How to Get Better At Planning (10 tips that work)
Let’s explore how to get better at planning. Because becoming the person who plans well means you can get more done, and get it done more efficiently.
Distractions abound, so fine tuning this skill will save you time and make your life way more efficient in the long run.
But let’s skip the small talk. These are my top ways to become a better planner.
Let’s get it.
Hey there, just a heads up some links in this post may be affiliate links, which earn me a small commission. This is at no extra cost to you, but helps me keep the lights on. Thanks for your support!
1. Don’t Spread Yourself Too Thin
You can do anything — just not everything.
So one of the best ways to start getting better at planning is to focus. This means getting clear on your goals and priorities (and doing a little decluttering).
Because knowing what’s important to you and what your non-negotiables are will guide your planning. Good planning is all about knowing how to narrow your focus.
So here are some quick tips to not spread yourself too thin:
Know your why and motivations
Have realistic timelines and goals
Learn to say no
Know when delegate or delete certain tasks (more on this later)
2. Organize (outside of your head)
Have you ever been lying in bed, waiting to fall asleep, when you suddenly have a great idea (or remember some thing you need to do the next day)?
It’s usually something simple — something that’ll be “easy” to remember. So you tell yourself “pshh, I’ll remember that tomorrow”.
You fall asleep, only to wake up the next day having completely forgotten what the hell that thing was you were supposed to remember to do.
Let’s avoid that.
Our minds are powerful, but they can only do so much. So I like to build better planning habits by simple jotting things down and keeping better notes. I use my phone’s Notes app for quick reminders and then move them to my calendars when I’m by my computer.
It’s simple, but effective.
A couple (free) tools I use for better organization and productivity are:
3. Prioritize
Great planning comes down to great prioritization skills.
Because knowing what to focus on first may be the most important part of efficient planning.
So after you’ve narrowed your focus and organized things out of your head (tip 2 above), it’s time to define your priorities.
One simple and effective method to prioritize your tasks is to create an Eisenhower matrix. It looks like this:
So remember, if you want to get better at planning, knowing what to prioritize (and what to deprioritize) is an important piece of the puzzle.
4. Break Down the Big Stuff
Great planning is strategic.
And one of the best ways to add a strategic element to your plans is to break them down into smaller steps.
This is an exercise in reverse engineering, whereby you take a bigger goal or project, and deconstruct it into its smaller component pieces. It looks like this:
Define your main goal
Break down your main goal into micro goals
Break down each micro goal into smaller nano goals
After you’ve broken down your bigger tasks into nano goals, just focus on the nano.
Understanding these smaller steps not only makes it easier to tackle bigger projects, but it makes completing them more realistic.
Because looking up at the peak of a big mountain is overwhelming. But taking things one step at a time isn’t.
5. Use Modern Tools
We live in awesomely convenient, digital times — so let’s take full advantage.
We can use modern tools to automate, delegate, organize and streamline various tasks and aspects of life. Great planners know how and where to use tech and tools. And coupling these software with the recent AI trends is adding even more fuel to the fire.
The best part about all this is we don't need to break any banks either. A lot of these tools are completely free. Here are a few that come to mind:
Make. Fully automate and visualize any workflow or system you have.
Notion. Organize your stuff — create your second brain.
ChatGPT. Make custom GPTs/agents.
Katch. AI scheduler and assistant.
6. Have Backup Plans
Things don’t always go exactly as expected. Planning ahead (expecting this) helps.
So when you’re forced to pivot, you’re ready to go with a plan B, C or more.
For example, let’s say I’m planning to take a weekend trip out of town. My original plan is to drive to the destination and stay at my favorite hotel.
But what if, on my way, I get a message from the hotel saying they’ve been forced to temporarily close due to a fire. What do I do then?
Or what if my car broke down the day before I was scheduled to leave?
In both of these situations, having a backup plan (for those random, rogue situations) would come in serious handy.
Of course, this also doesn’t mean I need to be paranoid and over-plan for every single thing in my life. But for the important stuff, it’s helpful.
It’s a ways to increase your control and build a more sustainable planning system.
7. Timebox Your Tasks
Timeboxing is a great way to boost your planning skills.
It’s essentially more scheduling, with a little more intention.
Specifically, it’s setting your plans and tasks to a fixed and realistic timeframe.
Great time management (i.e., great planning) starts with efficient scheduling of your tasks.
Here are some quick tips for implementing a timeboxing routine:
Identify your plans and tasks
Use a timer and set realistic timeframes
Schedule in breaks
Evaluate things and make adjustments if needed
8. Use Systems
No planning tip list would be complete without mentioning the importance of building a good, repeatable system.
A system is a workflow. It’s a personal step-by-step action plan for things in your life.
Having a series repeatable steps makes it easier to meet goals and complete tasks. A lot of the ideas in this post support a good system. So let’s bring it all together.
A good system includes:
Clear goals and objectives
Your weaknesses or bottlenecks
Workarounds and solutions to any weaknesses or bottlenecks
A way to track or manage your workflow
A schedule and process for working through your tasks
A way to review and reflect (adjusting things as needed)
9. Make Things Visual
I’m a bit of a visual learner. But creating diagrams, charts or mind maps makes planning easier to remember and manage.
You can use free mind map tools (like mind meister) or simple design software like Canva. You can also leverage AI to make things even easier. Just search for tools that suit your needs.
For example, you could feed ChatGPT your data and information (creating a custom GPT) and have it create a logical workflow for you based on your lifestyle and goals.
Whatever tool or strategy you use, making things visual makes planning easier.
10. Have A Planner’s Mindset
Better planning requires the right mindset. Put another way, mindset is everything.
It’s the cat’s pajamas.
Mindset is the way we perceive, interpret and experience the world around us. A planner’s mindset is one that supports your planning goals and beliefs.
So here are some quick tips:
Identify any limiting beliefs you have about your current planning issues
Surround yourself with more inspiring and motivating things and people
Practice mindfulness
Embrace challenges, failures, mistakes and setbacks
And that’s all I’ve got!
Later ✌️
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