly plan is that it allows you to see what is and what is not getting done. In your next planning meeting, it is important to review the prior week and to think about what did and did not get done. This will help you to figure out how long tasks actually take, and to pick up patterns. (I definitely am guilty of letting certain tasks slide week after week. Noticing which tasks are not getting done each week allows me to develop new strategies to ensure that I make progress on all important fronts.)

Some people prefer to do their weekly review and planning meeting at the end of the work week. Assessing what did and did not get accomplished allows them to relax over the weekend, knowing that they have a clear plan for getting things done the following week. Others prefer to do this at the beginning of the work week or on Sunday evening, when their mind is clear. It is up to you to figure out what works best for your work rhythm. The important thing is that you develop and implement a plan.

Ten ways you can write every day

If you've been following the posts this semester on how to have a productive semester, you have already made a plan for the Fall Semester, and blocked out time in your calendar for writing every day.

If you have been writing every day this semester, congratulations! If you haven't, ask yourself "why not?" If you need some ideas on how to actually write every day, then this post is for you!

“Write every day” is fabulous advice. But, how do you actually do it? That was my question for a long time before I finally convinced myself to give it a try. Now that I have been writing every day for four years, I can share with you a few ways to make that possible, and explain to you why I do it.

Why you need to write every day

I decided I needed to try to write every day when I found out that scholars who write daily and hold themselves accountable write nearly ten times as much as others! In Robert Boice’s book Advice for New Faculty Members, he explains the virtues of writing every day. Boice describes a study where new faculty were divided into three groups:

• The first group did not change their writing habits, and continued to write occasionally in big blocks of time; in one year they wrote an average of 17 pages


• The second group wrote daily and kept a record of their writing; they averaged 64 pages


• The third group wrote daily, kept a daily record, and held themselves accountable to someone weekly; this group's average was 157 pages (Boice 1989:609). 

Once I read that, it was clear which group I wanted to be in. I was convinced I should at least try daily writing.

How to write every day

Once I decided I needed to be writing every day, my greatest challenge was to figure out what it meant to write every day. I asked myself, "What counts as daily writing?"

Over time, I came to realize that writing means a lot of things and that there are lots of ways to write every day.

Here are ten ways you can write every day:

1. Write on a blank page


2. Line-edit something you have already written


3. Restructure a paper that you have been working on


4. Pull together pieces of older documents you have written into a new paper


5. Check references and footnotes for accuracy


6. Outline or mind-map a new project


7. Summarize or take notes on something you have read recently that might be relevant to present or future research projects


8. Make a revision plan for a rejected article or a “revise and resubmit”


9. Make tables, figures, graphs, or images to represent visually concepts or trends in a paper


10. Create an After-the-fact or Reverse Outline

If you think of writing as only #1): Write on a blank page, it will be hard to do that every single day. However, it you are open to other kinds of writing, it will be possible to do at least one of these kinds of writing every day.

I try to do at least two kinds of writing each day, starting with the blank page in the morning. I am at my best early in the morning. I use those early, fresh moments of the day to free-write and to create new material. Once I run out of steam, I might turn to editing something I have written or to checking references. If I get stuck, I will pull out a mind map and brainstorm ideas.

My routine each weekday, then, is to begin the day with writing or writing-related tasks. On a good day, I can concentrate for two hours. Usually, however, my mind drifts after an hour, so I take a break to check email or have some coffee, and put in another hour after my break. I keep track of the time I have spent working on writing so that I can be proud of my accomplishments, and so that I know when I need to stop.

I know that many academics reject as ridiculous the idea that one could or should write every day. To them, I would gently ask if they have ever tried it. And, I would add that it is not only important to try writing every day, but to commit to trying it for at least a month to see if it works for you. It is also important to have others to whom you are accountable and with whom you can share your struggles.

If you do try writing every day, let me know how it goes! If you are a seasoned daily writer, let me know why you keep it up!

Make Time for Writing Every Day

One of the best ways to become a prolific writer is to write every day.

If you write every day, you will make progress on your manuscripts, you will become a better writer, and it will become easier for you to write. Scheduling your writing into your calendar will ensure you make time for writing every day.



Yes, I mean, literally, take out your calendar for next week and set aside a specific time for writing every day. I am sure you are a very busy person with many responsibilities. However, if you are reading this blog, then you likely are looking for ways to be more productive. And, one of the best ways to become more productive is to schedule your writing time and treat it just like any other appointment. Here is how.

Schedule writing every day.

Take a look at your schedule for next week and figure out when you might have between 15 minutes and two hours to write every day for five days a week. Spending at least 15 minutes a day with your manuscript means that it will always be fresh in your mind. Deciding now exactly when you will write will ensure that you actually make the time to do it.

Schedule at least 15 minutes a day.

If you think that there is absolutely no way you could make any progress in 15 minutes, I encourage you to try to think of something you could do in 15 minutes. For example, I imagine you could proofread your introduction, free write, update your references, or revise a footnote in 15 minutes. On a previous blog I listed “Seven Ways You Can Write Every Day.”

Don't schedule more than two hours at a time.

I also suggest that you do not schedule your writing for more than two hours at a time. If you do have a day with no other obligations, it is likely more productive to schedule two hours of writing, followed by two hours of reading than to try to schedule four hours of writing. After reading and writing for four hours, schedule in a long break that involves food and exercise and try to go in for another round. Alternatively, you can take the afternoon off, knowing that you have just had a very productive morning!

Treat writing like any other appointment.

Treating writing like any other appointment means that, if you have scheduled writing from 8am to 9am on Monday, and someone asks you to meet at that time, that you have to say, “No, I can’t meet at 8am, how about we meet at 9am?” You, after all, will be very busy from 8am to 9am, working on your manuscript. If you are nervous about claiming you are busy when you are “just” writing, keep two things in mind: 1) If you are at a research university, writing is part of your job; and 2) It is quite unlikely that any of your colleagues will actually ask you what you are doing when you tell them that you cannot meet at a particular time.

So, go ahead, take out your calendars, and schedule between 15 minutes and two hours of writing into your week next week. I have!

Five Steps to Making a Semester Plan for Academics

There is no denying it: the Fall Semester is here. This means it is time to make a Fall semester plan.

The beginning of the semester is always a hectic time for academics. We often are anxious about all we have to do now – finalize syllabi, set up appointments, prepare for classes, and re-arrange our schedules – as well as all we have to do over the next few months - teach, grade, publish, etc. For this reason, I would like to share with you a strategy I learned from Kerry Ann Rockquemore that has brought order to my semester.



Although you probably are in a frenzy to get ready for the upcoming semester, I am going to suggest that you add one more task to your immediate to-do list: Make a plan for the Fall Semester.

Academic life revolves around semesters which start and end several times over the year. The beginning of a new semester, then, is something that academics experience over and over again. However, even for those of us who have been teaching for many years, new semesters continue to be times of high anxiety and insecurity. We may have taught our classes several times before, but we never know how this batch of students will be. We may have been in our department for years, but it is often unclear what issues or challenges our department will face this year. For new professors and graduate students, the horizons are even less clear. The unknown, logically, leads to anxiety.

Setting goals for the fall semester will allow you to see a bit more lucidly what lies ahead and will relieve some of your anxiety by permitting you to come to terms with what you can and cannot accomplish.

Thus, even though it is one more task in addition to all you have to do, I highly recommend you take an hour out of your busy schedule and sit down and write out your goals for the Fall Semester. Here is how you do it.

Step One: List all of the tasks that you would like to accomplish this semester

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Look over your calendar and through your emails to make sure that you do not forget any important tasks. Things you might put on the list include: submit book proposal, send off article, complete a revise and resubmit, or prepare paper assignment for undergraduate class.

Step Two: Separate tasks into categories

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The categories I use are: Research, Teaching, Service, and Personal. Writing goes under the "Research" category, and "Write two paper assignments" goes under "Teaching." Dividing these tasks into categories will help you to prioritize your tasks according to your professional trajectory. For example, if you are at a Research I institution, and your Teaching and Service lists are much longer than your Research list, you may need to figure out how to move things around.

Step Three: Arrange your tasks by month.

It’s almost the end of August, but go ahead and put in August anything that needs your immediate attention. Anything with a September deadline goes in September, and anything with an October deadline goes in October. Once you have dealt with the tasks that have deadlines, you can decide where to put the remaining tasks that do not have firm deadlines.

Step Four: Arrange your tasks by weeks.

If you have four writing goals for September, then you can place one in each week of the month. If you have two, then give yourself two weeks for each. The point is to decide NOW when you will turn your attention to each task. This will help you to keep on track and to feel less guilty about not dealing with everything at once.

Step Five: Figure out what will not get done this semester.

If you have tasks that do not fit into your semester plan, now is the best time to decide that you will either put them off for another semester, remove these tasks from your list of goals, or delegate them to someone else. Believe me, it is much better to make this decision now than to have these tasks weigh on your shoulders for the rest of the semester. If the project is something you really would like to do, make it a priority for the Spring semester. If it is something you wish you could get out of, find a way to do that diplomatically. For example, if you have agreed to do something by November and now realize you will not be able to, you can tell the person with whom you made the agreement: “I just made a detailed plan for my semester, and have come to realize that I simply do not have the time to complete this work this semester.”

I wish you the best as you plan for the Fall Semester.