DAILY ROUTINE FOR ENTREPRENEURS + PRODUCTIVITY HACKS

DAILY ROUTINE FOR ENTREPRENEURS + PRODUCTIVITY HACKS


– In this episode I’m gonna
be running you through my daily routine and
specifically focusing on all the things that I
do on an hour by hour and day by day basis to ensure that I’m successful as an entrepreneur and also to ensure that
I crush my to-do lists and get everything that
I need to get done, done. With that said, here comes the intro. (motivational music) Turn the volume up. Hey Siri, play Backwards
by One True North. – [Siri] Playing Backwards
by One True North. (“Backwards” by One True North) – Just love music that you
have the copyrights to. With an Apple HomePod in your own vlog, it’s the best. You can get that single called Backwards by my band, One True North. Link in the description. Hey (bleep) Just get him a HomePod, I tell you why, it’s just my favourite thing. Just the best thing ever. Siri does everything for me. She’s like my PA, my personal assistant. Hey (bleep) turn the lights on. – [Siri] Got it. – (bleep) turn lights to 100%. – [Siri] Done. – Oh, these ones, look at these ones. Not bad. Hey (bleep) open my blinds. – [Siri] Got it. – [Cameraman] Mate, slower than I was at 6
o’clock this morning. – It’s cool but it could
work better, you know? And this thing, I don’t own this place, I just rent it so I can’t really make any modifications to the way
the blinds actually work. I’ve just had to kind of work with what I’ve been given you know? I also just realised that every
time that I say hey (bleep), it’s gonna actually
activate your iOS device, so because I’m just such a nice guy, every time I say hey (bleep),
it’s gonna be blurred out. Anyways for those of
you that are new here, my name is Paul Ramondo. Welcome to my YouTube channel. If you’re not already subscribed, go ahead do yourself a favour, hit that subscribe button, turn the bell notifications
on because otherwise you’re not gonna get notified
when my new videos come out, because YouTube’s algorithm
is just (bleep) killing us. For those of you that
caught last week’s episode, It was super well received,
I really appreciate it. It was probably one the
most personal episodes that I’ve done ever. Basically it’s just about my experience with burnout as an entrepreneur and the strategies and the
ways in which I taught myself and also had others help
me in terms of trying to get out of that period of burnout which was just not
really a fun time at all. So, if you’re going through
burnout at the moment or you experienced anything like that, I definitely recommend giving
that last vlog a watch. Now I’m trying to make the storylines and the content of all
these episodes kinda fit in together a little bit
more, so with today’s episode, I think we will go to my office and one of the things I spoke about in last week’s burnout episode was how one of the best ways
to deal with burnout and to get over burnout is to actually set a routine and schedule and put a solid work day and
life kind of flow down to like the hour the half
an hour in terms of blocks, segments of your time,
in order to make sure that you have the time to do the things you need to do for your life but also have the time in order to
accomplish all the goals without feeling too stressed out or getting overwhelmed in process. And there’s a great way to
get yourself out of burnout. It’s the way that I got myself
out of my first major burnout and then also how I kind of
stopped myself from going to a second round of burnout. Again, check out last week’s episode. Anyway so you’ve got that
and a lot more fun stuff look forward to in this
week’s episode of the vlog. I think with that’s said
though, Ryan, it’s about time, I just feel perked up,
it’s like the monsters are pulsing through my veins. – Mmm, mmm, so good. – (laughs) Let’s get some
transmission Romando Media HQ and let’s go in and have a
look at what it looks like to live a week in the
life of Paul Ramondo. Yup, I’m talking about
myself in third person. I’ve officially lost it,
Ryan, I’ve officially lost it. Okay, let’s go. Whew, awesome. So actually time travelled to Wednesday. Today’s Wednesday, I filmed
that intro on Sunday. I try to make it all seamless,
but you know I shaved so maybe, maybe you can tell,
maybe you can’t, who knows. So basically, we are
here at Ramondo Media HQ and what we’re gonna be
talking about is routine, specifically why routine is important, how routine can basically
save you from burning out and also, how I go about doing that. So we’re gonna hop into my computer, we’re gonna have a look at
the calendar app that I use and also the note-taking app that I use in order to set up my routine so that I can achieve everything
that I want to achieve. So, I’m gonna set this camera
up here and we’ll go hop in. Look, in my experience
I think having a routine is quite possibly one
of the most important and fundamental things you
need to have in your life, regardless of whether
you’re running a business or whether you’re, you
know, working nine to five, or whether you’re in high school or you’re in college or
you’re studying, like, regardless of what you’re doing I think having a routine is fundamental. Starting a business though
and having a routine around a business can be somewhat more troublesome and more challenging, mainly because you are literally in charge of everything and literally
responsible for everything. So, if you don’t have a
routine, like a solid routine and solid structure in place, it becomes really easy for
things to kind of shrink, and you need to get tasks creep and you to kind of go and
chase unicorns, and, you know, by chasing unicorns I mean,
oh I’ve got this idea and I’m gonna spend an hour
and half researching it, and all like half and hour researching it, and then that half an hour turns into you actually spending two to
three hours researching it when you really should’ve
been doing other stuff, and it’s really achieved nothing variable to your overarching goals which have been put it in place to help you get closer to whatever it is that you’re
trying to achieve, right? So I think fundamentally
setting a routine in place allows you, from a business perspective, it allows you to help achieve your goals in a lot more effective
and efficient manner. And it’s very similar
to setting a SMART goal but just in terms of like your general day-to-day life, right. With SMART goals with routines in general it also allows you to minimise the effect of a thing called
Parkinson’s Law, right. So, Parkinson’s Law denotes
that a task will either shrink or expand to match the
space of time that you allocate for its completion, right. So, in the same way that I
might allocate three hours on a Tuesday to film this vlog, right, if I give myself an
unlimited amount of time, let’s say give myself six
hours to film this vlog, it’ll probably take me six
hours to film this vlog. In the same way if it only takes me, like I’m doing this morning, I’ve only given myself a myself 90 minutes to film this vlog right so I’ve got another 60 minutes left. So, I gave myself 90 minutes
from 7:30 to 9 o’clock this morning to film this vlog, this intro, this context piece that I’m doing right now, this talking head piece that I’m doing right now now if I gave myself say three hours to film this talking head piece it would probably take
me three hours to do it. And that’s basically Parkinson’s Law because whether you know
it or not your brain is basically subconsciously
working either with you or against you to fill that time and to make you do extra unnecessary stuff or to do the task more efficiently in order to achieve its completion. So, yeah and that’s caeteris paribus, all the things being equal. But it’s a real thing. Like think back to a time where you, like drop a comment below and tell me a time in which you have given yourself a short amount
of time to complete a task and you’ve got it done. Or when you’ve given
yourself a really long amount of time to complete a task and it took you that long to do it, right. Like the most famous
example that I can think of which is kind of ubiquitous for every single person that’s ever been to high school or study the university or done any project required you know a deadline which is maybe two months in their future is there’s no way that you were gonna do the work like you tell yourself yes this one’s gonna be different. I am going to I’m gonna sit down. I’m gonna do my research of this week and I’m going to go and talk
to some friends about what they’re doing in the project we might compare notes and have a brainstorm session together and
then by the third week it’s I do maths. It’s six weeks out from it being due, I’m going to, that’s not right. Five weeks out from with being due if it’s a eight week deadline, five weeks out from it being do, I’m gonna sit down and
write out my essay plan and then I’m gonna start
writing up my intro and I’m gonna like
bullet point all of the, skeleton out the whole essay, and I’ll bullet point everything and then by the fourth week I’ll
have the first draught done. There’s three weeks to
go, I’ll have the third, the second or third draught iteration done and I’ll get a bunch
of people to look over and then before you know it, bang deadline but you’ve already done it and you finished like a
week and a half in advance. Literally like every single
project I’ve ever done has literally been left to the last minute. And the funny thing is like if you gave yourself those eight weeks it would take you those eight weeks to finish it, right. But if you gave yourself you know like let’s say you haven’t finished you’ve got a huge essay for university or college to you and you haven’t finished it and it’s due tomorrow like you’re going to pull out every single piece and ounce and strengthen your being and your existence and you will get that done like you know you will like you’ve 100% get that done and the funniest thing is you’ll probably get it done in a more effective way you’re probably getting a better mark as well you’ll probably just pull like an A+ out of your ass because you’ve given yourself that much stress and adrenaline and such a time constraint that Parkinson’s Law is gonna work in your favour and
you’re gonna get it done. There’s so many people have spoken to it like literally like I literally like the essay was due at 8 o’clock on Monday morning and I literally pushed it through the envelope of my professors office at 7:59
a.m. before the slot closed. And I’d started it the
night before at 7 p.m. and I pulled an all-nighter. Parkinson’s Laws, so,
routine is a way in which you’re gonna hack that
especially as an entrepreneur, it’s a way in which
you can set up your day and set up your weeks
and set up your months so that they decrease decision fatigue decision fatigue is the exact same reason as to why I wear the same colour shirt every single day, right. I wear the same outfit every single day. I have 15 20 of the exact same shirt and the reason why I do that is that I don’t want to be
spending any of my energy or any of my time thinking about what I’m wearing every morning. I just want to see it in my wardrobe, pick it out, know that is gonna look good, know that’s going to
be appropriate for work and then I’m gonna wear it. And then that’s it, right. I want to minimise decision fatigue because I’ve got that many decisions that I’m gonna be making
each individual day. And it’s scientifically proven more decisions that you make like the more fatigue you have on your brain and that’s why like after a really long day and you get to the end of the day like 5:00 or 6:00 pm your grinding. You’ve been grinding for 12 hours. Things are a lot harder. Your brain’s not working as efficiently as what it was in the morning. Now if you can do things to minimise the amount of decisions that you have to make every single day then you gonna be able to be more effective in a more purposeful in the things in which you actually want to achieve on a you know hour to hour basis while you’re actually working, right,
the important stuff. The question is how do i structure my days and my weeks and how do I structure my routine in order to succeed in order to achieve all the crazy things that I’m trying to do. What we’re gonna do is
we’re going to hop inside my computer over here and I’m gonna be running you through my calendar app which is an app called Fantastical. I’ll leave the link for
it in the description and also just a really basic note-taking app the Stickies Net app on Mac. Anyway so that said, let’s hop inside. Okay so here we are
inside my calendar app. Now, you can use any calendar app but I really like this app called Fantastical. It’s on the App Store it’s
also on the iOS App Store. I’ll leave a link for it
in the description below. You don’t need to use
this app but basically any calendar app that works
for you is the thing that’s gonna work so I’ll use the combination of my Fantastical as well as a combination of this kind of analogue note system to plan out all the tasks I need to get done in a daily basis. The sticky notes that I’ve set up here is kind of like my cascading to-do list I’ve got a mix of this kind of old-school mix new-school digital analogue list which is
combined with my Fantastical. Okay so with that said let’s just have a look at what a day, or an average day for me looks like. So you’ll notice that I’ve
color-coded everything just to make things easier. And you’ll also notice
there are gaps in my days and that’s all very much on purpose. So the way that I
recommend setting up your routine is really just have a granular look at what you need to do for you. What do you enjoy doing, right. I’ve built my routine around
things that I like doing and things that make me happy and things that I want to
achieve on a day to day in a week to week basis right. Now I always recommend starting with your personal stuff first. So ask yourself what are
the things in my life that I want to do that every single day outside of work that I want to do for me. And I always try to do those
things in the morning, right. So, for example I will be
up at 5:45 every single day and you’ll notice that on
my calendar I’ve color-coded things in a way that
yellow represents personal. So I look at my calendar I look at all the things that are yellow and I know that those things that are yellow are personal for me, right. So at the start of my day I’ve got, every single day I’ll get
up maybe just before 5:45 in the morning and I’ll make sure I have breakfast and then I do my five minute journal which is another great app. It’s a really great way
to ground your day in terms of a micro goal setting and also a great way to wake up. Makes you be grateful and a
great way to review your goals and to review the day and also gives you push notifications to your phone in the morning and also in the evening asking you what are you gonna be grateful for today. What are you looking forward
to achieving in the day and also at the end of the day it asks you what were some great things
that happened to you today and what things could be improved and it’s just a great little way, it takes five minutes hence
the name Five Minutes Channel, I’ll leave a link in the description but it’s just a great
way for you to basically look at ways in which
you’re succeeding every day and get you pumped and get
you grateful every single day so you can start the day off in a really positive mindset, right. So, I’ll have my breakfast I’ll do my five minute journal and then while I’m eating breakfast and after I’ve done my five minute journal I’ll then look at some YouTube videos because well I do love YouTube, and then after that I’ll
go on my morning walk. I personally don’t like
working out in the mornings, if you do then maybe
scheduled gym in the mornings, but I’ll do the gym at
the end of the day right. So those are the three things
I start my days off with in a personal way and
all color-coded yellow. At the end of the day I’ll
finish work around 5:00. And then, on Monday afternoons
I do my weekly grocery shopping which then prepares me and gets me ready to do my makeup weekly meal prep, which you can see down here represent by the yellow. You also notice after hours that I’ve got a weekly band jam and that’s
on every Wednesday so we get that done and that’s
exactly the same thing. It’s built in my routine and it’s Kane and I we get together and we jam every Wednesday and
that’s sort of a nice way of getting things like done on a periodic basis or a weekly basis. It’s scheduled in. If you don’t get it scheduled in, it’s not gonna get done right. And then you know on a on Thursday afternoon or Thursday evening I’m having dinner with my Nana and that’s that. Now if you look at my day, I’ve got my days structured in an interesting way, so this one’s been kind of built up what I’m doing this week so usually on Monday mornings I’ll film a vlog and I’ll do that through ten and then I always have to remember to capture a thumbnail and then that’s that right and then I’ll spend on Tuesday mornings I’ll then edit the blog and edit
thumbnail upload it so it’s ready to go live at the end of Tuesday at the start of Wednesday morning. And then I’ll do
promotions for the vlog on in the morning from 7:00 to 8:15 and then on Thursdays I’ll do
research and planning right. And then I also have a
strict you know one hour half an hour break for
lunch everyday then around that I then build my schedule based on what I need to do every single day. So one of the things that really stays fixed every single week is you know I’ll do my brand community management so replying to Instagram comments replying to emails from my community and replying to comments on my website all that kind of fun stuff and I do that between 10:15
and 10:45 every single day and then I’ll go through
and catch up on all the emails that need to for the week. And then usually the
afternoons are reserved for client work right. So in this week specifically
I already planned out the previous week that I need to do reporting from a client A, B and C over the periods of you know the app from 1 p.m. to 4 p.m. on the Monday. You can go through in your pauses and have a look at how it’s structured my stuff. Like I always need to do my accounting. I always do accounting on Wednesdays. That’s just the way I do it. Now the good thing to keep in mind is that it’s a moving thing, right. And this is kind of a reason why you like to use Fantastical instead of using like a pen and paper because I can visually see what I’ve got going on and how much time it’s gonna
take for me to complete tasks. And like I was talking about earlier, this also allows me, setting and structuring up your tasks in this way also allows you to maximise Parkinson’s Law in a positive way right. So I’m not actually giving myself too much time to complete a scheduled task, its allocated start times go to allocated finish time so that know that I’ve only got between you know 7 a.m. and 9:45 a.m. on this
Tuesday to edit the vlog. And I’ve got to get it done in that time. Otherwise, I’ve got to make
more time for it elsewhere and if I don’t finish
it within that allotted time period then everything else is going to be pushed down right. Now where do the sticky notes come in. Well I use the sticky
notes as my moving analogue to-do lists right. So you know at any given
time at any given day I might get an email from
a client when I’m looking at my emails in the morning right. So I might get an email from a few clients that’ve got a crisis right. Let’s say that let’s say
that today’s Monday right. If during my email catch-up, I’ve already done everything I needed
to do for that morning and I’m catching up on emails and I one of my clients have no crisis I’m like okay cool I need to spend the next four five six hours on this this afternoon to make
sure I get this done. For example, let’s say that
their website got hacked and I’ve got it fix it, alright. So, I’m like okay cool I need to move some stuff around. So I know that I’ve got an extra hour free and let’s say that it’s
gonna take me the full four hours there, I’m like alright. I might have a half an
hour lunch break today and I’ll move that to there right and then I’ve got all
this reporting to do. When can I get it done? I know it needs to be done by Thursday. I’ve got some gaps in my
schedule here and here. So, and, I’m spending
more time working for this specific client there today. So I’m gonna spend less time
working with them tomorrow. So, I’m gonna chunk it
together to get more done. So I know that maybe this task, just based on experience,
this task over here tomorrow it’s gonna
take me an hour less now and I can throw this client report here and get this client report done here and then I might just only have like a half an hour lunch
break tomorrow as well. Move this stuff up and that will give me enough time to
fit in that work right. And also to make it fit into my day, I might actually decrease the amount of time that I’m spending on
email catch up tomorrow right. So I might have my lunch
break a little bit earlier move this up here and now I know that I’m gonna be able to get all my client reporting done based on the average amount of time it takes me to get these reports done. And now, I can spend this afternoon working in that crisis right. And then in the same way like let’s say that I get the Edit for this vlog done down here, I can then move all that up. Let’s say it’s Tuesday and I’ll get the Edit for that done there, I’m like cool I can now do this there. I
can catch my emails here. I can maybe now take a
bit of my lunch break back or I can work on this client report here. Get that lunch break done there. Move that there and now I’ve got more
time in my afternoon. So it’s kind of like a cascading
rolling to-do list, right. And I sync all that up on a daily basis with all these tasks that come through. I treat these like I’m moving to-do list and if I’ve got missed tasks or free time in which I
need to get these done and it also depends on their priority but if I’ve got, like, I need to follow up these leads on Thursday, right, so if I’ve got these leads
to follow up on Thursday, I’m gonna go look at my calendar, I’m like cool, let’s look at my Thursday. Alright, what have I got on Thursday? Well, I’ve got a gap here
I can follow them up. I can follow them up here. I can follow them up here. And I’ve got all this
other time here, right. So, I might do a follow up, probably the best time to follow up leads would be probably around 10 am. So I might move my community
management up to here because I had a gap there. And then I might make a new task here and do new lead follow-up here. And and know that’s gonna get done and that’s basically it so I’ve got a structured day in which I know I’m gonna achieve all the tasks that I need to achieve. And I’ve also got gaps in my schedule which allows me to be
more flexible with my day-to-day achievement of tasks because things happen, crises happen, you lose time, you gain time and having this sticky
note analogue system combined with my basic calendar system allows me to make sure that
I get everything done done. For me, this has been
the best way for me to decrease my stress, achieve
everything I want to want to achieve in my life and also have a nice
healthy balance between work and also my personal life. Anyways that concludes
this episode of the vlog. I really hope you found it helpful and look I’m really curious to get feedback if you enjoyed this kind of two episode kind of joint storyline thing drop me a comment below if I’m going to do more of this kind of stuff let me know. If you’re struggling with your routine, that sucks like I’m here to help. So drop me a comment or
follow me on Instagram at Paul Ramondo, slide to my Dms and let me know what
you’re struggling with and I’ll do my best to give you a hand. With that said though, I’m gonna do the standard outro thing so if you’re not already subscribed, go ahead hit the subscribe button turn the Bell notifications on becasue I drop any videos every single week and if you don’t get
the bell notifications the you’re not going to get notified when my new videos come out because YouTube’s just breaking hearts. I’ll see you next week guys. Peace. (fireball crackling loudly) (loud rock music) [Music] you [Music]

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5 thoughts on “DAILY ROUTINE FOR ENTREPRENEURS + PRODUCTIVITY HACKS”

  • Thanks so much for watching! If you enjoyed this vlog, please subscribe to my channel and turn the bell notifications on to get notified when I drop my next video 🙂

    Also, here's last week's episode ??https://youtu.be/U-UmFI-7uR0

  • Parkinson's Law is so true. My problem is getting to greedy with my to-do list and expecting to get more things done during the day…

  • I recommend doing like 1-2min highlight reel and throwing it on your linkedin. Youtube doesn't leverage your social networks to increase your reach but linkedin video is amazing for that.

  • I'm FEELING the rainbow thumbnails my man ? I'm new to youtube I just started my channel super recently but I'm so glad I came across your stuff you're such an inspiration 🙂 Peace, JR.

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