How to Know EXACTLY What to Spend Time on Every Day (Part 3: Prioritization & Decision-Making)

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Let’s be real: it’s not enough to just want clarity in your business—you have to build for it. Because if you’re anything like me (aka a visionary CEO™ with a million ideas and a tendency to overload your plate), then you know how easy it is to accidentally spiral into chaos. That’s why this system exists.

This post wraps up my 3-part CEO Series—a behind-the-scenes look at how I actually run my business without drowning in tasks, skipping lunch, or spiraling into a full-blown existential productivity crisis.

📚 Missed the first two parts?

• Part 1: The Burnout-Proof CEO Schedule

• Part 2: Themed Systems to Support Your Schedule

Now we’re pulling it all together.

Let’s talk about how I built a system that helps me know exactly what I’m doing every damn day—and how it helps me run my business, protect my brain, and keep burnout at bay.

The Foundation: Weekly Review + Focus Mapping

Every week starts with one thing: my Notion-based weekly review ritual. What I do is, I:

• Reflect on what worked, what didn’t

• Set 1–2 weekly focus areas (e.g. launch prep, content batching)

• Plan how I’ll use white space in my calendar

• Audit my task list so it doesn’t bury me

If you ever catch yourself searching, “How to plan your week as a solopreneur”—this review process is the answer.

Then, as I’m going through my to-do list, I ask:

• “Does this task align with my weekly focus?”

• “Is this actually urgent—or just shiny?”

• “Am I doing this for a reason, or out of guilt?”

Because if your to-do list is powered by guilt and not goals, it’s time for a reset.

Daily Themes = Less Chaos, More Clarity

Each day in my CEO schedule has a job:

• 🧠 Monday = Strategy + Planning (CEO Day)

• 👥 Tuesday = Client Work

• 🤝 Wednesday = Community + Networking

• 🎨 Thursday = Creative Output

• 🔁 Friday = Catch-Up + Overflow

I go over defining your CEO Schedule in this part of the series and how to build your systems to support it in this part. If a task doesn’t match the day’s theme? It gets bumped or reassigned. That structure helps me stay out of reactive mode and avoid context-switching burnout.

My Morning Routine: The Daily Check-In Flow

How I use this system in the day to day is as follows. First, I kick off every workday:

• ✔️ Check my Word of the Year and vision

• 💭 Log habits + intention-setting

• 🔎 Prioritize tasks using an Eisenhower-style matrix:

  • Main Priorities: High urgency + high importance

  • Next Up: Urgent, less critical

  • Make Time For: Important, not urgent

  • Hold Off: Neither—park it

I use Notion properties + automation to categorize everything automatically. It’s a take on the Eisenhower Priority Matrix that allows me to prioritize my tasks super easily in my Notion systems. No manual shuffling. Just clarity.

And don’t underestimate the power of a quick win: I tag fast tasks so I can knock them out first and build momentum.

Automation Is My Assistant (aka Notion Is My COO)

My Notion system handles:

• Daily page auto-generation (based on the day of the week)

• Filtered task views by priority + tag

• Time tracking with a click of a button

• Decision-priority sorting + fast-task flags

If you’ve ever Googled “how to build a daily planner in Notion”—this is it. Bonus: I use a formula that filters my themed daily page into the dashboard so I see only what’s relevant. Every single day.

Overwhelmed? I Call In My AI C-Suite

Even with my system, the to-do list can get out of hand. That’s when I call in my ChatGPT-powered C-Suite AI.

Here’s what I do:

• Paste my entire to-do list into my AI C-Suite GPT

• Tell it what I’m working on + what I’m trying to achieve

• Ask for help prioritizing, parking, or removing tasks

It told me: “You don’t have a strategy problem—you have a hierarchy problem.” 😴 Okay—way to call me out, Chelsea!

Since then, I’ve:

• Streamlined every task + project

• Built a real sales ecosystem

• Cut non-revenue-producing fluff

If you’ve ever Googled, “how to use AI to organize to-do list,” “GPT for business planning,” or “how to prioritize when everything feels urgent”, this is a practical way to do just that. You can check out my C-Suite GPT here in my shop.

TL;DR: How I Know Exactly What to Work On Every Day

📅 Weekly review ritual with task audit
📋 Clear theme days for focused work
📏 Daily check-in with Eisenhower Matrix logic
📊 Notion automations for time, task, and energy management
🧬 AI task audit for when I spiral into idea overload

Want to Steal My System?

🎓 Grab the CEO Schedule & Systems Mini-Course (only $25) and I’ll walk you through:

• How to build your CEO schedule

• How to set up theme days + systems that support it

• How to prioritize without the pressure

👉 Get the Mini-Course

• What is a CEO schedule and why do solopreneurs need one?

  It’s a theme-based weekly structure that helps you know exactly what to focus on every day—so you’re not switching between 17 roles at once. You can learn more about the process here »

• How do you prioritize tasks when everything feels urgent?

  I use a priority matrix inside Notion + AI audits with my GPT to cut through the chaos and identify true revenue drivers.

• Can I do this without Notion or AI?

  Absolutely—but Notion + AI dramatically reduce the friction. Use whatever system works for your brain, but the framework still applies.