Planning is essential, but too much of it can hold you back just as much as having no plan at all. In Episode 83 of The Better Workday Podcast, Niamh explores the three most common reasons we over-plan, and shares a simple framework for right-sizing your planning process so it works for your job, your workday, and your life.
We all know the benefits of a good plan. But what happens when the planning itself becomes the problem? In this episode of The Better Workday Podcast, Niamh explores the less-talked-about side of planning — the times when it gets in the way of our progress rather than helping us move forward.
Whether you're a colour-coded spreadsheet devotee or someone who barely plans at all, this episode will help you find your planning sweet spot.
1. Procrastiplanning.
This is the idea that we would rather plan than do anything else. It often shows up when we're facing a challenging task, something we're uncertain about or afraid of getting wrong. Instead of taking action, we add more detail to the plan, more colour coding, more dependencies. It looks like progress, but it isn't. Procrastiplanning also appears when tasks are boring, and we'd rather create a new system than just get the tedious work done.
2. Planning to Feel Productive
When we're spinning our wheels or feel like we're not contributing meaningfully, planning can give us a tangible output. You've created a document or updated a system . You've done something. But the plan itself isn't the work. It can give us a superficial sense of progress that stops us from asking the harder questions about why we feel stuck in the first place.
3. Planning to Feel in Control.
When things feel uncertain, creating a plan for your corner of the world can be incredibly grounding. There's nothing wrong with that. The problem occurs when all the time goes into the plan and not enough into the actions you've already identified as within your control.
Not too much, not too little — just enough for your situation.
Plan as you go. When a meeting lands in your calendar, block prep time and follow-up time at the same moment. When a task comes in, put it directly on the day you plan to do it. Don't batch everything into one big weekly planning session.
Set a minimum time. If you're not a natural planner, commit to just five minutes to scan your calendar or to-do list and adjust as needed. That small habit will give you a significant advantage.
Set a maximum time. If you're a planner by nature, cap your weekly planning at 20 minutes. In most cases, that is genuinely enough. If it's taking longer, ask yourself — is there a real benefit to the extra time?
Compare the plan to reality. At the end of each week, take a few minutes to look at how the week actually unfolded versus how you planned it. Did things go to plan? If not, why? Is that something you can influence next week, or something you need to accept?
Explore keynote talks by Niamh
Welcome to The Better Workday Podcast with your host, Niamh Moynihan. Niamh is the founder of Better Workday. She will challenge you to think differently about how you manage your time, energy, attention and relationships at work to be successful while supporting your well-being.
In each episode, Niamh shares new insights and practical ideas to help you create a better workday.
If you found this episode helpful, please share it with a friend or colleague who might also benefit from these tips. If you would like to support the podcast, please subscribe and leave a rating or review.
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