How To Fully Optimize Your Planner

A planner is more than just a notebook and more than just a calendar. You may be surprised to learn that in the digital world we live in, paper planners are increasingly popular with professionals of all ages and industries. Whether you opt for a pocket-sized planner or one that resembles a small textbook, one with all blank pages or one with dedicated sections for everything and anything you could think of, the concept of a planner is to help you do what you need to do and organize your life with as little stress as possible. 

Whether you are new to using physical planners or have been using one for years, this blog post will help you learn how to truly make the most out of your planner. It may not change your life on its own, however, a well-organized planner can be the catalyst for a larger change in other areas of your life. First, let’s go over some of the reasons why you should be using a planner in the first place, and where to begin your search when looking to purchase. 

Why You Should be Using a Paper Planner 

There are so many benefits to using a paper planner, from decreasing your stress to improving your physical and mental health, but being able to better manage your time and maximize your productivity each day definitely tops the list. While you may be in the habit of writing down important notes and reminders in your phone, consider how prone you are to distractions - and how your dependence on your phone to stay organized may be undermining your productivity. 

Having a paper planner will also help you accomplish your tasks faster. When all of  your tasks, reminders, and other important resources are written down in one place, it makes tackling your do-to list significantly easier with fewer chances of getting distracted or becoming disorganized. 

Another benefit of a paper planner over digital notebooks like the iPhone notes app is that you are encouraged to declutter your to-do list by transferring unfinished tasks to the following day or week. In this process you will be forced to consider whether you are giving priority to the right tasks, and maintain a productive workflow. 

Where to Get Your Planner

Spend some time considering the size, layout, features, and overall design that best fits your needs. If you don’t have a lot of experience with using a physical planner, you may be better off with an undated option. This way you have the option to use the planner more freely without becoming disorganized if you skip a day or even a week. 

Almost any format that you prefer can be found on websites like Amazon and Walmart.com, with free shipping and returns available for most purchases. You can also check out niche websites that offer fun designs, or even an option to customize the covers and pages to truly meet your preferences. An increasingly popular website for buying planners is Etsy.com, where individual sellers showcase their own planner designs. While you may be quick to brush off the importance of aesthetics, a cover that catches your eye may be just what you need to put pen to paper each day. 

Now let’s discuss some of the most rewarding ways you can utilize your planner. 

Monitor Your Spending

Lots of planners nowadays come with a section dedicated to finances and budgets, but all you really need is a couple of blank lines in the “notes” section, or wherever you have some extra space. How you wish to keep track of your spending habits is up to you; some people prefer to write out monthly spending goals they aim for, while others may prefer to make note of their daily spending limits. You can even include a budget beside certain events like work expenditures, dinners with friends, or periodic subscriptions. 

Regardless of how you like to organize your budget, any attention you give to your finances will undoubtedly make you more mindful of your day-to-day spending habits and less likely to spend frivolously. As is the case with other habits, you’re likely to totally overlook how much money you are spending if you never take note of it. 

Jot Down Important Dates

This may sound like an obvious one, but lots of people with planners are unsure of what deadlines, due dates, appointments, and events to include and exclude from their planner. A good rule of thumb is to include anything that is important to you. There is no right or wrong answer. 

Some examples of important dates to include in your planner can include health and self-care related appointments, social events, document and subscription expiration dates, and all job-related deadlines.  

This is a great way to utilize the monthly calendar that all planners include. Whether or not you enter these dates in both the monthly calendar and the daily planner sections is totally up to you. See what works best with your own organizational preferences. 

Set Aside Time for Self-Care

All too often do people get so caught up in their work, family, and social obligations that they neglect to spend sufficient time on their own well-being. Reserving time for self-care activities is crucial to sustainable professional and personal growth, and your mental well-being. This could involve setting aside time for the gym, some yoga, a hot bath, a nail appointment, or even a movie in bed. 

When you include self-care activities in your planner alongside your other obligations, you are giving yourself the same respect you give to your career and other responsibilities. Going forward, try your best to make time for yourself, rather than find time for yourself. The latter implies that you allocate time for these activities just as you would a doctor’s appointment or work meeting.   

Think of Your Goals

Expand your idea of what a “goal” means. For example, a goal can refer to general intentions like staying productive, exploring new interests, and staying mindful of your mental health - as well as specific accomplishments you’d like to achieve such as improving your physical health or building a relationship. 
When considering what your monthly goals are, think about how you want to feel a month from now and use that as inspiration. Remember to review your goals each week to ensure that they stay fresh in your mind and you remain focused. However don’t hesitate to change your goals around, whether that means allowing yourself more time to accomplish them or changing the goal entirely. This section is only to help you stay motivated, not to add increased pressure to your life. 

Be Mindful of Your Daily Habits 

Try your best to be mindful of your daily habits, and take note of them in your planner at least at the end of each week if not each day. The purpose of this is not to set rigorous guidelines for yourself, but rather to stay aware of your behavior, and change your goals accordingly. This could involve spending habits or the amount of time you spend each day on your phone or watching TV when you could be doing something else. 

These types of habits tend to go unnoticed unless you make notes of it after the fact - as is the case with spending habits as discussed above. You can also incorporate new habits into your planner that you want to pick up going forward. This could include daily gym routines or setting aside time each morning to make yourself lunch to bring to work. 

Perform Periodic ‘Brain Dumps’ 

What is meant by a “brain dump”? Think of it as a release of thoughts and ideas that you jot down in bullets or paragraph form so you don’t forget them. The point of a brain dump is to help you recall your thoughts and ideas, manage your headspace prevent you from becoming too overwhelmed with things to remember, and serve as overall inspiration. 

There are so many things you can include in your daily brain dump such as new ideas to improve your workflow or potential goals that you want to add to next month’s planner. If you can, try to set aside a few minutes after your brain dump to reorganize your thoughts and ideas once they’re down on paper. Remember that in order to get the most out of a brain dump, you should try and apply it to your upcoming schedule. 

Practice Your Gratitude

It’s normal for people to get so wrapped up in their work or other obligations that they feel overwhelmed and on edge. If left unchecked, this could even turn into anxiety or depression. Practicing gratitude is one of the best ways to keep yourself grounded in reality, and luckily all it takes is a few minutes of reflection, and you can do it at any time!

Try jotting down a few things that you’re thankful for each day or each week right into your planner. This can be general things like your health, career, or loved ones as well as more specific things like how you had an easy commute or a really great gym routine that day. 

Even in your most stressful hour, finding something that you’re thankful for can help turn your attitude around, get you out of your own head, and give you the extra push to persevere. 

Achieve Your Full Potential

As stated above, a planner on its own will not change your life - even if you are to follow all these tips. However, it can be a really valuable tool that keeps you on track to meet and exceed all your professional and personal goals.

Today’s modern professional typically has more pressure and responsibility than ever before, so keeping organized is incredibly important and a sure way to keep yourself from becoming overwhelmed. Just as the Long Island Center family aims to support professionals of all ages and disciplines, a truly optimized planner will help you support yourself and persevere in times of stress.