Creating Your Flexible (and nearly perfect) Planning System

I’ve heard from so many of you that life can feel like a never-ending rollercoaster ride. Between work deadlines, family obligations, social commitments, and personal goals, it’s easy to feel overwhelmed and lost in the shuffle. But what if I told you there’s a way to tame this wild beast we call life?


Enter: your flexible and nearly perfect planning system.


Why Planning Matters

Before we dive into the nitty-gritty, let’s talk about why planning is so crucial. A good planning system isn’t just about getting more done – it’s about living with intention. It’s about making sure the important stuff doesn’t get buried under the urgent stuff. It’s about creating space for what truly matters to you, whether that’s advancing your career, spending quality time with loved ones, or pursuing a passion project.


1. Understanding Your Needs: The Foundation of Your System

Creating an effective planning system starts with self-awareness. Take some time to reflect on these questions:

    • What are your short-term and long-term goals?
    • What recurring responsibilities do you have?
    • When are you most productive during the day?
    • What current planning methods work for you, and which ones don’t?
    • What causes you the most stress in your current routine?

By answering these questions, you’ll start to see patterns emerge. Maybe you realize you’re a night owl trying to force yourself into an early bird routine. Or perhaps you notice that you’re constantly overcommitting and need a system to help you say “no” more often.


2. Choosing Your Tools: Finding What Works for You

The planning tool market is vast and varied. Let’s break down some popular options:

Digital Apps:
    • Trello: Great for visual planners who like to see their tasks as movable cards.
    • Asana: Ideal for those managing multiple projects or working in teams.
    • Todoist: Perfect for list-lovers who want a clean, simple interface.
    • Notion: A jack-of-all-trades that can be customized to fit almost any planning style.
Paper Planners:
    • Bullet Journal: A highly customizable system that can be adapted to any notebook.
    • Pre-formatted Planners: Brands like Passion Planner or Day Designer offer structured layouts.
    • Loose-leaf Systems: Allow you to add, remove, and rearrange pages as needed.

Remember, you don’t have to stick to just one tool. Many people find a combination works best – like using a digital calendar for appointments and a paper journal for daily tasks and reflections.


3. Creating a Daily Routine: The Rhythm of Productivity

A solid daily routine can be the difference between feeling frazzled and feeling in control. Here’s an expanded look at a potential routine:

Morning Review (15-30 minutes):
    • Check your calendar for the day’s appointments
    • Review your task list and choose your top 3 priorities for the day
    • Spend a few minutes journaling or meditating to set your intentions
Time Blocking:
    • Divide your day into chunks, assigning specific tasks to each block
    • Include buffer time between blocks for unexpected issues
    • Don’t forget to schedule breaks and lunch!
Evening Reflection (10-15 minutes):
    • Review what you accomplished during the day
    • Move unfinished tasks to tomorrow or later in the week
    • Jot down any new ideas or tasks that came up
    • Prepare your to-do list for tomorrow


4. Prioritizing and Delegating: Making the Most of Your Time

The Eisenhower Matrix is a powerful tool for prioritization. Here’s how to use it effectively:

    • Urgent and Important (Do Now):
      Crises, pressing problems, deadline-driven projects
    • Important but Not Urgent (Schedule):
      Long-term planning, personal development, relationship building
    • Urgent but Not Important (Delegate):
      Some meetings, some phone calls, some emails
    • Not Urgent and Not Important (Eliminate):
      Time wasters, some emails, excessive social media

When delegating, be clear about expectations and deadlines. And remember, delegating isn’t just for work – can you share household responsibilities or carpool duties with family members or neighbors?


5. Staying Flexible: Rolling with the Punches

Flexibility is the secret sauce of any good planning system. Here are some tips for building flexibility into your routine:

    • Leave some white space in your calendar for unexpected tasks or opportunities
    • Have a “parking lot” for ideas or tasks that come up but aren’t urgent
    • Regularly reassess your priorities – what seemed important last week might not be crucial now
    • Don’t be afraid to say no to new commitments if they don’t align with your goals
6. Reviewing and Adjusting: Keeping Your System Fresh

Set aside time each week (maybe Sunday evening – this is when I typically do this) to review your past week and plan for the next. Monthly and quarterly reviews can help you stay aligned with bigger goals. During these reviews, ask yourself:

    • What worked well this past week/month/quarter?
    • What challenges did I face?
    • Do I need to adjust my planning system in any way?
    • Are my current goals still relevant, or do they need to be updated
7. Making Room for Joy: The Whole Point of Planning

Remember, the goal of planning isn’t just productivity – it’s to create a life you love. Make sure your planning system includes:

    • Self-care activities
    • Hobbies and passions
    • Quality time with loved ones
    • Spontaneity and fun!

Consider creating a “joy list” of activities that make you happy, and regularly schedule items from this list into your planner.


Exciting News from More Room for Joy!


We’re thrilled to announce that we’re developing our own planner system! Our goal is to create a tool that not only helps you organize your tasks and time but also reminds you of your inherent worth and the importance of joy in your life. It’s scheduled to go on Pre-Sale August 1st with delivery early September 2024!  I am beyond excited about this. Stay tuned for details!

Our planning system will include:

    • Gratitude prompts
    • Reflection questions
    • Goal-setting exercises
    • Inspirational quotes and affirmations
    • Customizable layouts to fit your unique planning style

We’re finalizing development, but we can’t wait to share more details with you soon. Stay tuned to our blog and social media channels for updates!

Creating Your Path from Chaos to Calm

Remember, developing the perfect planning system is a journey, not a destination. It takes time, patience, and a willingness to experiment. But with each small step, you’re creating more order, more intention, and yes, more room for joy in your life.

So, what’s holding you back from creating your perfect planning system? Is it finding the right tools? Sticking to a routine? Knowing how to prioritize? Share your biggest planning challenge in the comments below – let’s problem-solve together!



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