How to Build a Weekly Routine That Protects Your Time and Energy

If you are tired of your week feeling chaotic, reactive, and like you are just playing defense all day every day, this article is for you.

I am going to show you exactly how I structure my week. This is not some aesthetic Pinterest calendar setup. This is the real system I use to stay focused, protect my time, lead a marketing agency team, and still make space to create, workout, think, and breathe.

The whole idea comes from tidbits I have picked up from Sabri Suby, Alex Hormozi, and Iman Gadzhi. The core principle is simple: take control of your week, or your week will take control of you.

Why Most Small Business Owners Feel Stuck

You wake up, open your eyes, and instantly get hit with messages, emails, tasks, and notifications. Before you know it, it is 5pm and you are wondering where the day went. The problem is you never worked on what matters most to you. You were just reacting the entire time.

That is exactly why I built this weekly structure. It ensures I move the needle on the priorities that matter most for Launch Kit, for our clients, and for my personal growth.

The Rocks and Sand Analogy

Let’s use a classic analogy to set the stage.

Imagine a glass cup. That cup is your day. Then you have a few big rocks and a pile of sand. The rocks are your priorities. The sand is the noise like notifications, messages, and distractions. If you start with sand, there will never be room for the rocks. But if you place the rocks in first, the sand fills in around them.

That is how I treat my weekly calendar. The week is my glass. My default events are the rocks. Everything else is sand that gets added later.

My Weekly Calendar Breakdown

This is how I structure my calendar each week. These are my recurring rocks that never move.

Monday: Team Syncs and Protected Lunch

• 25-minute Sync Meetings with direct team members. These are essentially 1:1s where they share what is going well, challenges they are facing, and opportunities they see.
• We use ClickUp rolling agendas to batch discussion points throughout the week instead of interrupting each other with constant messages.
• Lunch block from 11:30 to 1:30. This is not a two-hour lunch. It is a protected reset time so meetings cannot take over and I can digest the morning before diving into the afternoon.

Tuesday: Deep Work and Gym Reset

• Deep Work block in the morning. This is where I handle service development, writing offers, and ad creation. These tasks push Launch Kit forward.
• As Sabri Suby says in Sell Like Crazy, there are two versions of yourself: one who starts the day with intent and one who starts in chaos. Over time the difference compounds like interest.
• My morning starts at 6:00 am with quick journaling and a green juice then hoping right into deep work.
• Midday gym block. This has been a game changer. Morning workouts left me too antsy to start the day. Evening workouts left me mentally drained. The lunch reset splits the day into two halves. I train with no phone, cold shower, sauna, then back to the office refreshed.
• I then batch responding to messages after lunch, ensuring I reply within 24 hours while avoiding distraction throughout the day.

Wednesday: Open for Meetings

• By this point, I have synced with my team on Monday and done deep work Tuesday. I am ready to engage and collaborate.
• I use Wednesday for external meetings and events.
• Gym block is still locked in midday.

Thursday: Content Creation Deep Work

• Content day. I block Thursday morning to write, script, and film videos like this one.
• Each video becomes the foundation for multiple assets:
  • YouTube video
  • Free action item worksheet
  • Blog article
  • Newsletter email
  • Social media posts
• I have built a streamlined workflow that uses ChatGPT prompts to turn one video into all the necessary campaign assets like titles, meta descriptions, emails, landing pages, and more.

Friday: Flexible Open Day

• Gym reset locked in.
• The rest of the day is flexible for events, overflow, or creative space.
• The point is balance. Deep work, fitness, team syncs, and open space are all blended together without cramming every hour.

A Bonus Insight for Teams

If you are thinking, “That is great Kevin, but you own your business so you can structure your week this way,” here is my answer.

I encourage my team to do this exact same thing.

Daniel and Reagan, two of our creators, block Mondays for planning and Thursdays for editing. Their rocks and sand are different than mine, but the principle is the same. Protect your priorities first, let the rest fit in around them.

If you need approval from your boss, here is what I recommend:

1. Set up your calendar the way you want it.
2. Screenshot it.
3. Explain how this setup allows you to deliver higher quality work at a higher output.

It is a win for you, your company, and your boss.

Tools I Use to Run My Calendar

• Google Calendar: We run Launch Kit on Google Workspace, so this is a natural fit. Outlook works fine too.
• Calendly: This is a game changer for scheduling. Clients can see my availability and book around my rocks without endless back and forth.

In 2025 there is no reason to waste time emailing “Are you free at 2pm?” Work smarter.

Final Thoughts

This calendar system is not about filling every minute of the day. It is about protecting your rocks so you can live intentionally.

If you are a service business owner or entrepreneur, this is how you build the structure to protect your time while still running a high performing business.

I appreciate you investing your time to read this. I share because I love learning new ways to improve and then teaching others what is working. If you want to dive deeper, watch the full YouTube video and download the free action items worksheet linked there. It will walk you through everything step by step in a checklist format.