Instructions

Congratulations on your decision to take action to a more structured life. Whether you have found us as your first action, or you’re here because you’re looking to make the most out of you new Constituto Vitae journal and planner, the decision to take action is already made and your journey to a more organised, fulfilled lifestyle has begun. Years of refinement have gone into developing the processes outlined here, and we believe that if you follow the simple steps, you will see positive results within your first month of using the book - good luck on your journey and welcome to your organised life. 

Monthly Goals

Goal setting is a powerful tool that can significantly impact your personal and professional life, and it has been clinically proven that writing your goals down leads to a greater chance of achieving them. The act of writing down your goals adds a crucial layer of clarity and commitment to the process which transforms abstract thoughts into concrete plans, creating a roadmap for success. When you write down your goals, you engage both the cognitive and physical aspects of goal setting. The act of putting pen to paper reinforces your commitment to your objectives, making them more real and attainable. 

This written record will serve as a constant reminder through the month ahead, keeping you focused and motivated amid life's inevitable distractions. This process of articulating your goals will enhance your understanding of what you truly want to achieve and force you to define your objectives with specificity, providing a clear direction for your efforts and fostering a sense of accountability and ownership. This process will help you transform wishful thinking into a concrete action plan, increasing the likelihood of success and personal fulfilment. 

So, let's embark on this transformative journey together, where your written goals become the guiding light toward a more purposeful and accomplished life.

 Action

 -  In each of the 4 rectangles, list 3-5 goals and / or objectives, which will be the focus of your month ahead. Don’t worry about the specifics of each item, simply committing a vision to paper is the objective here;

 -  Allocation of resources: considering the efforts, and quantifying the resources you will need to commit in order to accomplish these goals, allows preparation in advance and removes the brains ability to make excuses for not carrying through on the objectives. Achieving lifestyle changes requires sacrifice as you will not have more hours or money than you do today to accomplish these objectives. Determining how to ration your existing resources is a critical part of planning your path to change.

 -  Consider the obstacles: change invariably faces resistance along the path, this can take many forms. Attempting to visualise them in advance will allow you to overcome them without derailing your journey when you encounter them. No one is expecting you to think of all possible impediments, but accepting they are a reality is the goal here. 

 -  Safety net: how often will you need a little reminder to keep you on track? It could be once a week, once every few days, or even once a day. Commit to checking back on these first few pages on a regular basis to remind yourself of your journey. 

To Do List

 -  List down every task you can think of which needs your attention, don’t worry about prioritising at this point, just get everything down

 -  Delete any task that does not lead you toward your mission, your values, and your goals.

Consider for yourself - do I actually need to be doing this? If the answer is no, cross it out immediately. 

 -  Categorise this tasks which are left by Urgency and Importance 

 [Urgency refers to time sensitivity, while importance relates to the impact on your goals or well-being]

  -  Assign Due Dates: If certain tasks have deadlines, make note of them here, this will help determine the urgency and provide a timeline for completion

 [NB: whilst some deadlines are non-negotiable, many are self imposed or even imagined - be careful to consider any dates included here, to ensure no bias when populating the priority matrix]

Priority Matrix

The priority Matrix is made up of 4 quadrants

Important, Not Urgent (Quadrant I - Schedule):

Concentrate Time Here

•  These tasks contribute to long-term goals and personal development. Schedule dedicated time to work on them, preventing them from becoming urgent later.

Important and Urgent (Quadrant II - Do First):

Do Now

•  These are critical tasks demanding immediate attention. They often have serious consequences if not addressed promptly. Allocate high-priority tasks here.

Not Important, Not Urgent (Quadrant III - Eliminate or Minimise):

Ignore

•  These tasks are neither urgent nor important. Consider minimising or eliminating them completely. Freeing up time from non-essential activities is crucial.

Not Important, Urgent (Quadrant IV - Delegate):

Delegate/Outsource

•  Tasks that seem urgent but don't align with your long-term goals can be delegated if possible. If not, minimise time spent on them.

Allocation Tips:

•  Quadrant I:

•  Plan regular time for these tasks.

•  Proactive planning prevents crises.

•  Quadrant II:

•  Immediate action required.

•  Focus on solutions, not just reactions.

•  Quadrant III:

•  Minimise or eliminate these tasks.

•  Create boundaries to avoid time-wasting activities.

•  Quadrant IV:

•  Delegate whenever possible.

•  Limit time spent here to avoid sacrificing Quadrant I tasks.

Review and Adjust:

•  Regularly reassess your tasks and update the matrix.

•  Be flexible and adjust as priorities shift.

By following these steps, you'll create a dynamic tool for managing your time effectively and focusing on what truly matters.

Day Planner

Depending on which version of the Constituto Vitae journal you are working with you will find 5, or 7, day planners for the week. Some people like to ensure they take time for relaxation and reflection away from the structure of work for the weekend, whilst others prefer to maintain continuity though the full calendar week.  There is no right or wrong - simply that which suits the individual! Whichever your preference we have you covered.  The day planner is broken down in hours of the day and designed to allow completing tasks and coordinating with scheduled daily events. 

Step 1: Day Schedule

Ensure all meetings and appointments are scheduled in your day plan - allocating sufficient time for travel and preparation

Step 2: Review you Priority Matrix

  -  Begin each day by addressing the tasks in Quadrant II. These are urgent and important tasks that need immediate attention. Schedule dedicated time to tackle these high-priority items.

 -  Reserve a significant portion of your day for Quadrant I tasks. These are important but not urgent, so they require proactive planning. Schedule blocks of time for strategic planning, skill development, and activities that contribute to long-term goals.

  -  Quadrant IV tasks, though urgent, are not as important in the long run. Limit the time spent on these tasks, and if possible, delegate them to others. Avoid letting Quadrant IV tasks take up a disproportionate amount of your day.

 -  Quadrant III tasks are neither urgent nor important. Minimise or eliminate these tasks from your daily planner. Avoid spending valuable time on activities that don't contribute to your goals or well-being.

Step 3: Set Realistic Daily Goals:

Add a number of tasks from your priority matrix to your days schedule. 

Be realistic about the number of tasks you can accomplish in a day. Overloading your schedule can lead to stress and a decreased focus on important tasks. Aim for a balance that allows you to complete your daily goals effectively.

You will likely start by cramming your day, and ultimately only complete a fraction of your intended daily tasks. Over time, and with experience, your expectations will become more realistic. Don’t be disheartened if this leads to only 3 or less items from your matrix everyday - success will build as you become accustomed to your new structure. 

Step 4: Flexibility and Adjustments:

Be flexible with your daily planner. Unexpected events may arise, requiring adjustments to your schedule. Build in buffer time to handle unforeseen circumstances, without derailing your entire plan.

Notes and Daily Review Journal

As mentioned in the previous step, unexpected events and requests are an inevitable part of daily life. To prevent confusion and distraction from your goals, keep these separate from your day planner and jot them here. The notes section can also be used to keep track of random thoughts or epiphanies which come to you through the day, or simply to doodle the space away as you work - this is your area to un-clutter your mind and brain dump, without unhinging your days structure

The bottom part of this page is dedicated to reflecting on your day.

The practice of end of day reflection not only enhances self-awareness, but also provides an opportunity for you to optimise your performance, relationships, and overall satisfaction in all aspects of your life. 

Monthly Retrospective

A monthly retrospective provides the opportunity to consider your last month, and to set and reassess goals, developing a greater sense of purpose and direction, whilst providing a structured approach to continuous improvement.

By answering these questions, you will gain valuable insights into your past month's experiences, learning from both successes and challenges. This reflection will serve as a foundation for focussing your efforts in the pursuit of greater success moving forward.

•    What were the most significant achievements or milestones of the past month?

•  Reflect on specific accomplishments and milestones, both personal and professional, to acknowledge and celebrate successes.

•    In what areas did I face challenges or setbacks, and how did I overcome them?

•  Identify challenges encountered and assess the strategies employed to overcome them. This reflection builds resilience and offers insights for future problem-solving.

•    What activities or habits contributed most positively to my well-being and productivity?

•  Consider daily habits or activities that positively impacted your overall well-being and productivity. Determine how to enhance or maintain these beneficial practices.

•   Where did I allocate the majority of my time and energy, and was it aligned with my priorities?

•  Evaluate how you spent your time and energy to ensure alignment with your goals and priorities. Identify any areas where adjustments are needed for better focus.

•    What specific actions or changes can I implement in the coming month to enhance success?

•  Based on your reflections, outline actionable steps for the upcoming month. Consider adjustments to your routines, habits, or strategies that can lead to greater success and personal growth.