A Failure to Plan is a Plan to Fail (FF-012)

Hey Friend,

Last week, I was presenting for the CalCPA Staff (who are truly amazing people by the way and all CPAs should consider being a member of the organization).  One of the staff members asked a great question and one that I had never heard before.  Read on to learn more about what her question was…and what my response was too.

To Plan or Not to Plan

To Plan or Not to Plan – that is the question.  Or, it should really say "To Plan on Friday or to Plan on Monday."  

Many of my clients and I have experienced benefits from investing in a weekly Shut Down Routine at the end of the week.  (This is covered extensively in my upcoming book, The Perfectly Productive Day and building that habit is often incorporated into Firm Focus coaching sessions and presentations.)

At the CalCPA Staff Retreat, one participant asked this question: 

"I read an article on LinkedIn and the author recommended preparing the week on Mondays instead of Fridays. Otherwise, you won't enjoy your weekend if you're thinking about what is coming up next week.  What are your thoughts on that?"

I paused for a moment to digest and initially responded with: 

"It seems like that person and I are in conflict."  

Then I elaborated my response with two sides of the coin. 

First, as stated above, my clients and I have found value in doing the Shut Down Routine towards the end of the week – before you go into the weekend.  Some of those benefits include:

• Being prepared for any Monday meetings or deadlines.

• Discovering any double (or triple) bookings on the calendar next week and rectifying them now.

• Gaining clarity of what is expected of you next week – which most of the time helps ease the mind.

• Monday morning, you are ready to rock n' roll.

• Having the plan in place also often results in feeling in control and therefore able to enjoy the weekend.

But as I said to her and to the rest of the audience during that presentation - You know yourself.  You know if a Friday Shut Down Routine would lead to more anxiety or if it would support you feeling in control and prepared for the following week.  

I’d encourage you to try the Friday Shut Down Routine for a month (that's only four Fridays) and decide if you're feeling and experiencing the benefits of it.  If not, perhaps try doing it on Monday instead.

Either way, there is a huge Return on Investment (of Time) in planning for the week.

As Michael Watkins, author of The First 90 Days, said:

"Ultimately, success or failure emerges from the accumulation of daily choices that propel you in productive directions or push you off a cliff...you need to be more disciplined about planning.  At the end of each day, spend ten minutes evaluating how well you met your goals and then planning for the next day.  Do the same thing at the end of each week.  Get into the habit of doing this.  Even if you fall behind, you will be more in control." 

- The First 90 Days, page 229

What does a Shut Down Routine consist of?

I'm so glad you asked.  It is not as complicated as it sounds.  The Shut Down Routine involves these steps on Friday at least 1-2 hours before you stop work for the day.

• What's on the calendar next week and, specifically, on Monday?

• Is there any prep or follow-up that you need to anticipate?

• What are the big projects that you need to work on next week?

And, if relevant for you, close out any billable time entries for the week.  That’s it.

If you need any additional support or have any questions, please do not hesitate to reach out to us.  Sarah offers a complimentary and no-pressure discovery session to explore productivity coaching for you.