A few months ago I published an overview of my new weekly review format. I had been successfully using it for a few months at the time, and I have since continued to use it until about a month ago. Since then I’ve tweaked it a bit to streamline things and speed up the review process. If you found my previous review format a bit confusing or elaborate, you might want to try my new one.
The new review format consists of four questions that I answer at the end of every week before I build next week’s plan. I write down my answers in my regular journal (currently the Stalogy 365 B6) using last week’s plan as a reference. Here are the new questions:
What Worked – no change from last time, except that I allow myself to elaborate more and I don’t emphasize the order of the things that I did and that I want to keep doing. I discovered that it doesn’t really matter if something worked because I changed things, remained consistent or stopped doing something, the only thing that really matters is that it worked. Being more loose here allows me to spend more time reflecting positively on the week instead of worrying about writing things in a certain order. An example from the past week – exercise. I got a 10k in, my first speed run since my last race, two gym sessions, two swimming sessions, two rucking sessions and a bunch of walking and NTC pre and post workout stretches. Prioritizing these sessions in my weekly plan, doing them first thing in the morning and setting out workout clothes and gym/pool bags the night before really aided my success.
What Didn’t Work – this changed slightly to not only include things that didn’t work due to planning, priorities, “life” or infrastructure but also things that cause me anxiety or distress that need some rethinking. An example from the past week – I went back to watching YouTube videos as a “self soothing” source of comfort. We live in stressful times and I’m going through a stressful period at work, so it’s clear that I need something to provide this “warm blanket” function. The issue is that I oftentimes use reading as a source of comfort, and I’m currently reading a book that is purposefully designed to induce anxiety in the reader. Note that at this point I’m not focusing on what to do about the things that didn’t work. My point is just to acknowledge them and if relevant name the feelings they induce.
What’s Next – this is the biggest difference from the previous review format. Here I write down what I plan to try and keep or change or observe in the coming week. This feeds directly into my weekly plan, and will help me get the most out of last week’s experiences. So in the case of the examples above, I’m going to keep to an identical general exercise plan in the coming week, and I’m going to add a “comfort book” to my current reading rotation. If anything more long term needs to happen due to these reviews I will just add it to my quarterly plan. The point is not just to blindly follow a plan, but to try things, observe, reflect and change them if needed.
You’ll note that I removed the “people of the week” section. I just found it redundant, as these three questions generally cover it.
As usual, I’d love to hear more about your weekly review formats, and if you found this helpful.
I previously discussed how I plan my quarter, my week and my days, but there’s another side to planning: reviewing. The goal isn’t to set out a plan, then attempt to follow it and disregard any successes or failures in the process, but rather to take the time to figure out what tweaks and changes need to take place for your plan to work better for you. And remember – the plan works for you, you don’t work for the plan.
I’ve tried various review formats over the years, some were more successful than others, but here’s what I’ve come to realize: the weekly review is more crucial to the success of a quarterly plan (a 13 week year) than a quarterly review. I still perform a review of the previous quarter before planning the next one, but the weekly review is where the keys to happiness lie.
After a good amount of trials and errors, here’s the weekly review format that I’ve been using over the past few months and that has been working:
The weekly review format
What Worked – this is where I write down things that I did differently (first priority), consistently (second priority) and well (third priority) during the past week. The focus is things that I can learn from to take with me to the next week and to weeks following it. An example from the past week: I changed my running form, and had a faster series of runs that also felt better. This change required effort, but the results mean that it’s something I want to keep doing. The effort was worth it and it’s something that I want to emphasize for next week’s plan.
What Didn’t Work – this isn’t an opportunity for me to beat myself up. The point is to notice where my plans were too ambitious and need refactoring, where the context changed and my plan lacked enough flexibility to account for that, and where I need more infrastructure. What’s infrastructure? It’s the things you do ahead of time to help you build up consistent success: plan the next day every day, put reminders for everything, set out clothes for tomorrow (particularly exercise clothes). Have present you help future you make the decisions you want them to make. An example from the past week: I did not do well with my social connection goals. I didn’t take into account the fact that I had several busy evenings that week, and so ended up not making the calls that I wanted to make. I was more careful to add time for morning phone calls and visits into my schedule, and I cut down on the number of calls that I planned on making, which made this week much better. Context is crucial when planning. (Yes, you need to schedule these things and not do them spontaneously because otherwise you won’t do them. You’ll tell yourself that the Like on the Instagram post counts as staying in touch with your friends. It doesn’t. It counts for a billionaire’s bottom line.)
One Win – this may seem redundant, as the “what worked” is there, but I still think that this is important. We don’t take the time to celebrate our wins, even tiny ones, and then we feel depressed and go on shopping sprees, social media binges, etc to get a bit of a dopamine hit. Even if your week sucked, there was something in it worth celebrating. I try where possible to make it something that I did, but sometimes its something that happened to me. An example from the past week: I had a tough conversation with someone at work that ended up in us reaching a compromise that is much better than I thought that I could achieve. We both felt better after that conversation, even though neither of us wanted to have it.
One Challenge – this is something that I learned this week that is worth gearing up and preparing for. It’s a chance for the “anxiety” character in your mind to be productive in a safe environment. I don’t always fill this in, but I want it to be there to let me have space for this if I need to. An example can be feeling like you’re about to be come sick or are maybe are on the verge of an explosive situation at work or at home. This is a chance to note it, figure out if it’s a real challenge or an imagined one, and prepare to avoid it or deal with it. A past example: I felt a shoulder strain coming on, so I changed my training days and exercises around. Another example: I talked to my boss about my need to have a bit more variety in my work after I realized that I was getting progressively bored with the tasks that I was given.
People of the Week – so important – this is for people that made your week or that you want to particularly remember after the week you’ve had. They can be friends that came to your rescue, colleagues that made your day, family members that were there for you, or mentors and heroes that helped motivate you. I try to make it people that I know personally and not figures from the news or celebrities. No examples here, as this is too personal.
I write this review on Friday or Saturday in my regular journal, longhand. I then check if my weekly plan needs to change due to it. It takes me about 30 minutes, because I spend time thinking about it. Focusing on the wins and positive people in my life, working to continue with the successes and mitigate the failures, and looking with clear eyes and a level head to the challenges ahead helps make me happy. That’s the point of these reviews, and that’s why I do them.
Do you do a weekly review? What format do you use?
It’s the beginning of January, and usually at this point people’s resolutions are starting to unravel. For years I used to do yearlygoals but over 2024 I moved to using a 13 week year, or quarterly planning model. It affords me more flexibility and seasonality in my planning, and it’s a good, low stakes way to start long term planning and goal setting if you’ve never done it before.
There are those that say that you should go on a retreat to plan your year or quarter, and I’m sure that’s nice if you can afford to do it but unfortunately I can’t. What I do instead is take some time in the weekend before the end of a quarter to plan the next quarter, and this is the process I go through, step-by-step.
How I Plan A Quarter
I start my planning on a piece of scrap paper, sitting with my calendar, and start mapping out what big block of “stuff” I have next quarter. In particular I take Travel into account at this point. If I have a trip planned, then it means that I will have less time for non-trip related stuff this quarter, and I need to realize that I have less than 13 weeks to work on the rest of my goals. So if I have a week long trip, I calculate that I have only 11 weeks to work on the rest of my stuff. Why 11 and not 12? Because there’s time that will go to trip related stuff before and after I return, and it takes time after a trip to get back into routine.
Once that’s done and I realize how much actual time I have to achieve any goals, I divide my plan into Large Categories.These are areas I want to work on throughout the next quarter, and they generally stay the same from quarter to quarter.
Working Within Categories
The different categories I work on are the backbone of my plan, the basis of the quarter which I flesh out with detail during my planning session. For me these currently are (not in order of importance): Health and Fitness, Reading, Conversations, Mental Health, Creative Projects, Productivity, Professional Development, Blog, Decluttering, Money.
Page 1 of my Q1 2025 plan
I set individual goals for each category, all of them measurable, and this is the plan that I reference at least once a week, usually two or three times.
Wherever possible I set up the Streaks App and/or a tracker for the goals in my weekly plan. This makes sure that 60-70% of my goals are set on “auto pilot” and are included in every weekly and daily plan. I address the rest of my goals either when I plan my week, or not at all.
Wait, what?
Page 2 of my Q1 2025 plan
I deliberately include goals that I know that I will have to stretch or significantly stretch to get to every quarter. Why? Because I view these goals not just as a plan, but as a call to action, a bit of a challenge. A good quarter is one where I got to 80% of my goals. I great quarter is one where I got to 90% of my goals, and if I ever get to 100% of my goals, then I’ve likely not been ambitious or creative enough when setting them.
Page 3 of my Q1 2025 plan.
Life tends to throw us curveballs, and so I leave wiggle room in my plan (there are goals that I mark ahead of time as less important, and entire categories that I’m willing to neglect if things get to that), and room to recreate the plan from scratch if the need arises. The plan works for me, it’s a tool that I use, it’s not something that I have to tie myself in knots over. I refuse to beat myself up for missing a goal, because if I missed a goal it just means that:
It was poorly planned.
Circumstances/context significantly changed (a war broke out, a pandemic broke out, a family member or I got non-trivially sick, I got injured, etc).
It was a “stretch goal”.
In this case I expect myself to rethink my goals and what I want to achieve, and replan them.
A bit about my current categories and how I planned out each one:
Health and Fitness – the most “auto pilot” of my planning categories and absolutely non-negotiable. I’ve been working with largely the same goals in this category for months and sometimes years, so this is the quickest and easiest category for me to plan. It’s also one where I have the most trackers set up for: there’s a tracker for my running, swimming, gym workouts, NTC workouts and food logging. I use various health and fitness apps that track these, and the Streaks app to make sure that I work on this category daily. As a cancer patient in remission, I am not messing around with my health or my exercise routine. It’s also a must for my mental health, even though that’s tracked in a different category. If possible I try to have a road race to train for each quarter, though usually I only have 2-3 races a year, and last year I only had one. The food logging is something I do to make sure that I’m getting the fibre, protein, calcium and other nutrients I need, and keeping my saturated fat and sodium intakes relatively low.
Reading – pretty self explanatory, this category has been with me for years. I try to read between 2-4 books a month, and this reflects this.
Conversations – this category is all about having real conversations with people – not just liking their posts and messaging them. I set a goal of meeting certain people face to face for coffee, a meal or any sort of outing, and another for talking with friends that are abroad on zoom. Beyond this I have weekly recurring goals of calling people – usually between 1-3 friends a week. Yes, you need to schedule and track this. You’re busy, it’s easier and less risky to message people and so we stop calling them or meeting up with them, and we trick ourselves into thinking that these messages are the same as having a real conversation with these people. It’s not the same. It’s worth investing time and effort into this, I promise. Even if you have social anxiety, even if you’re very busy. I’m going for a minimum of six 1:1 get togethers with friends, and 3 zoom calls (though I’ll likely get 5-6 zoom calls in).
Mental Health – most of this category is automatically tracked in the Streaks app and is part of my daily plan and daily routine. I suffer from cancer related PTSD so I don’t neglect this stuff. If I do the panic attacks return and I physically dread them, so this, like the Health and Fitness category, is a non-negotiable category. It always happens. What goes in here? Journaling, daily gratitude (goes in my journal), meditation, and other things that I may write about later in a separate post.
Creative Projects – this is a fun category, and it’s here to remind myself to enjoy my life. It included sketching goals, Lego building goals, photography goals, etc. I try to get at least half the things in this category done.
Productivity – this is here mostly as a reminder to plan every day, plan my week, and perform a shutdown routine on workdays so I don’t think about work when I’m not at work.
Personal Development – these are professional personal goals, usually tied to learning new skills or obtaining a certain certification.
Blog – I used to track this as part of my creative projects, but as I ended up neglecting this blog for a month or two last year, I separated this to its own category so that I can give it more focus. This is tied to a weekly tracker and just tracks the amount of posts I publish a week.
Decluttering – lists things that I want to get out of my house over the next quarter. Simple enough.
Money – this is a list of money related things that I want to take care of – pension and investment reviews and plans, saving up money for certain goals, reducing certain bills, etc. This is a useful category because if you’re anything like me then this is something that you dread and will put off unless you force yourself to be really on it.
Since I’ve been working with most of these categories for a long time and since many of them are repeatable, much of my planning is just reviewing and copying over last quarter’s plan. The rest of the plan is things that I put a bit of effort into researching before I commit to, sometimes drafting them a few times before settling on my final quarterly goals.
I hope this inspires you to create your own quarterly plan. Let me know if it does and if there’s anything else you want to know about my planning setup.
It’s the beginning of 2025, so it’s time to go over my full planner setup for both work and home. None of this setup is truly new, as I’ve used much of it during part or all of 2024, but there are a few tweaks and minor adjustments that I’ll highlight. As I use a 13 week year (or a quarter) in my planner, I started Q1 of 2025 on the 29th of December and not the 1st of January.
The heart of the system is my weekly planner. I started a new one in 2025, and after some deliberation I decided to splurge on a Leuchtturm1917 Bullet Journal and not just the 120gsm edition because I like the endpapers and it was only a few dollars more.
The setup of this planner is divided into two parts:
Lists
I crossed out all the bullet journal related headers and created list pages of my own from page 3 to (potentially) page 75. Currently they include: Unread Books on My Kindle, Mindful Consuming (a list of things that I actually want to watch, not algorithmically recommended), Conversations not Connections (A list of people that I want to invest time in, not just like their Facebook posts. This makes sure that I don’t fall out of touch with people, but actively initiate phone calls, meetups or skype/zoom calls for those that are abroad), List of Courses that I’ve Enrolled To (I started this list during Covid, and it tracks which online courses I’ve enrolled to and need to complete), Things from Abroad (a running list of packages that I’m expecting. Yes, I know there are apps for this, but writing it down helps me be more aware and careful with what I’m buying and how much), Blog Post Ideas (self explanatory), Books to Review (self explanatory), Medium Post Planning (as part of my focus on work, I decided to make my work more visible by writing more Medium posts this year). I will be adding to these lists over the next year, and copying them over to the next notebook once I finish with this one.
Quarterly and Weekly Planning
Starting at page 76, this section will include four quarterly plans and four 13 week double spreads. Each quarterly plan can take up to four pages (Q1’s plan takes 2.5 out of the 4 currently, but that’s OK. The extra is in case something major happens and I need to work out a pivot or significant change into my plans), and is divided into various subsections. I’ll write a separate post about my Q1 plan and how I worked on it, but you can read about the process here.
Then come 13 weekly spreads, each one taking two pages. The left side of the page has the weekly calendar, with events on it plus my exercise plan for the week. It’s also where I note things that I want to remember that need to happen on a certain day that week. Every week on Friday or Saturday evening I plan the next week, and for this side of the weekly plan I mark significant weather events, plan my running, swimming and gym schedule, transfer important events and meetings from my calendar (these are all things that I need to prepare for actively), and set reminders (like clean the cats’ water fountain on Friday, or replace filters on things, etc).
The left side of the page is taken mostly by various trackers, and by my weekly goals (they go in the empty spot in the middle) which I select from my quarterly goals each week. Any goals that can be managed by trackers are managed by trackers – either trackers in my planner, or trackers in the Streaks app. The reason I don’t track everything in an app, is to make sure that I have to reference this planner at least once, likely twice a day, every day. That helps keep the weekly goals, which are tied to the quarterly goals, top-of-mind.
I use two different colours of ink for these pages – when I plan the quarter I create 13 weekly spreads with just the dates and the “Weekly Tasks” title with the week number. Then I work everything else in on a week by week basis with whatever fountain pen I am using at the time. That helps keep things clearer for me without me having to spend a lot of time “prettifying” my planner.
Weekly page in my home planner
Daily Plan
Every day I take a sheet of A5 Kokuyo KB paper and write the day and the date on top. Then I write a running list of tasks that I want to complete that day. This includes chores, daily routines, and tasks that I’ve pulled from my weekly planner. I cross them off as I go along, and at the end of the day either I flip the page and create another daily planner for the next day on the other side of the page, or I crumple the page up (if it’s used on both sides) and throw it into the recycling bin. I don’t keep these pages, since anything important in them is already in my journal.
I recently started tracking if I prepare a daily plan for every day at work and at home, and the reason is that I’ve discovered time and again that if I don’t have a plan, I am liable to just get back from work and veg out with a book or silly YouTube videos.
Monthly Plan
The monthly planner is tiny, and its only goal is to give me a better feel for how my month looks, and what major events lay ahead. It also tracks some things – books (which I track on a monthly basis), running (I track this twice because I also want to get a feel for my monthly load), swimming (the same – tracked on both weekly and monthly basis to get a better feel for my training load), gym (which doesn’t appear in the photo below because I haven’t finished creating the page), blog (how many blog posts I’ve written this month), and there’s usually an Apple challenge tracker.
Monthly planner
What About Projects/Backlog Items?
Most of my long term projects are tracked as part of the quarterly plan. For instance, I’m working on getting a certain professional certification this quarter, so I have that certification listed under my professional goals. The breakdown of this headline to individual tasks is something I do in the project specific notebook that I’m using for my study notes, tips that I’ve collected about the exam, etc. I then can just reference the headline task (the certification name in this case) in my weekly and daily plans, and reference what exactly I’m supposed to be working on next in my project notebook. It saves having to copy a lot of things over and over.
As for general “backlog” items (shopping lists, packing lists, travel plans, things I want to get to sometime in the future but aren’t part of my quarterly plan, recurring tasks tied to various medical checkups, etc) – these are all managed in the Things app. It’s easier to manage recurring and long term tasks like these in an app, and when it comes time to actually do them I reference them (or sometimes copy them) into my weekly and daily plans. I have very few tasks in Things, and sweep of the tasks there once or twice a week is enough to ensure that I haven’t forgotten anything.
Work Planner Setup
This consists of a Leuchtturm1917 dotted A5 hardcover notebook that I bought at the local art museum, and Maruman Mnemosyne A5 with blank paper (though I also use the squared paper Mnemosyne indiscriminately, if that happens to be what’s available). As I work 3 days a week from an office and 2 days a week from home I needed a setup that’s as simple and as light to carry as possible, and after some trial and error this is what I’ve been using for over a year.
My work planner and a piece of blotting paper – a must with this paper
The work planner, my Leuchtturm, is a daily planner, with each day divided into three parts. The top of the page has the day and the date, and the upper third part of every page is for the tasks I plan on working on that day. I deliberately make sure that less than half of the A5 page is left for tasks, because otherwise I’ll just jam in much more than I can do in a day and then feel bad at the end of the day for no good reason.
The last thing I do before signing out at work is to fill in the next day’s page. That includes pulling out the next tasks I plan on working on from Jira (we use Jira to plan tasks and projects at work), and leaving about half of the task area open for things that will pop up during the day. The nature of my job is that I’m constantly working on about 50% unplanned things, so I have to leave myself enough room to take that into account.
Next come the meetings, which I track under a separate heading. I set them apart so that they don’t disappear into my ever changing task list. This is also useful for me to reference when I’m planning my day, both in terms of how many tasks I think I can get to, and in terms of preparing for certain meetings.
The Notes section is where I write down things that I need to take into account or remember that day. If a team member is taking a day off I note it here to remind myself not to message them. If I am on “on call” duty I note it here so that I can significantly reduce the number of tasks I’m working on that day. I also look ahead a bit, and if I see a project deadline looming, I’ll note it in the notes section, so that I remember to prioritize my tasks accordingly.
Daily spread in my work planner
The Mnemosyne serves as my “dashboard” and catch all. If I’m working on a project, this is where I’ll plan out the project before inputting whatever relevant tasks there are into Jira. I reference and work with this page while I’m working on the project, and that’s why I view this notebook as the “dashboard” for my current work.
The Mnemosyne is also where I keep a running list of things I want to get to. All of these things will have to be formalized into Jira tasks before I can work on them, but it’s useful for me to have them down on paper first because I think better on paper.
Maruman Mnemosyne “Dashboard”
I don’t use scrap paper at work as I want to be able to reference these things in the future, and as a rule I don’t journal about my work tasks.
That’s my full planner setup for 2025, and as all of it has been in use throughout 2024 with great success I doubt that it will see much change.
This is the second post on this topic. For an explanation on the 13 week year read this post.
As life tends to constantly throw curveballs at me, planning ahead in short bursts has proven to be invaluable. During the previous quarter my dad went through an unexpected open-heart surgery and I realized that I’d have to find a new apartment in the not so distant future. If I had planned ahead for an entire year (goals/themes, the system is immaterial), I would have had to scrap all my plans on February. As it was, I made a few minor adjustments, and finished not so far from where I originally planned.
Just before this 13 week/quarter started I got some bad news about my cat. That’s going to affect my plans, which I made before I realized that he was likely dealing with cancer. That’s OK – my plans are short term enough to allow me to easily change them, and I’ve already built plenty of wiggle room into the plans that I made. Unlike themes, which I find to be to vague to be useful, or yearly plans, which are too long term to be practical in my circumstances, 13 week planning allows for just enough time to make meaningful progress in the key areas of my life whilst being short enough to allow me to quickly pivot if necessary.
How I Make a 13 Week Plan
This is my third round with 13 week planning, and I’m getting progressively better at it. Here’s what I do that’s been working so far:
List all the roles and areas in my life and make sure I’m covering all of them. Some examples of the areas I use: Health and Fitness, Reading, Mental Health (important enough for me with my PTSD to have it under a separate area), Conversations (meaningful connections with friends – that’s face to face get togethers or one on one phone calls or zoom meetings, not WhatsAapp messages), French, Creative Projects, Film Photography (more on that in a separate post), Professional Development (this is the only work related stuff that I track at home), Decluttering (trying to prepare for a future move), Drawing, Blog, Money. Yes there are a lot of them, yes it’s worth listing everything down and addressing as much of it as you can with your plan.
Figure out measurable goals that can be reached during the 13 week stretch. Where possible I set a bare minimum, easily achievable goal, and then stretch goals. So for instance the minimum reading goal is 6 books, with 8 books and 10 books as my stretch goals. This means that if the unexpected happens, it’s almost always only my stretch goals that are affected. It also means that I’m not setting myself up to say: “this is impossible, why even bother?” Every little bit helps, and it helps to be kind to your future self.
Set up various scaffolds and aides to your goals. Wherever possible I use the app “Streaks” to help me hit my goals. I also use the great NRC (Nike Run Club) app to help me keep track of my running goals and challenge me there, and I schedule as many things as possible in my calendar ahead of time. GoodReads has a reading challenge that helps me track books. Then there is my weekly planning session, where I build up next week’s plan. During that time I go over all of my goals for the quarter and make sure that I’m hitting at least a few of them that week.
When executing your plan, break things down to monthly, weekly and daily goals. Whether it’s X amount of running sessions a month, X minutes of exercise a week, or how much time you spent away from screens every day, the longer term goals need to be broken down to shorter term chunks for you to actually be able to do them. It’s also helpful when reviewing your weekly or monthly plan to see where your quarterly (or 13 week) plan was too optimistic. If, for example, you’re travelling for two weeks in August, you need to make sure you didn’t account for those two weeks during your quarterly plan, because chances are you won’t be able to hit very many goals during that time.
Don’t be afraid to refactor the plan when major things happen. Your plan should be flexible enough to account for the small and medium sized surprises life throws at us (broken fridge, out of town friend unexpectedly drops by for a few days, you picked up a new hobby), but don’t be afraid to rethink your plans when the big things hit (major illness, unexpected move, promotion, job change, etc). You don’t score points for sticking to the plan – the plan is just a tool meant to help you achieve your goals.
My planning is done on paper, and then I use Fantastical (a calendar app) and Streaks on my phone to help me keep daily track of things. I look at my weekly plan almost every day, and I track things there as well. On a weekly basis I review my progress and decide what to focus on next week. If it’s a busy week I’ll select only a few relatively easy goals, for example. The point is to build a plan that is detailed enough to cover the most important areas in your life well, and yet allows for flexibility.
A small snippet from this quarter’s plan
Have you found this helpful? What tools do you use to achieve your goals?
Back in January I wrote about trying a new long term planning system that isn’t the Theme System or theme based, and isn’t yearly goal based, but rather is based on breaking the year into four 13 week blocks, each one representing a fully independent quarter.
I’m now in week 11 of the second of these blocks (quarter two, to put it more simply), and I’m starting to plan the next quarter. While working on my plan I thought that it would be useful to document the procedure, talk about my review process, and discuss how I planned the previous quarters, how things went, and what I plan to do differently in the third quarter.
The point of this system is to break the year into more manageable parts. This allows for greater flexibility in planning, time to “recover” from life’s surprises, and time to work on meaningful, long term projects. On the one hand the entire year isn’t a wash when life deals one of its blows, and on the other hand you can allow yourself to express a realistic amount of ambition.
Starting the Third Quarter’s Setup
I use the Leuchtturm Bullet Journal for my planning, and it should last me to the end of the year. After that I’ll switch to a Leuchtturm 120gsm dot grid notebook, as I don’t use any of the Bullet Journal features in my current notebook.
The first bit is a bit mindless, but I prefer to see it as meditative. Each week in my planner gets two pages, and so I leave four empty pages after the last spread of the previous quarter. These four pages will contain my plan for the quarter, broken into various sections. More on how I build that in a later post.
Then I sit down and draw out 13 weekly spreads. On the left side of the spread I write down the days of the week and the dates, and on the right I just put a “Weekly Tasks” title with the number of the week in the quarter in square brackets. I do this in one sitting for the entire quarter, and it takes about 30 minutes because I don’t rush it. This is how the pages look at this point:
This is how it looks when it’s filled and in use:
The left side gets filled with my exercise plan for the week, major appointments, and important things I don’t want to forget.
The right side has my weekly goals, both in the form of various checklists with checkboxes and more general lists. This is where my quarterly goals get put into action – every Friday or Saturday I look at my quarterly goals, and then try to advance as many of them as I can in the week. Things become more quantifiable at this point, though it’s often only in my daily to do lists that they become real, doable tasks. My daily to do list is something that I write the night before on an A5 loose sheet of paper, and recycle once I’m done with it.
Next time I’ll post a bit more about how I create the quarterly plan.
How do you plan your year? How is your planning going now that the year is halfway through?
I started the month ready to spend the first half of it in hospital, with my dad. So the fountain pens I chose were all expendable pocketable pens that I was willing to have stolen (apart from the Schon Design Pocket 6 which was a leftover from January and never left my desk). So that meant I inked 4 Kaweco Sport fountain pens using various ink cartridges that I had on hand.
The portable lineup:
Once my dad got out of hospital and back home, I decided to celebrate by “shopping” from my collection. I inked up a Parker 51 Plum (use the good china!), a Parker Vacumatic, a Franklin Christoph 45L Turqish (spelled like that on their site) Crush that I had purchased but hadn’t inked before, and a vintage Radius Comet (because I heard that the brand was being revived).
The Franklin Christoph EF nib isn’t the best companion to the Eau de Nil as the ink tends to dry in the nib, causing hard start issues. The Radius is a flexible nib of the vintage kind, which means it’s really flexible and not just springy. It also rattles, which makes me not carry it around with me — it stays at home at my desk. The Leonardo is a beautiful pen with a beautiful ink that I refilled immediately — the only Inkvent 2023 ink I did that with. The two vintage Parkers are phenomenal, as usual. The extra fine nib on the vacumatic somehow really well with Diamine Ash, though I was worried at first that the combination would be too light to be readable. The Parker 51 Aeromatic is a treat to use. It’s the rare Plum colour, and it’s got a fantastic nib (as all 51’s have) which pairs very nicely with the Monteblanc The Beatles Psychedelic Purple.
In terms of paper I’ve been using Kokuyo A4 KB paper which I cut to half size (so A5) to manage my daily to do list. The paper is relatively cheap and very fountain pen friendly. I’m also able to use both sides of the page despite there being some show through.
Kokuyo A4 KB paper cut in half to A5 size. This is why standards are great.
I’ve got a Field Notes Heavy duty on my desk at home and at work, and I just bought a new stock of them. These are where I jot down quick notes, phone call details, doodles during boring meetings. When they’re filled up they get tossed out as nothing in them is permanent — everything important in them moves to somewhere else as I work my way through them.
Field Notes Heavy Duty pocket spiral bound reporter notebooks
I have finally found a use for my Dingbats notebooks (beyond giving them away as gifts, as I have in the past): this lined purple hippo one is my blog notebook. I discovered that I have a much easier, much quicker time writing blog posts if I first draft them on paper, and this is where I do it in. I’ll likely write a dedicated post to this notebook soon.
Dingbats Puple Hippo A5 lined notebook
Apart from them I still use the notebooks I used last month.
Pencils
I’ve been using the Drehgriffel Nr. 2 as my daily driver. I use pencils extensively to plan, as my plans tend to change, and there’s something about this solid little mechanical pencil that makes me want to use it.
Apart from that I brought two pencils into the rotation, to try to use. One is from my last purchase from the late and great C.W. Pencils Enterprise, and it’s the “Big Dipper” J.R. Moon Pencil Co 600. It’s an oversized pencil, the kind of pencil that kids who are learning to write are expected to use. I’ve been having pretty significant neuropathy in my hands lately and I thought that this would be nice and easy to use, as after all it’s designed for kids just learning to develop their fine motor skills. So far it’s been a disappointment – the eraser and ferrule make it very top heavy, and I’ve been having a hard time manipulating it. I can’t imagine kids using this pencil and having an easy time with it. I like the over the top red foil with gold writing look though, so I haven’t given up on it yet.
Big Dipper J.R. Moon 600
The second pencil is a Blackwing Volumes 56, the baseball themed one. The core is soft and dark, and I’ve been using it for quick and loose sketches. I’m trying to ease into one week 100 people by training myself to work faster than I normally would.
Blackwing Volumes 56
What did you use in February? Any planner changes? Pencil revelations? Pen preferences?
With time blocked planning the idea is to break down your day into blocks of time where you do things. The point is to structure your day so that you’re never faced with the question of “what do I do next?” Instead you sit down ahead of time and block out large sections of time where you do a specific large task, or bundle together a group of small tasks. You don’t block the day out into a minute by minute plan, but instead work in blocks of at least 30 minutes and usually 1-2 hours.
The idea isn’t new, and I haphazardly gave it a try when I was a student, and not surprisingly I failed spectacularly at it. It was only very recently when I decided to give it a serious try. The reason I decided to give time blocking a try was to solve a problem that I think is pretty common: I’d run out of steam about two-thirds into my day and end up just vegging out in the evenings, not accomplishing what I wanted, not even consuming the sort of media that really interested me. There’s only so many decisions my mind could make throughout the day, and late in the afternoon I would run on empty.
Since I was already “front-loading” my day (i.e. doing the really important work first thing in the morning or as early as possible) it was pretty easy to see the benefit of deciding what to do at a given point of time early on in the day, or even the night before. My issue with time blocking in the past had been that my work day is inherently unstructured. I may plan to work on something in the morning, but then a slack message or an email comes in, or someone bursts into the room with a problem and suddenly I’m working on something completely different.
Here, however, is where maturity kicks in. When I gave time blocking a chance years ago, I didn’t really take it seriously as an approach to work and life. Once something interrupted my day (and something always interrupted my day), the plan went out the window never to return. The plans rarely survived until lunchtime, and very quickly I decided that there was little point in time blocking for people like me. What I failed to realize at the time was that the majority of people are people like me: we live in a world where we are constantly being interrupted, and rarely does the day end in the way we envisioned it at the beginning.
Given this new found realization, and the realization that some very smart, very accomplished people whose work I follow use time blocking successfully and consistently, it was clear that the issue wasn’t with time blocking itself but with how I was approaching it. So I decided to make a more consistent, serious attempt to use time blocking for at least a month or two and see where it gets me.
I’m still very early into the process, but I decided to write about it as I go along, so I’ll have a record of how I tweaked things, and for those who like me, wanted to try time blocking but have failed in the past. Maybe my successes and failures will help them in their journey.
The First Mistakes
I started out with two mistakes, one easily fixed and another a mistake that I’m still working on correcting. The first mistake was trying to create separate time blocks for my work day and my “home day”. That failed spectacularly. Lesson learned: you need to follow one timeline, one plan, from waking up until going to sleep. If you use two different plans you are setting yourself up to fail because you’re creating two points in the day where you have to switch plans. While the morning switch may be relatively easy, by the time you’re off work you don’t feel like opening a different notebook or calendar and seeing what it is exactly that you’re supposed to be doing right now. I kept my home plan on a Rhodia dot pad and my work plan on a Moleskine squared notebook, and it just didn’t work for me. I had to carry two different plans with me, I had to reference and cross reference them, it was a mess. Now I have one plan per day, on a Rhodia dot pad.
The second mistake is one that I’m still working on correcting, which is what do I do when things don’t go as planned. What I should be doing is taking 5 minutes and replanning the rest of my day basically from that point onwards. What I currently do and doesn’t work well is either try to get back to the plan the moment I can (at which point things start to fall apart pretty quickly), or try to make only minor adjustments to the plan. The reality is that if there’s a significant break in my plan (i.e. something that takes more than 30 minutes to deal with), then I need to take a few minutes to stop and completely reassess my day. No, I will not be able to fit everything I planned into it now. Yes, my energy reserves are most likely more depleted at this point than I originally planned. Rather than trying to stick to the plan and crashing and burning, I need to be kinder to myself and look at what’s left of my day with fresh eyes. “That production outage took a lot from me, so let’s switch things up so I have a lighter workload until I’ve had a chance to recover, maybe even schedule a significant break here. Then rebuild my evening so I also have a bit more recovery time then – add a meditation session, or more reading time, etc.”. This is something I’m currently working on doing consistently.
The First Successes
While I’ve been time blocking only for a short time, I have already seen the value of this system. I’m getting much more done, and I am able to dedicate long stretches of time focused on meaningful work. I batch emails to the beginning and end of the day, and slack messages only to the times between large blocks of deep focus. I haven’t had an episode of mindless YouTube watching in the evenings since I’ve started. I’m reading more, journaling more, meditating more, spending more meaningful time with friends and family. I’m also being much more realistic about my goals. Once you start putting things in the context of the hours you have in the day, it becomes easier to assess how much you can get done in a given day.
A sample of a time block plan.
It’s not just a result of the time blocking itself, of course. It’s also the way I’ve structured my year, a commitment to deep focus and digital minimalism which mean no social media, no mindless media consumption, more reading and more deliberate practice of the things that matter to me. I’m also far from reaching a point where the way in which I time block my day is stable, well-defined routine. Things are still shifting around as I’m recording in my journal what worked and what didn’t work. While I’m not looking for perfection, I do want to reach a point where I have a system that works for me (and not I for it), and that helps me better shape my days.
I’ll be writing more about time blocking in the future, whether my experiments with it succeed or fail. If you’re giving it a try or use time block planning regularly I’d love to hear your thoughts on it in the comments.
I’ve been putting off writing this post because of all the planning systems I discussed, this Bullet Journalling (BuJo) is such a big topic and the system that I’ve used the most and the longest, apart from GTD. This will be the last post in this series as I’m planning on starting another series of posts on a different “how I use my notebooks” kind of topic. The previous posts are here: Chronodex, Weekly Planners, Daily Planners, Filofax, GTD and Friends.
So, Bullet Journalling was started by Ryder Carroll as a very utilitarian, relatively simple, glorified to do list combined with a calendar and some forward planning. At first glance it looked like another GTD system, and it’s clear that they share a common ancestry. This is the first video that Ryder Carroll published on the topic. He’s using a Moleskine squared large notebook here (he’ll switch to a Leuchtturm once he hears about the brand from the Pen Addict podcast, and he’ll land a collaboration deal with them later on), and there are no Instagram worthy spreads, metaphysical musings on how BuJo can transform you into a more enlightened human being, or attempts to upsell anything. It’s like the early days of Moleskinerie and 43folders posts – a guy finds a way to manage his to do list that works for him, and may work for others and so he shares it. Ryder Carroll knows how to explain complex things succinctly and clearly, and the video is beautifully made. It gained a lot of traction at the time, although it’s clear that Carroll prefers that you don’t watch that version of the BuJo explanation.
This is version of bullet journalling is what I started using, and what I still sort of use to this day. Why sort of use? Well, because the basis of the system is a daily to do list with a monthly calendar (and a monthly review), an index and a set of “collections” which are basically project to do lists. I still use the daily to do list and “collection” lists, so I sort of bullet journal. But I also sort of don’t – because none of this is new or unique. To do lists with checkboxes written out on notebooks, with project lists alongside them? There’s a monster list of those. You can’t get a book deal and a stationery collaboration based on that, right?
The official Leuchtturm1917 Bullet Journal
Wrong. About a year passes from the original video, and Carroll signs a deal with Leuchtturm1917 and suddenly there’s an official Bullet Journal and a new video. Stuff gets added to the system. A future log. A whole set of new symbols instead of checkboxes. There’s an added aura of importance and self improvement sprinkled on top. This system will help you be a better person, not just a more productive one.
The included pamphlet – with a poem about BuJo no less – and sticker sheet
This is where the Bullet Journal system starts taking a problematic turn for me (and others, gathering by the comments to the videos). It starts becoming an Instagram thing. People spend hours making gorgeous, Instagram worthy monthly spreads. They spend money on templates, markers, stickers, and notebook bling for this. There’s an army of BuJo influencers. It’s no longer a “getting things done” system, it’s a “make pretty planner pages” system. Carroll inflates the system’s importance and “holistic” approach more and more. Out of curiosity I bought the second edition of the official Leuchtturm1917 Bullet Journal. My PTSD makes planning a real struggle now, and I was at the point where I was willing to try anything. Well, for quite a bit of money you get an overly thick notebook full of Leuchtturm paper, which is tolerably useful with fountain pens. Don’t expect Tomoe River levels of fountain pen friendliness, as there is spreading, and it doesn’t show off the full properties of all your cool inks. Then again, it’s not really meant for that. There’s also an added 12 (!) page manual about the system and a large sheet of planner stickers (and three ribbon bookmarks). There’s also stuff printed on the end papers that shows you how you can divide the dot grid page using the supplied markings. If you create tables often, I guess it’s useful. What I mostly feel using it is that it’s a lot.
Index page
Have you ever tried to write an essay using Microsoft Word? Have you ever been able to do that without futzing with the formatting, the alignment, the spacing, etc? Word is a program created with printing in mind, and it shows. Writing applications like Scrivener supply you with full screen blank canvases that contain zero formatting prompts because that’s how you get the actual writing done. What the Leuchtturm1917 Bullet Journal does is give you all the tools you need to distract yourself from actually planning your stuff as quickly and efficiently as possible so you can move on to get them done. It’s full of calls to design pages, and I had a hard time at first training my brain to ignore the noise that the notebook came with. Ignore the wide margins, the little division markings, the pages with titles, the stickers and the pamphlet.
Future log
But back to the Bullet Journal system itself: stripped of its self-importance and its need to preen for Likes and Favs, is it still useful as a planning system?
Let’s take a look at it part by part:
Index – I didn’t keep one. I think I might have tried this during the first month, but I gave up quickly on this. It’s too much hassle for very little gain. How many times a month do you actually need to find something in your notebook, and when do you not just flip through it? There were many GTD systems with indexes and indexing systems, and I never found the indexes useful.
Monthly log – I keep a version of this separately on a small “Rebel Plans” pad from the Well Appointed Desk. It contains a monthly calendar that’s shaped like a calendar (and not a list of days), with important days in the month circled in a different colour, with basic monthly goals and big monthly milestones/events marked on it. I keep it before my eyes constantly as I work, and so having it tucked away in a notebook doesn’t work for me. I also find listing on paper the events of the day for the entire month a waste of time. That’s what digital calendars are for, and they’re much better than paper ones for it.
Future log – a new invention made for the official bullet journal notebook. I tried using it and found it to be useless for me. If you want true long term goal tracking, I suggest you try the theme system journal or something of the kind.
Daily log – this is the heart of the system, and it works because it’s a to do list. See also my post about GTD. I fluctuate between using the dash-plus annotation system and simple checkboxes, but you can use whatever works for you, of course. The important part is, of course, defining your tasks properly – actionable, doable in a short amount of time, and something that you can and should be doing.
Reflections – these are just a rebranding of GTD reviews. These work well if you do them, but it’s been my experience that it’s very easy to stop doing them because who wants to review what you didn’t get to complete as planned?
So there’s good stuff in Bullet Journal if you are able to strip it down from its anxiety inducing beauty contest trends. The question is, will you be able to ignore all the Bullet Journal page design noise and make use of this as a pragmatic planning system, or will you get carried away and start decorating pages and comparing monthly spreads with people who do this for a living, as you buy yet another template and another BuJo perfect pen? I’ll leave you to answer that one for yourself.
Three ribbon bookmarks and divider markings closeup. You can also see the white margin all around the dot grid page.
This is probably going to be the hardest post to write in this series, and so I’ve been postponing it.
I got into Getting Things Done around 2005, when it was really starting to gain momentum with tech workers online. I first heard about it via PvP Online’s creator, Scott Kurtz. Yes, I found a productivity and planning system via one of the first webcomic creators. The internet is funny that way.
Notes from 2011 on doing GTD better
If you have no idea what GTD is, then I suggest starting here. It’s a 15 minute guide to David Allen’s all-encompassing planning and productivity system. If it resonates with you, then the GTD book is pretty good for a book in the productivity genre. Books in this genre tend to be repetitive, padded with anecdotes, and oftentimes poorly written. The GTD book is readable, and while it contains the inevitable productivity guru anecdotes, there aren’t very many of them.
There are a few things to note about GTD that set it apart from other productivity systems, and make knowing about it worthwhile:
While it was developed for a paper office based world and appears on the face of it to be very rigid, it is in fact extremely customizable and flexible, and it converts very well to digital planning and to do list systems. Many of the most popular to list applications have their roots in GTD, for good reason.
While it was developed for an office setting and busy executives, it easily works well for students, designers and other creatives, developers, teachers, and just about anybody that doesn’t lead a leisure filled life. If you have “stuff to do”, if you feel overwhelmed, then GTD in some form or another could very likely help you.
This system spawned dozens and dozens of other systems. You can see the roots of GTD in BuJo (Bullet Journalling), there’s a monster list of GTD implementations, and 43folders (Merlin Mann’s old productivity site) is full of info on various GTD tweaks and variants. This, by the way, is my favourite one.
The basics of GTD are worth implementing no matter which system you use, because they just work, and because they will likely fit whichever system you use. They are:
Make a list of all the things you have on your mind that you need to do. They need to be actions that you can perform in the real world, and you need to be able to clearly envision what “done” means.
Curate that list – make sure that things on it are actually ACTIONS that you can take IN THE IMMEDIATE FUTURE. Break big tasks into little ones, things that you are able to do it small chunks of time. Make sure there aren’t any hidden dependencies or prerequisites to these tasks. Make sure you know what DONE looks like. Make sure that they are REAL and actually need to be done, and need to be done by YOU. If things on that list take less than 2 minutes to do, just do them. T
Go over that list and do the things. If you’re stuck, make sure the thing was properly defined and isn’t a hidden project (i.e. isn’t actually one task but rather 20), something that you can delegate or not do, or something that you can’t start working on now. If you’re balking at doing it open a timer (the famous pomodoro technique enters here).
Once a week prune the list. Be ruthless.
Don’t schedule anything on your calendar unless it absolutely has to be on your calendar – a doctor’s appointment, a child’s graduation, an exam date, etc.
You can get carried away by GTD and become more interested in the organizational part of it (“Productivity Pr0n”) than in actually getting the work done.
The last bullet is what earned GTD a place in this blog post series.
I love GTD. I’ve been using it in various form for almost two decades. I have the book and have read it twice, and I have a good grasp of the major players in the GTD cinematic universe. I know the system well enough to be comfortable to get rid of its mannerisms and streamline it to my own needs. I can see its influences in Jira, in BuJo, in Omnifocus and other to do apps. And it’s very powerful dark side is that it really invites you to tweak and tinker with it. You are tempted to make your system a little bit sleeker, better, more efficient, better suited for your needs, to the point where you suddenly find yourself spending more time and care on the system than the tasks that it is supposed to help you manage. So while GTD taught me how to define and manage my tasks, it also taught me to be constantly aware of how much time I’m spending on my task management systems.
So if you are worried about being carried away by GTD’s siren call to tweak, tweak, tweak, here are some basic ideas from the system that I think are worth taking with you or thinking about no matter what:
Our minds aren’t good at keeping track of things. Write them down.
Not everything is a real task. It if it isn’t an action that you need take in the world, then it needs to be trashed/delegated/better defined.
Tasks that languish in your planner/to do system are either ill defined (see bullet above) or require deliberate action to get out of the way (see pomodoro technique, dashes and timers).
Don’t clutter your calendar. It just adds needless stress to your life.
The best definition of a task is a physical action, that can be accomplished at a sitting, supports valuable progress towards a recognized and desirable goal, and something that YOU are the most appropriate person to perform.
Writing at Large 