Building a Routine to Manage Deadlines Effectively

I end almost every workday the same way: entering billables and mapping out tomorrow. This system has evolved with me from paper to digital, but its core remains unchanged and more valuable than ever in today's hybrid work environment. The Process: ✅ Write down daily action items ☑️ Monitor time continuously throughout the day ✅ Document follow-up obligations ☑️ Prioritize with asterisks and due dates ✅ Plan ahead with dated task sheets Although this system started on paper (template pictured below), I've since migrated to GoodNotes. The digital version lets me highlight, copy/paste, and reorganize tasks instantly. Whether you prefer paper, digital, or other tools like Notion or ClickUp, the key is consistency. At day's end, I: ☑️ Review pending items ✅ Enter billable time ☑️ Create tomorrow's sheet Sometimes life happens – I'll work until an evening commitment without completing this routine or just need to rush out the door. When that occurs, it's the first thing I do the next morning. This flexibility is crucial for long-term habit sustainability. Why It Works: ✅ Reduces mental load ☑️ Ensures nothing falls through cracks ✅ Makes time entry smoother ☑️ Creates a sustainable workflow ✅ Adapts to both office and remote work In demanding environments like #biglaw, success hinges on robust systems for time management and task tracking. While this specific approach works for me, the crucial part is finding and committing to a system that works for you. Remember: Organization isn't about perfection – it's about creating space for more meaningful work and reducing cognitive load. Build the system, establish the habit, and watch your productivity transform. 🔥✌🏻❤️ #mindfullyemily #lawyerwellbeing #professionalwomen #emilylitigates

I helped a COO cut delivery delays by 92% with one focused, 30 minute review a week. But it didn’t start that way. When I first met him, the teams were spending hours a week talking about priorities and alignment. They didn’t need that much time, They just didn’t know any different. Before I begin, a few terms I want you to be familiar with: Big Rocks - These are the most important goals of the week. We specify them, give a good definition of done, go over any questions, and then delegate them. Blockers - Anything that makes our big rocks impossible. These must be cleared ASAP. Openings - Optimizations that come up during our review, and are worth pursuing at this time. If they’re good ideas, but not worth pursuing now, we can still list them without an owner. With those out of the way, here is my condensed agenda for the most important meeting of the week: 1. Review last week Go over each Big Rock with the owner, as well as its status. If it’s still in progress, the owner should have an estimated completion date. If it’s too big to estimate, it’s too big of a rock. Chip it down. If it’s blocked, a fix needs to be identified and assigned with a deadline (more on that later). 2. Decide this week’s big rocks These are high leverage activities that will make everything else you do easier. They should be needle movers, not just busy work. As each is decided, discuss them in enough depth that everyone knows what the ideal outcome is, and how they can help deliver it. Clearly assign one owner to each rock. Confirm that they understand the outcome, and that all their questions have been answered. Document a clear first step so everyone knows how the ball is going to get rolling. 3. Blockers As you’re discussing past and future rocks, blockers will surface. These MUST be documented and assigned with clear deadlines. They should be assigned to the person who can clear them and 80% of the time that should NOT be you. If you’re having blockers assigned to you often, have someone shadow you on them a few times so you can eventually delegate to them. 4. Openings Throughout the discussions, opportunities for optimizations will also come up. These should only be pursued if 1) an attendee (not you) volunteers to take them on, and has the bandwidth to do so, or 2) they clearly tie back to a bigger objective that is already present. These are stretch goals unless they specifically become big rocks. Once they’re agreed on, assign an owner to them along with a clear next step so there’s a push to get the ball rolling. It may take a few times before ownership reviews like this become natural, but they are the single highest leverage activity you can do in only 30 minutes. I’ve even seen good reviews even start to replace the need for some of the other weekly meetings! 📌 Comment “Review” and I’ll send you my complete guide so you can start saving time too!

How to Get More Done in Less Time. (Your guide to working smarter, not harder) As a busy dad of 4 building a brand & business, I had to get creative with how I managed my time. I've read dozens of productivity books, listened to the podcasts, and followed the gurus. But it wasn't until I found what worked for me, that I was able to accomplish more with what seems to be less effort. Here's my 5-Step Framework: 1. Prioritize and Plan with Intention - What will move the needle forward today? - Choose 3 high-impact tasks and write them down. - Set deadlines and time limits for each. - Build your day around these priorities—everything else is noise. 2. Time Block Like a Pro - When will you do your best work? - Dedicate focused blocks of time for deep work. - Schedule everything: calls, emails, breaks—even downtime. - Stick to your blocks like they’re non-negotiable meetings. 3. Automate and Systematize - What tasks can you stop doing manually? - Use tech tools to handle repetitive work (e.g., auto-replies, scheduling). - Create templates, SOPs, or workflows for tasks you repeat often. - Free up mental energy for what matters. 4. Batch Similar Tasks - How can you reduce context-switching? - Group related tasks (e.g., emails, brainstorming, admin) and tackle them in one go. - Focus on one "mode" at a time: create, respond, or strategize. - End the habit of jumping between tasks—it kills momentum. 5. Delegate or Outsource - What can someone else do for you? - Identify low-leverage tasks that don’t need your expertise. - Train someone, then trust them to own it. - Stay focused on the high-value work only you can do. Ready to lock this in? Which one are you starting with today? ♻️ Share to help your network be more efficient. ➕ Follow Nico for daily productivity & branding insights.

Here's my 4-step system to make sure nothing slips through the cracks: I know when it comes to keeping track of everything—commitments, tasks, and all the tiny details—it can be easy to get lost. To stay on top of it all, I follow a simple mnemonic: Every Commitment Needs Tracking (ECNT). It stands for the four key areas where I manage my responsibilities: email, calendar, notes, and tasks. Here’s a quick look at my process: 1. Email: I start by reviewing my inbox. I check for anything that needs to go on my calendar, save resources to my notes, and tasks that require action to my to-do list. This first step lets me pull essential information from my emails into my downward systems. 2. Calendar: Next, I review my upcoming week. Any meetings or deadlines I need to prep for get turned into tasks. This way, my calendar and to-do list stay aligned. 3. Notes: Moving down the ladder, I review my note-taking app (Evernote) to catch any ideas or project notes that need action. Anything relevant gets added to my task list, ensuring no loose ideas or insights are overlooked. 4. Tasks: Finally, I pull it all together in my task manager (Things). This is where everything actionable lives. I prioritize my day and week here, choosing what’s urgent and what can wait. By following this routine—usually several times a week and especially during my Weekly Review—I gain clarity on what’s on my plate and prioritize with confidence. If you’re feeling overwhelmed, try this sequence. By processing each source of information in order, you’ll capture everything you need to move forward with clarity and focus.