Before we dive into planning our days and months, let’s set the right expectations. First, there’s no perfect system that works for everyone all the time. And honestly, there’s no magical, secret planning method that will instantly solve all your challenges. What I’m sharing with you today is a collection of techniques and practices that I’ve fine-tuned over the years. It’s not rigid, it’s adaptable, and most importantly, it’s grounded in real life—the kind of life that’s busy, messy, and full of interruptions.
We’re going to look at long-term planning today, but don’t worry—this isn’t about being hyper-organised 24/7. It’s about setting up a system that helps you achieve your goals, even when life gets chaotic.
Does Planning Kill Creativity?
Let’s settle this once and for all—does planning kill creativity? I don’t think so. Think of it like this: you might not need a plan to sit down and write a brilliant short story or create a quick sketch. But when it comes to bigger projects—like writing a whole book or creating a series of illustrations—you need a plan to keep you on track. Planning doesn’t cage creativity; it gives it structure. It allows you to channel your ideas over time, ensuring you can create something cohesive and substantial.
Long-Term Planning: 2 Months (8 Weeks)
For me, the sweet spot for planning is two months—or eight weeks. It’s long enough to accomplish something significant, yet short enough to remain flexible if things change (which they always do, especially when you’ve got a lot going on). The beauty of this time frame is that it allows you to work on a project consistently, without putting too much pressure on yourself. It also gives you room to reflect and adjust your path if needed.
You’ll be working on one main goal for this exercise, but personally, I’m usually running three goals in parallel—juggling projects while making room for expertise-building and, of course, personal life. It might sound like a lot, but even one hour a day of focused work can lead to huge results over time. Trust me, even if your day feels jam-packed, finding that one golden hour can truly move you closer to your goal.
Let’s be realistic—two months is plenty of time to make real progress, but also short enough to pivot if, by the end, you realise the direction wasn’t quite right. Either way, it’s a win because you’ll have gained experience and clarity.
Track Your Natural Activity
Here’s a critical step that’s often overlooked: understanding your natural rhythms. The truth is, we all have times during the day when we’re naturally more productive. For example, I’m not a morning person—my energy kicks in later in the day. But, with three kids, mornings happen whether I like them or not. So, I had to figure out what times work best for me, and how to work around everything else.
I noticed that my most productive time is later in the day, after the morning chaos settles and I’ve had some time to adjust. I’ve tested different routines to find what suits me. Once, I tried working out in the morning to kickstart my day, but it didn’t help. I’d come back from my workout around 10 a.m., but I couldn’t focus. I realised that my brain just wasn’t ready for deep work at that time. So, I made a change. Now, I use my mornings for lighter tasks—things that don’t require deep concentration—and save my focused work for later when I’ve found my rhythm.
That’s why it’s so important to track your natural activity. Think back to the last month. When did you feel at your best? What time of day were you most productive? And let’s not forget how food impacts us—were there any meals that made you feel sluggish and sleepy? Keep those factors in mind as we plan your schedule.
Write it in your workbook:
Look at your own schedule over the past month. When were you naturally more productive? Were there specific times of day when you felt more focused? Were there activities or meals that made you feel more energised or drained? Write these down, as they will be the foundation for building your plan.
Decide on the Time Available for Projects
Here’s where we get practical. Before we can build a plan, we need to know how much time you actually have each day for your projects. Life is busy—there are always a million things to do—but that doesn’t mean you can’t carve out time for the things that matter most.
Start by making a list of your daily tasks. Write them down in a simple format, estimating how long each task takes. For example, don’t get bogged down in small details like “brushing teeth” or “making coffee.” Instead, group these activities together under something like “morning routine – 1 hour.” Be honest about how long you spend on tasks like working, commuting, and taking care of family responsibilities.
Once you’ve laid out the essentials, see where you can find pockets of time for your project. Even an hour can make a difference. And here’s the thing: you’re not trying to justify why you don’t have time—you’re trying to find time. It’s about shifting the mindset from “I don’t have time” to “How can I make time?”
Now, look at the list. What can you cut or delegate? Maybe it’s scrolling Instagram for an hour or doing tasks that can be handed off to someone else. Don’t be afraid to reassess how you’re spending your time.
Write it in your workbook:
Make a list of your daily tasks and how long they take. Be honest about where your time is going. Then, identify pockets of time you can dedicate to your project, even if it’s just an hour. In your workbook, note anything you can cut out or delegate to free up more time.
Categorise and Organise Your Tasks
Now that you’ve found some time, it’s time to categorise your tasks. Think of this as organising your work into clear, manageable chunks. You can group tasks by project, client, or goal.
For example, if one of your goals is related to building expertise, your tasks might include attending a master class or writing a blog post to demonstrate your knowledge. If another goal is more personal—say, going to the dentist—then that goes in the personal category. The idea here is to break your tasks down so they feel less overwhelming.
When categorising, make sure to leave room for tasks that are still a bit unknown. Sometimes projects evolve, and certain tasks will only reveal themselves as you go. That’s okay. It’s like unlocking new levels in a game—you don’t need to know all the steps just yet.
Write it in your workbook:
Group your tasks into categories. Whether it’s by project, client, or goal, get clear on what needs to be done. Write down what’s clear, and leave space for tasks that might come up later.
8-Week Planning: Breaking It Down
Let’s take that big goal you set for the next two months and break it into manageable stages. You’ll need to map out your tasks over 8 weeks, so that by the end of this period, you’ve hit your goal.
For example, if your project is to complete a full reorganisation of a course you’re building, your breakdown might look like this:
- Week 1: Handle all legal issues
- Week 2: Set up accounting structure and organisation
- Week 3: Work on the website content and layout
- Week 4: Write all course materials
- Week 5: Finalise illustrations
- Week 6: Organise registration and payments
- Week 7: Prepare a presentation and supplementary materials
- Week 8: Test everything, correct any errors, and send out newsletters
Each week tackles a different part of the project. By breaking the goal into smaller pieces, you can track your progress without getting overwhelmed by the enormity of the task. And remember, not every week will go perfectly. Sometimes there are delays, but by having a plan, you can adjust without losing sight of your goal.
Write it in your workbook:
Write down your main goal for the next two months. Now, break that goal into 8 smaller weekly milestones. These should be steps you can realistically achieve each week, helping you see steady progress.
Delegation and Weekly Planning
Delegation is key when you’re juggling a lot, especially if you have team members or even tasks at home that others can handle. For example, I used to put off technical documentation and tax issues for weeks. It would weigh me down and stall my progress. Finally, I hired an accountant and a tech consultant—and let me tell you, it was worth every penny. Sometimes, investing in the right people helps you move forward faster.
In your everyday life, think about what can be delegated, too. For me, a robot vacuum cleaner was a game-changer—it wasn’t fast, but it got the job done, and it freed me up to focus on other things. Little wins like that make a huge difference in the long run.
Write it in your workbook:
Write down tasks that can be delegated (e.g., –> next to each one). Assign a date to check on these tasks, so you know they’re being handled without you needing to worry.
Weekly Planning: Staying on Track
Now that you’ve broken your larger goal into 8 manageable weeks, it’s time to focus on weekly planning. The weekly plan is where we bring everything together and make sure that each small step builds toward that bigger goal.
At the start of each week, take a moment to sit down and map out three key tasks you want to achieve. Why only three? Well, because aiming for more than that can overwhelm you, and when you have too much on your plate, it’s easy to feel like you’ve failed if you don’t get it all done. Instead, focus on quality over quantity. If you finish the three tasks and still have time, great! You can always add more. But the key is to set yourself up for success, not stress.
Here’s the trick: your weekly tasks should be directly tied to your two-month goal. That means at least one of your tasks should be connected to the weekly milestones you’ve already laid out. Don’t let a week go by without taking a step toward your main goal, no matter how small.
Ask yourself:
- Why is this task important?
- Where does it lead me?
- What happens if I don’t do it this week?
- Am I just warming up this task because I’m avoiding the real work?
It’s important to be honest with yourself here. Don’t let tasks that aren’t truly urgent pile up and distract you from what’s really important.
Write it in your workbook:
At the beginning of each week, write down three main tasks that you want to focus on. These should include at least one task that’s linked to your long-term goal. Keep it simple and achievable, and always tie it back to your broader plan.
Daily Planning: Keeping it Manageable
Once you’ve laid out your weekly tasks, it’s time to get even more granular with daily planning. Now, I’m not talking about mapping out every minute of your day. You don’t need to write down “make breakfast” or “check email.” Instead, focus on three important tasks each day, just like you did with the weekly plan.
Here’s where it gets interesting: your daily tasks should help you accomplish your weekly goals, which in turn, should help you achieve your two-month goals. It’s all connected. So, each day, ask yourself: “What can I do today that will move me one step closer to my larger goal?” And, again, don’t overdo it—stick to three key tasks.
If you feel like you have extra time and energy, sure, you can take on more tasks, but don’t start your day feeling overwhelmed by a massive to-do list. The goal is progress, not perfection. And sometimes, progress looks like a series of small but meaningful steps.
A quick tip: estimate how long each task will take. Don’t plan for more than you can handle in a day. It’s better to finish three things confidently than to start ten tasks and end the day feeling frazzled.
Write it in your workbook:
Each morning (or the night before), write down your three main tasks for the day. These should be linked to your weekly goals and, ultimately, to your two-month goal. Estimate how much time each task will take, and make sure you’re not overloading your day.
Retrospective: Reflecting and Adjusting
At the end of each week, it’s important to take a step back and reflect on how things went. This is what I like to call the retrospective. It’s a chance to look at what worked, what didn’t, and how you can adjust moving forward. Grab a cup of tea, get comfortable, and ask yourself:
- Where did things go wrong?
- What stopped me from completing my tasks?
- How can I improve my results next week?
- Was I procrastinating or distracted?
- How much time did I actually spend on each task?
- Did I plan too much or too little?
This reflection period isn’t about beating yourself up if you didn’t get everything done. It’s about learning. Maybe you need to adjust your expectations or break tasks into even smaller steps. Maybe you realised you spent too much time on social media or got distracted by non-urgent tasks. That’s okay—just note it down and make improvements for the following week.
Write it in your workbook:
At the end of each week, write a short reflection on what worked and what didn’t. Make note of any distractions, over-commitments, or tasks that took longer than expected. Use these insights to improve your planning for the next week.
Reward Yourself
Now, let’s talk about something fun—rewarding yourself. When you work hard, it’s important to celebrate your wins, both big and small. Whether you’ve completed a tough task or you’ve just made steady progress throughout the week, taking time to reward yourself will keep your motivation high.
Your reward doesn’t need to be extravagant—sometimes the smallest treats feel the most luxurious. Maybe it’s taking a relaxing walk in nature, treating yourself to your favourite meal, or spending quality time with your family without the pressure of unfinished tasks hanging over your head. And, when you’ve completed your two-month goal, make sure you plan something bigger—a reward that makes you feel proud of what you’ve accomplished.
Write it in your workbook:
Decide on a small reward for each week of progress. It could be something simple like a relaxing evening or treating yourself to something you enjoy. Then, choose a bigger reward to celebrate once you’ve achieved your two-month goal. Write it down as a reminder to treat yourself for all the hard work you’ve put in.
A Few Final Rules for Focus
As we wrap up this lesson, here are a few simple rules that have helped me stay focused and on track, especially on those busy, unpredictable days:
Move your body. Whether it’s a short walk, some stretching, or an evening jog, moving helps clear your mind and keeps you focused.
You can’t do everything, and that’s okay. Just accept it and relieve yourself of the pressure to do it all.
Plan in cycles—for 8 weeks, for the week, and for the day. This will keep you grounded and organised.
No multitasking! It’s better to do one thing well than juggle ten things poorly.
Phone away during work. Put it out of sight, and you’ll be amazed at how much more you can get done.
Turn off social media and pop-up notifications. These little distractions add up, stealing valuable time and energy.
Delegate where possible. You don’t have to do everything yourself—hand off tasks that drain your energy or time.
Take social media breaks. Step away from the constant scroll, and give your brain a breather.