I often get asked how I stay productive and get so much done…

So, since we are at the beginning of a new year, here is how I stay productive, organised, and hitting my goals  – whilst looking after 2 young kids and running a 7-figure business.

(By the way – I covered all of this in much more detail in my recently recorded workshop‘Map Your Magic 2026’ – do feel free to jump in and watch instantly if you’d like to make 2026 your best year yet!)

Step 1: Start with Your One Big Thing (OBT)

Everything starts with my ‘One Big Thing’.

This is the annual revenue goal I want to hit for the year. 

One specific number. 

From there, I use my ‘cold leads needed’ calculators to work backwards and answer:

• How many cold leads do I need to get in front of to hit that revenue goal?
• What is my conversion rate when marketing to that cold audience?
• How many sales does that require?

This tells me EXACTLY what volume of marketing I need to be doing in order to make hitting my revenue goal inevitable.

Note* The calculators are linked inside the Map Your Magic workshop

Step 2: Build a Proper Strategic Plan (Not Just a To-Do List)

Next, I answer a set of questions about:

• My products, services, and offers for the coming 12 months. 
• My financial goals. 
• My identity, purpose, and long-term direction. 
• My audience and market positioning. 
• My lifestyle, time, and energy design. 
• My team, support, and systems. 
• My brand visibility and thought leadership. 
• My customer journey, customer experience, and business model. 
• My risks, resilience, and boundaries. 
• My legacy and the next 5-10 year horizon. 

Each of these categories has between 5-10 questions that I answer to get really clear on where I’m going:

Then, once I have answered all of these questions, which I voice-type into Otter.ai, I use Gemini to turn this into a detailed strategic plan, complete with an interactive visual dashboard so I can see the big picture at a glance.

Here’s an example of what Gemini can turn your strategic plan into:

This plan becomes my filter for everything that follows.

NOTE*: My Map Your Magic workshop contains a list of ALL of the questions you MUST answer to create a thorough strategic plan.  I also explain how to ‘voice record’ your answers with an auto-transcription AI tool so that it can be easily turned into a strategic plan by AI afterwards. 

Step 3: Turn Your Strategy into Clear Annual, Quarterly & Monthly Goals

From that strategic plan, I create a list of tasks that must be achieved for the plan to work.

I continue to work with ChatGPT and Gemini to take my strategic plan and break it down into annual, quarterly, and monthly goals to help me ensure that my ‘one big thing’ is inevitable.

BUT – we don’t just leave a list of tasks in a chat thread… next we need to organise them and put them into a system so that they get DONE….

Step 4: Manage Every Task in ONE Place

I do not trust my spicy brain to remember tasks, and I never ever have.

Every task from my strategic plan, every idea, job, reminder, thought, or “I should do this” brain drop goes straight into my Tekmatix Tasks Manager.

I also have the app on my phone, so the moment something pops into my head, it gets captured in my tasks list.

No piles of notepads.

No post-it-notes all over my screen.

No mental clutter.

Everything lives in ONE easy to access place.

Here’s a quick video that shows how I add all of these tasks to my tasks manager:

Here’s what the Tekmatix Tasks Manager Looks Like:

Here’s what the Tekmatix Tasks Manager Looks Like on Mobile:

Step 5: Reprioritise Your Tasks Weekly Using My ‘Task Prioritisation Bot’

Every Sunday night or Monday morning, I:

1. Copy-paste all outstanding tasks from my Tekmatix tasks manager
2. Paste them into my ‘Task Prioritisation Custom GPT/GEM’
3. This Bot has been programmed to reorder tasks based on a business growth formula, including:
   • Urgency
   • Income
   • Alignment with your strategic plan

*Inside my ‘Map Your Magic 2026’ workshop, I not only demonstrated exactly HOW to create this bot in ChatGPT AND Gemini; but I also provided the actual bot instructions script so that you can make your own in YOUR account, fully customised to YOUR business and unique strategic plan.

Once reprioritised, I go back into Tekmatix and update all the task due dates, so that I have everything i need to do infrontof me, in ORDER OF PRIORITY.

No more random tabs open.

No more ‘getting lost’ and forgetting what I’m doing.

Just a clear list of actions, in order, based on actual business growth metrics that align to my own strategic plan.

Step 6: Put Tasks Into Your Calendar So That They Get DONE 

This is the bit where pretty much all business owners fail in getting anything done at all. 

They blame their ‘motivatio’n, 

they blame their ‘lack of systems thinking’, 

they blame ‘distractions’….

When actually, all it takes to succeed, is the habit of implementing this often forgotten step.

Now that you have a list of tasks to do, on a Sunday night or Monday morning, schedule time in your calendar that is blocked off from anyone or anything else to actually implement and complete each task. 

If you have set these appointments with yourself to get the task done, then the task is going to get done. 

No more relying on motivation or magical manifestation. 

It’s just calendar planning and sticking to the dang schedule. 

First, block your non-negotiables in your calendar for the coming year:

• Your own holidays
• School holidays (if relevant)
• Fixed workshops, events, conferences you are running, attending or speaking at
• Team and management meetings

Then block recurring work:

• Content creation and email campaigns (I batch create my content which also becomes my email campaigns every Tuesday morning)
• Podcast recording time (I have blocked a recurring slot to do this every Thursday morning)
• Strategic planning and SOP & system creation or updating (I have at least 90 minutes to do this every Monday)
• Exercise and health commitments (Eg: Repeating days that you do exercise, go to the gym, see a PT, attend a class, etc)
• Workshop preparation time (I have scheduled into my calendar, 3 hours the day before every workshop that I’m running, to do my workshop slide and content preparation) 
• Monthly blocks for sales pages and event descriptions (I have one day a month recurring, where I will review all of the upcoming events and workshops that I’m running, write the sales copy, write the event descriptions, update the SOPs so that they are all ready a quarter in advance at minimum)

Here is a video on how to schedule recurring appointments with yourself in your calendar to ensure that these critical exercises and activities happen:

[insert calendar video]

Just as a bonus… did you know that you can also get ChatGPT ion ‘AGENT MODE’ to do all of this calendar organisation FOR you?

Here is an example of ChatGPT in Agent Mode managing a calendar:

Here’s HOW To Prompt The ChatGPT Agent Mode to manage your calendar for you:

Step 7: Schedule This Week’s Tasks Into Your Calendar As ‘Appointments’ With Yourself

Once my week’s tasks are reprioritised, I then:

• Open my calendar
• Block out time as appointments with myself to complete the tasks for the week
• Treat those blocks like real appointments and attend them no matter what.

You don’t have a productivity problem.

It’s NOT our ADHD.

You just need to put the task appointments in there and SHOW UP FOR YOURSELF.

I fiercely believe that it’s the things that you do when nobody is watching that matter the most. 

If you imagine that you’ve got a camera on you 24 hours a day, you’ll perform better.

It’s weird, but it works.

Heck, if you really need some extra accountability – put your phone on a tripod and actually film yourself working in ‘hyperlapse’ all day! 

It will make you act differently knowing that you’re being watched. Not to mention the fact that this hyperlapse video can be used as amazing B-roll and behind-the-scenes content for your content creation, too!

How To Become The Most Productive Version of Yourself Ever:

So, there you have it – a simple system that creates simply astronomical results. 

If you are ready to take your productivity and your results to a new level, then come and join the Legends Lab. 

In The Legends Lab, you get:

• Instant access to over 100 micro trainings on building your business fast, particularly using all kinds of tech, AI, and automation.
• A live monthly workshop focused around one very specific “get it done” activity to build and scale your business, which always includes some fast-track tips, tricks, and hacks using tech, AI, and automation.
• A live monthly Q&A call with me where you can bring any question about any topic in growing and scaling your business. I provide real-in-the-moment screen sharing demonstrations on how to do anything that our customers ask on these live calls.
• A secret WhatsApp group chat where I drop regular tech tips, tools, hacks, and the latest tech, AI, and automation news and feature upgrades that every business owner should know about and answer questions as they come up from members

It’s time to make 2026 your year!

Come and join us in the Legends Lab to check it out just for 30 days – You can cancel any time.

Hope this helps you feel clearer, calmer, and far more in control this year.

Sarah x

Sarah Cordiner,

Tech, AI, and Automation Business Coach