Intentional Planning Is Part of the Work

One of the biggest complaints we hear from clients is that they don’t have time for planning. These clients have tools and a process in place, but they are not using them. Why? They have “too much work to do.” But their workload would actually decrease through pre-planning. Intentional planning is part of work. Making time for planning upfront will prevent spending more time later to sort out the results of no planning.

Planning is part of the project work and you should consider it as such.

In preparing for battle I have always found that plans are useless, but planning is indispensable.
– Dwight D. Eisenhower

Eisenhower planned the biggest project known to man! Remember that D-Day was not originally scheduled for June 6, 1944, but had to be moved because of weather. Because of planning, the Allies were able to adjust their plan to accommodate it.

The Act of Planning

You learn things through the act of planning. Think of it as a rehearsal to play out and better understand:

• what can go wrong
• the resources required to accomplish your goal
• the tasks you might have originally overlooked
• contingencies that become apparent

The planning process prevents you from running around like a chicken with its head cut off. It’s not a pretty picture, but it applies. If you are frenzied, frantic, and chaotic, then you are much less effective and efficient.

Here’s an example. A junior project manager was assigned to a new client. One of the tasks was to “build reports”. The tasks were supposedly mostly done, and due very soon. The developer and the client had been discussing the project for weeks. The project manager barely had the opportunity to ask for a list of what reports were due before the due date.

She should have itemized each report, had a discussion with the client and developer about each report, and required them to stop and have a clarifying discussion. Instead, she allowed them to keep working. (rookie move)

A week after they were due, lack of completion frustrated the client. Comparatively, the developer didn’t know what remained to finish because they had a running commentary on the reports as a whole.

If the project manager had just taken the literal 3-minutes required to list out each deliverable separately, that whole mess could have been avoided. Doing it after the fact did not have good results!

Understanding Intentional Planning and Its Daily Benefits

Intentional planning isn’t something extra—it’s part of the work. By taking time to plan, you can avoid wasting even more time later fixing the chaos that comes from not planning. It’s about setting up each day for success by knowing exactly what needs to get done. With daily intentional planning, you’re less likely to be blindsided by unexpected issues, and your workload becomes much more manageable.

Here’s what intentional daily planning can do for you:

• Keep You Focused
  A clear plan for the day helps prevent distractions and keeps you on track with what’s important.
• Reduce Last-Minute Stress
  Planning ahead means fewer surprises and less scrambling to finish things at the last minute.
• Improve Time Management
  You’ll know exactly how to fit work, personal time, and breaks into your day, without feeling overwhelmed.
• Increase Efficiency
  Planning out tasks and priorities ensures you’re working smarter, not harder, with fewer wasted hours.
• Align Your Actions with Your Goals
  When you intentionally plan, you ensure that each day’s tasks are in line with your bigger objectives.

Being intentional with your planning every day might seem like extra effort, but it’s what saves you time and energy in the long run. It helps you stay in control, rather than letting the day control you.

Intentional Planning

To be more intentional with your planning, schedule a 1/2 hour every Friday afternoon to prep for the following week and align your to-do list with reality.

• Look at your meetings.
• Look at your workload and at your commitments outside of work.
• Look at your to-do list.

What can you REALISTICALLY accomplish? And don’t forget that something will come up and throw you off track. Adjust your schedule and list accordingly, rather than allowing the chaos to get a hold of you.

If you just can’t make yourself do it… or if you hate doing it… then it is probably time to get some “help”. The help comes in the form of another person taking a look at the tools you have in place and reminding you of the plan on a regular basis. If you find the right person, then he can help you rearrange and reprioritize. Depending on your workload, the person doesn’t have to be full-time. Here are some places to find help:

• a detail-oriented partner (friend, spouse, significant other)
• a detail-oriented employee
• hire a dedicated project manager, even part-time

Being intentional about your planning will change your world. It will enhance your client relationships. Your team members will work more efficiently. Your projects are not as likely to go over budget or get out of scope as often. It will also help the main goal: completing projects!

Learn more about our operations consulting and done-for-you project management provided on a scalable, fractional basis.

See our self-guided resources in our complete guide to successful small business operations.

How to Approach Monthly Planning for Managing Projects

Just like intentional daily planning keeps you on track, monthly planning is essential for managing bigger projects. At the start of each month, take time to map out key milestones and deadlines for your projects. Break down large tasks into smaller, manageable chunks that can be spread across the month, and assign realistic timelines for each. Make sure to leave room for adjustments, as unexpected changes will always pop up. Regularly check in on your progress and make necessary tweaks to stay aligned with your goals, preventing any last-minute rushes or missed deadlines.

Feeling Overwhelmed? Intentional Planning Can Help

We know managing a business can feel overwhelming, especially when it seems like there’s never enough time to plan. At Beyond the Chaos, we understand that the first step to reducing that stress is getting organized and intentional with your time. It’s not about perfection—it’s about finding a system that works for you.

We’re here to help you regain control. Explore our resources or schedule a consultation, and together, we’ll create a plan that helps you manage your projects with less stress and more clarity.

Frequently Asked Questions

What is the Cycle of Intentional Planning and Its Steps?

The cycle of intentional planning involves setting goals, breaking them down into manageable tasks, executing those tasks, and regularly reviewing progress. The key steps include daily, weekly, and monthly planning sessions, followed by adjustments based on what’s working and what needs improvement.

What role does a planner play in intentional planning?

A planner acts as a central tool to organize tasks, track progress, and keep priorities in focus. It helps you stay consistent with your planning cycle, ensuring that your goals are met efficiently.

How can intentions and goals be set on a yearly basis?

Yearly intentions and goals should start by identifying key milestones you want to achieve. Break those down into smaller, actionable steps, and then spread them out over the year, ensuring to review and adjust them as needed.

How should a planner be set up for effective use?

Set up a planner by creating sections for daily, weekly, and monthly tasks. Make sure to prioritize important activities, leave room for adjustments, and consistently update it to reflect any changes or new goals.

How can one find the right planner for their needs?

Finding the right planner involves identifying what works best for your personal workflow, whether that’s a digital or paper planner. Look for features that fit your planning style, such as flexibility, ease of use, or specific sections for goals and tracking.