How I structure my week for maximum efficiency

Every so often it's worth pulling the curtain back.

The strategy essays I write can start to feel abstract if I don't occasionally show what the day-to-day looks like from where I'm sitting.

So below is the answer to a question I got last week: how do I personally structure my time?

The short version is that I fiercely defend it.

Tuesdays and Thursdays are client calls for Agency Acquisitions.

That's when 1:1 work with agency owners happens. Two full days, back-to-back-to-back inside the boxes I've drawn for them, so the deep work is compressed into concentrated blocks rather than scattered through the week.

Mondays and Wednesdays are for sales calls, partner calls, and network expansion.

Also a chunk of ongoing education for me - because a founder who stops learning is a founder who's about to run out of what got them there. Different mode of work than the client days, so I've kept the two separate on purpose. I find client days need presence and depth, while sales and partner days need range and warmth.

Trying to run both modes on the same day makes you worse at both.

Fridays are content day and innovation day.

This is the block I protect most fiercely.

Content - because the marketing engine can't run if the person it runs through never sits down to feed it. And innovation, which for me right now means AI research.

I mentioned the three AI products I'm building over the last couple of emails (dashboards AI, churn-prediction AI, and Virtual-Nick). It needs the uninterrupted, non-reactive time that a Friday gives me.

Admin - the stuff that eats founders alive if they don't have a rhythm for it - I've contained inside a bi-weekly 30-minute call with my bookkeeper, who I've worked with for over ten years.

Half an hour, every two weeks, and effectively all the finance stuff on the admin side is handled. I check the bank account a couple of times a week ad hoc, just to see the cashflow of the business, but that's five minutes standing in a doorway.

The dashboards I look at once a week. twenty mins if nothing's wrong, sometimes five. Forty-five if it's the monthly rhythm. That's it. Because I know the numbers inside and backwards, I already know what the follow-up actions are the moment I see a miss - I don't need to figure them out. I just walk into the leadership meeting knowing who I need to hold accountable to what, and we move on.

And you know the one tool that I use way more than literally anything else?

Loom.

I'm apparently in the top 1% of Loom users every year, and have been for years. A five-minute Loom replaces an entire meeting more often than not, and it delivers ten times more context than the twenty-minute email most operators would send instead.

Most agency founders I speak to don't have anything like this rhythm.

Their week is so reactive, their calendar is a mosaic of emergencies and fires.

Which means deep work never gets a dedicated block, because it has to compete against everything urgent, and it never wins.

If your week looks like that, and you want to get from where you are to something closer to the version above, click here to speak with me for 30 minutes. We’ll figure out what’s stopping you.

Nick

P.S.

I wrote a 7-minute article back in April that I think holds a lot of relevance to todays topic.

If you’d like to check it out, link is below 👇

Agency Owner Burnout →