Simple Planning Strategies That Actually Work
Do you ever feel like you're constantly busy but not actually accomplishing anything? As an entrepreneur with ADHD, I've been there. Admittedly, I thrive under the pressure of deadlines and enjoy the excitement that comes with a busy schedule; but juggling multiple projects and responsibilities can easily lead to overwhelm and burnout. I find that without a plan, life spirals into chaos and confusion.
In this post, I explore productivity planning and provide actionable strategies for creating your own plan, backed by my research and personal life experience. Whether you're new to productivity planning or looking to refine your existing system, this guide provides a simple framework for aligning your actions with your vision.
In this article I explore:
Productivity Planning
How to Create a Simple Productivity Plan
Tips for Success
Overcoming Productivity Pitfalls
Additional Resources (Books, Podcasts & TED Talks)
Productivity Tools
What is Productivity Planning?
Productivity planning involves organizing your tasks, time, and resources to achieve maximum efficiency. Unlike simple to-do lists, it’s a strategic approach that helps you stay focused on your goals and make incremental steps towards achieving them. Think of it like a roadmap that guides you toward your desired outcomes.
Often productivity planning and project planning are used synonymously. While they are similar and interconnected, their differences relate to their purpose. Productivity planning focuses on your overall strategy for achieving your goals (personal or professional), and project planning focuses on a specific project. As I discuss below, your productivity plan might include a project plan.
Whether you're working on personal or professional projects, effective planning provides structure and direction, which, in turn, enhances your ability to achieve successful outcomes.
Productivity planning goes beyond to-do lists. It involves making conscious, strategic decisions about how you allocate your time and energy to accomplish your goals.
How to Create a Simple Productivity Plan
Understand Your Vision
Set Goals and Objectives
Create a Task List & Estimate Time
Plan and Schedule Tasks
Understand Your Vision
Before you begin productivity planning, you need a clear and specific vision of what you'd like to achieve in the future. This is the 'big picture' idea that guides your efforts. You can have multiple visions for both your personal and professional life.
Set Goals and Objectives
You next set short- and long-term goals and objectives that will help you achieve your vision. As much as possible, they should be specific, measurable, achievable, relevant, and time-bound (aka SMART goals).
Create a Task List & Estimate Time
Next break down your goals into incremental, actionable tasks and routines that you can accomplish on a daily, weekly, and monthly basis. I also recommend estimating how much time you think you might need to complete each task. This will help you create realistic and accomplishable to-do lists.
Plan & Schedule Tasks
There are several different tools available that enable you to create a monthly, weekly, and daily plan. You can use paper or digital planners, productivity apps, and calendars. I enjoy using the bullet journal method because it's simple and something that I've been able to maintain over the years. The best tool is the one that you will consistently use.
Here is an example of a productivity plan in action...
'Big Picture' Vision
I am aligned with my higher self and free from anxiety.
I am a self-employed content creator who adds value to the world I inhabit.
Long-Term Goals
Cultivate self-awareness, practice self-compassion, and make decisions that align with my core values and principles.
Build an engaged online community for the Basic Goodness Blog that helps individuals and leaders nurture their basic goodness through content that cultivates compassion, creativity, mindfulness, and self-awareness.
SMART Goals for 2025
Spend 15 minutes or more in prayer and meditation daily.
Complete a short journal exercise nightly.
Publish four blog posts monthly.
Design and execute a social media campaign for BGB that generates 1,000 followers.
Build an engaged online community for BGB that includes 500 e-newsletter subscriptions.
Monthly Tasks/Routines
End of month reflection: what went well? What can be improved?
Outline top objectives and goals for month.
Weekly Tasks/Routines
Sunday reflection: what went well this week? What can be improved?
Outline top objectives and goals.
Create a plan for the upcoming week.
Plan meals and fitness routine.
Identify appointments and deadlines.
Weekly meal prep.
Housekeeping and bills.
Daily Tasks/Routines
6 a.m. - Wake up
6 - 7 a.m. - Coffee, review weekly goals, set daily intentions, spend 15 minutes in prayer/meditation
7 - 8 a.m. - Workout, walk dog, shower, dress for the day.
8 - 8:30 a.m. - Prioritize daily tasks, time-block tasks (remember to use realistic time estimates and schedule breaks/meals).
8:30 a.m. - 5:30 p.m. - Focus on daily tasks (tip: put your phone on focus mode and set timers to remind you when to switch tasks/take breaks).
8:30 a.m. - Edit blog post
9:30 a.m. - Take a break, stretch, hydrate, make a cup of tea
9:40 a.m. - Continue editing blog post
10:30 a.m. - Break for breakfast, stretch, hydrate
10:45 a.m. - Social media content creation
11:45 a.m. - Take a break, stretch, hydrate
12 p.m. - Prepare for meeting
12:30 p.m. - Meeting
1:00 p.m. - Follow up from meeting
1:30 p.m. - Break for lunch, stretch, hydrate
1:45 p.m. - Research future blog post
2:50 p.m. - Take a break, stretch, hydrate
3 p.m. - Data analytics
4 p.m. - Take a break, stretch, hydrate
4:10 p.m. - Begin rough draft of future blog post
5:10 p.m. - Wrap up day, make notes for following day, etc.
5:30 p.m. - Start dinner
6 p.m. - Eat dinner
6:30 p.m. - 9 p.m. - Clean kitchen, spend time with husband, watch shows, catch up with friends, read, etc.)
9 p.m. - Get ready for bed
9:30 p.m. - Write in my journal. Reflect on my day: what went well? What can be improved?
10 p.m. - Lights off
Tips for Success
Balance Work and Rest
Ensure that your productivity plan includes adequate breaks, rest periods, and self-care to avoid burnout.
Allocate Resources Appropriately
Allocate your time, energy, and resources based on the importance of tasks in relation to your long-term goals. Avoid spending excessive time on tasks that don't contribute significantly. Focus on high-impact activities that move the needle.
Review and Refine
Schedule regular reviews to review and reflect on your progress. Assess whether your actions are moving you closer to your long-term goals and make any necessary course corrections if you notice any misalignment.
Visualize Your Goals
Incorporate visualization techniques to regularly remind yourself of your long-term goals. Visualization can strengthen your commitment and motivation.
Use Milestones as Checkpoints
Treat your milestones as checkpoints for progress. Regularly assess how far you've come and whether you're on track toward your long-term goals.
Stay Adaptable
While alignment is crucial, remain adaptable to changes and opportunities that may arise. Flexibility ensures that you can adjust your plan without losing sight of your goals.
Celebrate Achievements
Celebrate each milestone and achievement, no matter how small. Recognizing progress boosts motivation and reinforces your commitment to your long-term vision.
Planning breaks is essential for maintaining optimal performance, focus, and overall well-being.
Here's why planning breaks is critical for success:
Mental Refreshment
Breaks allow your mind to rest and recharge. Stepping away from tasks gives your brain a chance to recover, reducing mental fatigue and improving cognitive function.
Improved Focus and Creativity
Regular breaks prevent burnout and maintain your ability to focus and think creatively. When you return to tasks after a break, you're more likely to approach them with renewed energy and fresh ideas.
Reduced Stress and Pressure
Taking breaks helps reduce stress and the feeling of being overwhelmed. It gives you a chance to step back, regain perspective, and approach tasks with a clearer mindset.
Enhanced Productivity
Studies have shown that frequent breaks can actually improve productivity. Short breaks prevent the decline in attention and energy that occurs when working for extended periods without pause.
Physical Well-Being
Breaks encourage movement and physical activity, which is beneficial for your overall health. They reduce the negative health impacts of prolonged sitting.
Preventing Decision Fatigue
Decision-making abilities can decrease over time as you make choices throughout the day. Breaks prevent decision fatigue, allowing you to make better choices consistently.
Avoiding Mental Tunnel Vision
Focusing intensely on a task for too long can lead to mental tunnel vision. Breaks provide a chance to broaden your perspective and consider alternative approaches.
Enhancing Creativity
Breaks give your mind the opportunity to wander and make unexpected connections. This can enhance your creativity and problem-solving abilities.
Promoting Well-Being
Prioritizing breaks shows that you value your well-being and work-life balance. It contributes to a healthier and more sustainable work routine.
Balancing Work and Rest
Incorporating breaks helps you achieve a balanced work-rest rhythm. This balance is crucial for long-term productivity and preventing burnout.
Improving Relationships
Breaks provide opportunities for social interaction, whether it's a quick chat with a colleague or spending time with family. These interactions contribute to positive relationships.
When planning breaks, aim for short breaks every hour or two. During breaks, engage in activities that help you disconnect and recharge, such as stretching, walking, deep breathing, or mindfulness exercises.
Overcoming Productivity Pitfalls
Overcoming productivity pitfalls requires a combination of self-awareness, effective strategies, and consistent effort.
Here are some actionable steps to help you overcome common productivity pitfalls and stay on track:
Procrastination
Break tasks into smaller, manageable steps.
Use the Pomodoro Technique to work in focused intervals.
Start with a task you find least intimidating to build momentum.
Distractions
Use website blockers or apps to limit access to distracting sites.
Set specific times for checking emails and notifications.
Create a clutter-free and organized workspace.
Lack of Focus
Prioritize tasks and set clear goals for each work session.
Remove clutter from your workspace to reduce visual distractions.
Practice mindfulness and deep breathing to enhance focus.
Time Management Issues
Use time blocking to allocate specific time for tasks.
Prioritize tasks based on their importance and urgency.
Track your time to identify time wasters and areas for improvement.
Overwhelm
Break down larger tasks into smaller, actionable steps.
Use task prioritization techniques to focus on high-impact tasks.
Set realistic expectations and avoid overloading your schedule.
Multitasking
Focus on one task at a time to improve efficiency and quality.
Use tools like time blocking to allocate specific time for different tasks.
Avoid constant task-switching, which can reduce productivity.
Lack of Motivation
Set clear goals that are meaningful and aligned with your values.
Break goals into smaller milestones for a sense of achievement.
Find inspiration from success stories, mentors, or role models.
Perfectionism
Set realistic standards for your work and focus on progress.
Accept that perfection is unattainable and may hinder productivity.
Aim for "good enough" while still maintaining quality.
Lack of Planning
Create a structured productivity plan with goals, tasks, and time blocks.
Break down tasks into actionable steps and set deadlines.
Regularly review and adjust your plan based on progress and changes.
Burnout
Prioritize self-care, including breaks, exercise, and relaxation.
Set boundaries between work and personal life.
Practice stress-reduction techniques like meditation or deep breathing.
Lack of Accountability
Share your goals with a friend, mentor, or coach for external accountability.
Join productivity groups or communities for mutual support.
Use productivity apps that track your progress and provide reminders.
Lack of Organization
Use productivity tools like task managers, calendars, or note-taking apps.
Keep your physical workspace clutter-free and organized.
Create a routine for regular decluttering and organization.
Remember to have compassion for yourself. I fail to meet my goals all the time. When I fall short, I just get up and start again. There is no point in engaging in negative self-talk - it never helps improve the situation. Just keep going forward. A step in the right direction, no matter how small, is still moving you closer toward your goal.
Additional Resources (Books, Podcasts, & TED Talks)
There are many resources that offer valuable insights and strategies for improving productivity and personal organization.
Books
"Getting Things Done: The Art of Stress-Free Productivity" by David Allen: This classic book introduces the GTD methodology, providing a comprehensive system for managing tasks, projects, and information to reduce stress and increase efficiency.
"Atomic Habits: An Easy & Proven Way to Build Good Habits & Break Bad Ones" by James Clear: While not solely about productivity, this book delves into the science of habit formation and provides practical strategies for building positive habits that contribute to productivity.
"Deep Work: Rules for Focused Success in a Distracted World" by Cal Newport: Newport explores the benefits of deep, focused work and offers strategies to cultivate this type of work in an age of constant distractions.
"The 5 Second Rule: Transform your Life, Work, and Confidence with Everyday Courage" by Mel Robbins: This book introduces a simple technique to overcome procrastination and take immediate action, enhancing productivity and motivation.
"Essentialism: The Disciplined Pursuit of Less" by Greg McKeown: McKeown advocates for simplifying and focusing on the most important tasks, helping readers prioritize and achieve their goals more effectively.
"Smarter Faster Better: The Secrets of Being Productive in Life and Business" by Charles Duhigg: Duhigg explores the science of productivity and provides actionable insights to help you work smarter and accomplish more.
"The Power of Habit: Why We Do What We Do in Life and Business" by Charles Duhigg: While primarily about habit formation, this book delves into how habits impact productivity and how they can be harnessed for positive change.
"Eat That Frog!: 21 Great Ways to Stop Procrastinating and Get More Done in Less Time" by Brian Tracy: Tracy offers practical tips and techniques to overcome procrastination and tackle tasks efficiently.
"The Miracle Morning: The Not-So-Obvious Secret Guaranteed to Transform Your Life (Before 8AM)" by Hal Elrod: This book outlines a morning routine to start the day with purpose and productivity, including activities like meditation, exercise, and affirmations.
"Mindset: The New Psychology of Success" by Carol S. Dweck: While not specifically about productivity, this book explores the concept of mindset and how adopting a growth mindset can impact personal development and achievement.
Podcasts
"The Productivity Show" by Asian Efficiency: This podcast covers a wide range of topics related to productivity, time management, and organization, providing practical tips and strategies.
"The Tim Ferriss Show" by Tim Ferriss: Tim Ferriss interviews world-class performers from various fields, delving into their habits, routines, and approaches to productivity.
"The Minimalists Podcast" by The Minimalists: While centered around minimalism, this podcast explores how simplifying your life can lead to improved focus, efficiency, and organization.
"The Life Coach School Podcast" by Brooke Castillo: This podcast addresses personal development, including topics related to mindset, goal setting, and overcoming obstacles to increase productivity.
"The Tony Robbins Podcast" by Tony Robbins: Tony Robbins shares insights on personal development, goal achievement, and strategies for enhancing productivity.
"HBR IdeaCast" by Harvard Business Review: This podcast features interviews with experts on various business and productivity-related topics, offering valuable insights for personal and professional growth.
TED Talks
"Inside the Mind of a Master Procrastinator" by Tim Urban: Tim Urban humorously explores the psychology of procrastination and offers insights on overcoming this common productivity challenge.
"How to Gain Control of Your Free Time" by Laura Vanderkam: Vanderkam shares strategies for making the most of your time, including how to prioritize tasks and plan for leisure activities.
"The Art of Stress-Free Productivity" by David Allen: In this classic TED Talk, David Allen introduces the "Getting Things Done" methodology and explains how it can lead to stress-free productivity.
"Why Work Doesn't Happen at Work" by Jason Fried: Fried challenges common assumptions about productivity in the workplace and discusses ways to create environments that foster effective work.
"The Power of Vulnerability" by Brené Brown: While not directly about productivity, this talk explores vulnerability, authenticity, and building meaningful connections, which can positively impact overall well-being and productivity.
"The Happy Secret to Better Work" by Shawn Achor: Achor discusses how positive psychology and a positive mindset can lead to increased productivity and success.
Productivity Tools and Resources
There are a variety of productivity tools, catering to different preferences and needs. Here are a few examples of the many productivity tools available. The choice of tools depends on your preferences, workflow, and specific needs.
Digital Productivity Tools
Todoist
A task management app that helps you organize tasks, set deadlines, and prioritize activities.
Asana
A project management tool that allows you to collaborate with teams, track projects, and manage tasks.
Trello
A visual task management tool that uses boards, lists, and cards to help you organize and track projects.
Microsoft Outlook
An email client that also includes a calendar, task manager, and note-taking features.
Google Workspace (formerly G Suite)
A suite of productivity tools including Gmail, Google Calendar, Google Docs, Google Sheets, and more.
Notion
A versatile workspace app that combines note-taking, task management, databases, and more in one platform.
Evernote
A note-taking app that allows you to capture and organize notes, ideas, and information.
RescueTime
A time-tracking app that monitors your digital activities to help you understand and manage your time usage.
An app that lets you save articles, videos, and web pages to view later, reducing distractions during work.
Analog and Hybrid Productivity Tools
Physical Planners
Traditional planners or journals that allow you to write down tasks, goals, and appointments by hand.
Bullet Journal
A customizable method of journaling and task tracking using symbols, lists, and creativity.
Moleskine
A brand known for its high-quality notebooks and planners suitable for various note-taking and planning styles.
Pomodoro Timer
A physical or digital timer used to implement the Pomodoro Technique (work intervals followed by short breaks).
Whiteboards and Sticky Notes
Visual tools for brainstorming, planning, and organizing tasks.
Time Management and Focus Apps:
Forest
An app that encourages focused work by growing a virtual tree when you stay off your phone or computer.
Focus@Will
Provides background music designed to enhance focus and productivity based on scientific research.
Freedom
Blocks distracting websites and apps during work sessions to help you maintain focus.
Cold Turkey
A tool that allows you to block websites and apps for set periods, helping you avoid distractions.
Note-Taking and Knowledge Management:
Roam Research
A note-taking tool that focuses on creating interconnected and dynamic notes for personal knowledge management.
Obsidian
Similar to Roam Research, Obsidian enables you to create linked notes and build a knowledge graph.
Zotero
A reference manager that helps you collect, organize, and cite research materials.
Experiment with different tools to find what works best for you in terms of organization, time management, collaboration, and personal productivity.
References:
No-Author. (2024, March 21). How to create a productivity plan with templates. ClickUp. https://clickup.com/blog/productivity-plan/
Productivity Planning Tips + A Step-by-Step Improvement Plan |. . . (n.d.). https://www.erincondren.com/inspiration-center-productivity-planning
Boogaard, K. (2024, September 12). How to write SMART goals (with examples). Work Life by Atlassian. https://www.atlassian.com/blog/productivity/how-to-write-smart-goals#:~:text=The%20SMART%20in%20SMART%20goals,within%20a%20certain%20time%20frame.
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deBara, D. (2024, February 16). How to write an effective project plan in 6 simple steps - Work Life by Atlassian. Work Life by Atlassian. https://www.atlassian.com/blog/project-management/write-an-effective-project-plan
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Westland, J. (2022, August 9). 5 ways to measure project success. ProjectManager. https://www.projectmanager.com/blog/5-ways-to-measure-project-success
The 9 stages of a successful project planning process. (n.d.). https://www.float.com/resources/project-planning-process#:~:text=Project%20plans%20are%20not%20set,for%20quality%20control%20and%20assurance
Asana, T. (2024, February 29). Goals vs. Objectives: A Project Manager’s Breakdown [2024] • Asana. Asana. https://asana.com/resources/goal-vs-objective
Joubert, S. (2024, July 3). Developing a project scope statement in 8 easy steps. Graduate Blog. https://graduate.northeastern.edu/resources/develop-project-scope-statement/#:~:text=A%20project%20scope%20statement%20provides%20a%20detailed,on%20time%20and%20within%20the%20allotted%20budget.&text=%E2%80%9CThe%20project%20scope%20statement%20tries%20to%20reduce,clear%20understanding%20of%20the%20project%2C%E2%80%9D%20Alexis%20says.
Harned, B. (2024, November 13). What is a milestone? 8 Examples for Better Project Management. TeamGantt. https://www.teamgantt.com/blog/the-how-and-why-of-using-milestones-in-your-project-plan
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