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Hey there, you're listening to the Lazy Genius Podcast. I'm Kendra Adachi and I'm here to help you be a genius about the things that matter and lazy about the things that don't.
Today is episode 407, how to create a flexible weekly plan.
This kind of episode is like Christmas for me.
I love talking about planning, but with a compassionate, flexible bent.
We do not need anymore rigidity or weird shame spirals about failed plans.
No, thank you. We're just living our lives, putting things in place where we can, intending to do whatever we decide, but then low key expecting not all of those things are going to happen.
We need to be flexible with both our plans and ourselves.
So, today, I'm going to give you some ideas on how to approach both.
First, let's quickly talk about why you plan it all.
Like, what's the point?
We might all have different points.
Okay? but some likely reasons are first we don't want to miss stuff you know making a plan even a super flexible one it helps us get a little closer to having more things in place than not not every plan will catch everything but a plan helps us remember more than we might forget.
Second, we might plan so that we're not always operating out of a responsive or even emergency mode.
Without a plan, we really are just bending to whatever is happening in front of us, what is needed what's being asked for, what decision we're now faced with.
Now there's nothing wrong with living that way, but it can wear on us fairly quickly.
So a plan might help lower that responsive energy, because a little more is already in place than not.
And And then a third reason that you might plan is to lessen your decision making load.
A plan can act as a sort of autopilot mechanism, right?
Choosing what to do next over and over again is a bit hard on our brains.
So a plan can relieve some of that constant decision making.
Some things have already been decided.
And then the fourth reason we might plan is to have a starting point.
I think this is my primary reason to be honest. A plan naturally captures all four of these reasons to a degree, but it matters a lot to me to have somewhere to begin, beginning from some place, no matter the place.
It feels more grounding to me than not knowing anything that's going to happen.
And then I just expect to adjust from wherever I begin.
That's part of planning, right?
As we have learned in my book The Plan.
Planning is not just preparation.
In fact, making it just preparation is why some of you are completely burned out and inflexible with failed plans.
And then why others of you don't think you're good at planning at all, when really you just might not be naturally inclined toward preparation.
Planning requires equal parts, preparation, noticing and adjustment.
If you expect that to be part of the deal, you're already more flexible already.
But back to that fourth reason of having a starting point, I really love having somewhere to start.
And I don't mind adjusting as I go.
But having a plan that I don't follow to the letter is way more helpful to my brain than not having a plan at all.
Otherwise I'm just noticing and adjusting.
Noticing and adjusting.
thing and without some preparation thrown in there it just feels too frantic to me, it's too urgent all the time.
Plus, as the author Jodie Pico says about writing, you can't edit a blank page.
You also can't adjust a blank plan.
It's nice to have something in place so you have something to work from.
Also, I had to look up how to pronounce Jodie Pico's name because I can never remember and And now I will never forget because I found a TikTok of Jodi herself hilariously teaching us how to say her name.
We're gonna put a link in the show notes cause it's 30 seconds of delightful hilarity and I highly encourage you to go watch it.
Okay. So what benefit is there in naming why we plan?
Well when we know why we do something, we're better able to keep doing it because we see why it matters.
We can weigh the value of not doing something versus doing that thing and that picture might give us the nudge to keep making the plan or whatever it is we're doing.
Like I said I would much rather make a plan than not make a plan.
I would much rather have a starting place.
The time that I might spend making a weekly plan is absolutely worth the trade -off of what I get by having one even if I don't follow it all the way, which I rarely do because life does those life things, you know?
So for you, name why having a weekly plan matters to you.
It could be the motivation you need to do it if you struggle doing it or it might galvanize you with like a renewed purpose and why you do it at all.
Honestly, I think naming that, it is a huge part of actually just creating a flexible weekly plan.
Why are you doing it?
What are you hoping to get from it?
Naming what matters about your weekly plan.
It helps you create one that will actually come closer to working for you.
Which leads us to the the next consideration here.
What are you planning?
What are you even planning?
What pieces and parts are you considering and writing down and scheduling each week?
Or wish you were? Or think you should?
Well, actually those are three like very distinct questions, to be honest. But chances are when you think about a weekly plan, even a flexible one, you're probably thinking it includes a plan for your meals and your movement and your appointments and your carpools and your time and and and and and.
You might think it has to be comprehensive.
Now, do certain categories interlock with each other?
I mean, yeah, of course.
Is it a little easier to plan a week of meals when you also have a decent plan for a week of appointments and parents?" Yes, because you know the energy level that you might have. Or when you're actually going to be home to attend to that dinner.
Or you know that your high school kid or spouse or somebody is going to be home and can get dinner going.
The different category is totally intermingle.
It's just how life goes.
But it doesn't mean that you have to plan every single category every single week.
Is it a bit easier if you do?
Maybe. But if you're just dipping your toe in weekly planning, mostly because you just feel overwhelmed by having to play in everything do not under any circumstances plan everything that's no way to live you don't have to do that so in thinking about these categories are there certain aspects of your life that you find a positive impact when you have a plan and it doesn't have to be all of them you know maybe maybe knowing what's for dinner or what you're taking to work for lunch is enough.
Everything else you can more or less respond to and be fine.
Or maybe you're already in a reasonable rhythm with meals or you just can't be bothered to plan them.
You know, I get that.
But if you don't plan when you're gonna move your body and you're gonna metabolize your stress for the day, then everything feels harder, right?
Maybe that is all you plan.
Again there is greater ease when all of those plans intermingle when they talk to each other when the gears line up so to speak but it doesn't mean that spinning one gear is insufficient.
It's great. You know, start small baby.
So as we continue talking about how to create a flexible weekly plan remember that part of that flexibility is not planning things that you don't have the energy or need for or the discipline or the rhythm or the muscle memory for.
Like for me I been planning our meals each week sometimes even two or three, four weeks at a time, since I don't know like a decade, at least probably.
Obviously there are weeks when I don't but those are pretty rare.
And it's usually because something in my body or in our lives it just made it too hard for whatever reason.
But meal planning has become such a necessary rhythm for how my family operates, how I plan my own time.
Because I'm the one who cooks all the meals and does the shopping and the prepping and stuff in our division of labor.
That's my job, not causes.
And if I don't plan our meals, it's like the world is upside down.
It has become so essential to my own wellbeing and to the practical rhythms of my week that to not do it is far worse than the effort of doing it.
And it does take effort.
I mean, it's less and less because of brainless crowd pleasers, et cetera, but sure, it takes effort.
Planning does take a little effort.
But maybe the trade -off is worth it.
So I would encourage you to focus on a category that has that kind of impact for you.
Just plan the thing that makes life feel substantially easier or to flip it, plan the thing that if you don't plan it, you're like, oh no, no, thank you.
Translation to all of this, you don't have to plan everything.
By nature, A flexible weekly plan has margin and softness and white space.
If you have more white space than I do, or your sister does, or your friend does, that's okay.
That's normal. We all have different ways of doing things and none of them are right or wrong.
They're just different choices on how to plan.
You're not doing anything wrong.
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So, to orient ourselves a little bit it's good to name why you plan.
What does it benefit you?
What's the trade -off?
What's the positive impact?
Naming it makes you more likely to do it.
And then what are you actually planning?
Time. Meals. Movement.
Tasks. Rest. Interactions.
Aarons. What are you planning?
Don't plan more than you need to.
Especially if you're not already in a comfortable rhythm of doing it.
Otherwise it'll be too much and you'll quit because it's too hard. Not because it feels too hard, because it is, it is hard. When you start from relative zero and you just add a bunch of stuff because some lady on a podcast told you to, no, that's too much. Start small.
I'm bossing you into starting small.
Okay, so with those two things in mind, we can create a flexible weekly plan.
You have to start out being flexible with yourself and your life, with why you're doing this at all and your plans are going to follow.
They will adapt the same softness and flexibility and compassion that you're extending towards yourself.
Now the problem that we're faced with now is that there are so many approaches to a weekly plan.
Well, to be more specific, there are so many approaches to weekly preparation because really that's what we're doing right now.
Planning as we have defined it is also noticing and adjusting as you prepare and you do that in real -time.
But what we're talking about today specifically with a weekly plan is really preparation for the week.
You're getting your ducks in a row or your birds if you're me because I'm so obsessed with birds.
And all of us have different ducks and different definitions of what a row is and different tools to get those ducks in their rows.
You might use a paper calendar, a digital calendar or no calendar at all.
I legit know people who have no calendar.
They live off of other people reminding them of stuff, appointment reminders, you know, whatever.
Now I could not do that because too much would be forgotten.
But I'm not gonna even assume that everyone has a calendar.
We all have different things that we're planning as we already discussed.
We have different tools that we use, for example, carpool planning happens every week for May but it might not for you.
We just all have different things that we're planning and that can actually make this whole process feel overwhelming, because there's not necessarily one formula.
But when is there ever a formula for anything we're doing, you guys, we got to let the formula, the formula stuff go.
Okay. So to create a flexible, weekly plan, we're going to utilize two primary lazy genius principles.
Remember, there are 13 of them, I wrote about them in my first book, the lazy genius way.
Those two principles today are go in the right order and put everything in its place.
to me that's actually what preparation is.
You're ordering and placing things where they need to go.
Now you're also doing it with kindness and you're ready to notice and adjust as you live, right?
There's no rigidity here.
This is just placement.
Remember we are painting, right?
As lazy geniuses and compassionate time managers, we're painters.
We're not trying to put together a puzzle that exactly matches the picture on the box.
It's too much pressure, okay?
So here is your order, we're going in order.
Here's your order for creating a flexible weekly plan no matter what you've got going on.
Step 1, pick a time to do it.
Pick a time to plan.
I like Sunday afternoons that's just when I do it, depending on how much I'm planning or how busy the upcoming week is, it takes me about 30 minutes maybe to plan my week.
Now that's not like a rule for you in either direction.
I'm just telling you how long it takes me.
Granted I do love to prepare and I've been doing this for a long time.
So if you do this and you haven't really done a weekly plan before and it takes you longer than 30 minutes you're not doing anything wrong.
We're just different it's all right.
For me it's a very worthwhile half hour or hour long it takes me and I do it under a blanket on my couch. I look out the window at my birds shocker.
So pick a time just anytime you don't have to even plan on a weekend.
I know a lot of people do that but seven days or seven days.
If your life is better suited to run from like a Wednesday to a Tuesday, do that it's okay.
But pick a time to plan that's really important.
You can always adjust that time if you try the one time and it doesn't work as well and you want to try something different.
That's fine, but that's the first thing you do.
You got to pick a time you're going to plan.
Step two, decide what you're going to plan for this week.
It might change week to week.
It probably will. Are you planning what you're gonna eat, what you're gonna wear, what you're gonna do?
Are you planning what tasks go on?
What days are you planning rest or connection with people or time for your hobby that always gets pushed aside?
Go ahead and decide what you're going to plan specifically.
You get to choose and you can choose differently from week week to week.
In fact, you will. But please start small.
Okay, step three. Gather your tools.
Now that you know what you're planning, you can know what you need to plan those things.
Right? If you're only planning meals, maybe you need a cookbook and that's it, right?
So for me I need, um, I need a calendar so I can know what's coming.
Uh, I need my email mail and text because that's a place that I get some of my tasks from to make sure things aren't forgotten all three of those are on my phone so basically I need my phone.
I also need my seasonal playbook which by the way they are currently in their second printing and should be available in a couple of months hooray hooray so I need my playbook because it's where I keep my brain dump and my weekly to -do lists in other words my playbook is it's where my my unordered tasks live and it's where I put the tasks that sneak up on my calendar in my email and my texts and stuff.
Okay. I need my list of brainless crowd pleasers and like I said, maybe a cookbook, if I'm meal planning or if I'm, you know, sometimes I'll just meal plan for my head, but sometimes I need something written down.
Our current favorite cookbook, I mentioned this in what's saving my life.
Is that what I mentioned this?
But our current favorite family cook book is cookish from Christopher Kimble.
We still love it. in fact, don't tell my kids, but I made a new recipe recently that was not a recipe from the book.
But I told them it was, and they were willing to try it.
Because if I'm like, if I had said, is this from the new book?
If I had said no, they wouldn't have tried it.
So I'm kind of lying to them.
Maybe that's bad parenting, I don't know.
I just want to eat without anyone complaining.
And then I also need scrap paper, I always need it for something.
I always need paper for something plus my pen, my favorite pen is a Black Mooji 0 .38 pen, I love that pen.
And then my mild liner highlighter in the color gold.
Those are my tools.
Every time I've got a little stack of that in my living room, and I always go back to it to refer to my plan, but also when I'm making my weekly preparations.
Okay, so those are my tools.
Yours might just be your phone.
Like it doesn't matter, but gather your tools based on whatever it is you are planning.
Okay step four put what you're planning in order.
Now if you're just planning one thing like one category you're already done you don't have to put it in order because you have one thing that if you're planning more than one thing I want you to think about what the most helpful order is.
For me I plan carpool first because I'm working with multiple people's schedules and I want to make sure I know when I am driving the carpool routes so that I don't accidentally plan something else or like think I have more margin than I do on a heavy carpool day.
So carpool goes first. After that, I plan my tasks and what days they go in.
So I'm paying attention to deadlines, but I'm also paying attention to my own capacity, you know.
Some things I know exactly what day they're going to go on and other things are a bit more flexible.
But I put my tasks in place on the days that make the most sense.
I can always adjust. In fact, I will and I should.
So first carpool and then tasks on their days.
The next thing I plan is movement because my days are always so different from each other based on things like carpool and tasks, I cannot have a regular time to move.
I've tried and it never works because my days simply are not repetitive enough.
So this is where I now put movement on my calendar.
Right. I plan my movement.
I might look at the weather and I see that Wednesday is like a really pretty day.
So I'll plan to go for a walk in the woods in the afternoon or something instead of going to the gym that day to walk on the treadmill or whatever.
Or if I see that Thursday is super busy without much time at all, I'll just plan to stretch before bed.
Right. Like the preparation of my movement, it always changes.
Like where I'm going to move always changes, but it always goes after I've already planned carpools and what days I'm doing, what tasks.
If I do it before, then it's just going to get pushed and then it's not going to get done.
And then the last thing I plan is always meals.
Always, always, always.
Listen, you can find a meal to fit any day.
You cannot always adjust your day to fit a meal, okay?
Meals go last. It's kind of like when you paint a room before you buy any furniture or a rug.
You can absolutely find a paint color that's going to fit your furniture and rug, but you cannot always find a rug that's going to suit your paint color.
That's probably the closest thing to a hack in this episode is playing your meals last. Okay so pick a time to plan.
Choose what you're going to plan.
Okay. Gather your tools at the time that you're gonna be planning and now you're gonna sit down and put what you're planning in order.
Whatever order is best for you.
Okay step five is now to put the things in their place.
Start with your first category that you decided is the best way to start.
You start with your first category that you're preparing for and you put whatever pieces in their places.
You can make this as detailed as you like, but I do find that placeholders are way more valuable than we give them credit for so saying Tuesday is errand day is way more flexible than listing out you know seven errands that you could run that you plan to run errand day allows you to get the errands done that you have the space for but you don't have to get all seven done.
You could try but if it doesn't work out it doesn't work out it's okay.
And anything that doesn't get done it can just be adjusted to another time.
Meals are the same way.
Okay, rather than saying like on Monday we're going to have spaghetti bolognese no you could just say like we're gonna have some kind of pasta, we're gonna have pasta, like you don't have to lock it all in right now if you don't want to.
A placeholder is often sufficient now.
My favorite approach to putting things in their place is to have blocks for days of the week, and then I just write down what goes there.
When I say blocks, I don't mean like time blocking, I mean like literal, like on a piece of paper.
Like I have blocks.
Monday, Tuesday, Wednesday, Thursday, because those are the main days I do stuff, Friday's my day off and then the weekends, it's like we just see, because the kids always have something going on.
So we just sort of, we do what we can, you know?
So, I have like a loose weekend to -do list occasionally, but it's really just the four blocks on a piece of paper.
So it's like I quad the paper Monday, Tuesday, Wednesday, Thursday, okay.
Now, I just write down what I think is going to go where.
However, there are times when that does not feel like what I need that I cannot block it by the day.
This week is a great example.
I don't have my to -do list grouped by days.
it is grouped this week by the type of thing I have to do.
I have a super long list of errands.
I have a really long list of emails and texts to send, like basically different correspondence things like following up on stuff.
I have work tasks to do and the deadlines for them.
And then I also have a list of decisions I need to make because I had a lot, I had a lot on my list this week.
And because I had a lot on my list this week, trying to put things in place, like on just a random day, It didn't feel right.
It didn't feel right.
Their place this week.
The things on my list, their places this week, it was not on a day.
It was with their friends.
They wanted to be with their friends.
They wanted to be with tasks that are just like them so that I could be like, am I gonna run errands?
Yeah, I think I can.
I've got all my errands already in a list together, okay.
That's not always how I do it, but that's what I needed this week and it's worked super, super well.
The point here is that you will not prepare the same way every single week.
You have different energy and different capacity.
You have different things on your schedule.
Each week of your life is likely quite different, even just energetically from the week before.
So adjust how you prepare to accommodate that, you're going to need different things.
Okay, so step five is to put the things in their place, whatever that place is.
Step six is to notice and adjust. Now that you have prepared this week, look at it, look at your week.
Look at your preparation.
What feels like it needs an adjustment now that you have everything in a place?
Move things around.
That's all step six is.
Because you're going to probably adjust things.
Once you've got it all in place, okay, it's like stepping back from a painting and going, huh, is this working?
Adjust it if it's not.
And then step seven is to keep noticing and adjusting as you live your life.
What you prepare on your Sunday afternoon or whenever you do it, it's not gonna happen exactly, are you kidding me?
You will need to utilize those other two components of planning every single day.
multiple times notice if what you planned for dinner is gonna work based on this thing that came up and adjust accordingly notice if when you planned to walk with a friend is gonna be impacted by like a sudden change in the forecast and adjust your plan so that you can still see your friend notice your own energy and adjust how much you put on your plate today move whatever needs to be moved.
Expect change. Expect adjustment.
Expect that what you prepared is not always going to work or happen.
Keeping your eyes on your preparation.
It will help you remember what it is that you prepared.
That even that is not going to make it a sure thing.
The best way to create a flexible weekly plan is to be a flexible person.
Be a person who expect change and upheaval and tiredness and whiny kids and change deadlines and be kind to yourself and others when that happens.
Notice what you need.
Adjust your plan and keep on going and then the next week when you sit down to prepare your week again you'll have a little bit of muscle memory on how this works for you and you can notice and adjust how you prepare for that next week and on and on it goes.
Planning is not robotic.
Planning is responsive.
It's like gardening or baking bread, or painting, or anything else that is like mildly formulaic, because gardening and baking bread, and painting aren't kind of formulaic.
But they also require kind human awareness and responsiveness to make them happen.
Your hands feel the dough, your eyes see the weeds, You know, like, be a person as you prepare.
I get so feisty about this.
So to summarize, name why it matters to you to have a weekly plan at all.
Recognize that you do not have to plan everything.
Both of those things alone will automatically make you feel more flexible toward whatever it is you're preparing.
And then follow these steps every single week or the weeks that you feel like some kind preparation is needed.
Pick a time, decide what you want to plan, gather your tools, put what you're planning in order, put what you're planning in place, notice and adjust that plan before calling it done, and then notice and adjust as you live your week.
High levels of preparation are not the answer.
A balance between preparation, noticing and adjusting is.
And that's how to create a flexible weekly plan.
A couple of quick things before we go.
This Wednesday, March the fifth, the latest lazy letter will be in your inbox.
This is our monthly newsletter.
It is one of the most popular things we do around here.
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Like how I'm approaching goals in a way that's refreshing and like actually working.
and I also share book reviews for whatever I read the previous month I'm a big reader so there are usually at least ten reviews in each newsletter and this month has some bangers y 'all I some good oh books so if you would like to try it out and see if you enjoy it as much as thousands of people in this community do you can sign up at the lazy genies Collective comm slash join we send that out once a month and then outside of like a handful of occasional bulletin board type emails to let you know when a book is on sale or like when the next round of playbooks is in, you won't hear from us much. The latest
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OK, now let's celebrate the lazy genius of the week.
This week it's Jess Knox, Jess writes.
We've simplified decision making in our family for decisions between my husband and me, like where to eat or what's for dinner.
He chooses on odd days, and I choose on even days when it's something trivial that the kids can decide.
The kid president of the week gets to choose.
Each week, one of our four children serves as President, and with the oldest going first and the youngest in the fourth week.
The president also gets one -on -one time with the parent.
On rare five -week months, I get to be the President.
Holy actual Molly, this is adorable.
So there are several ideas in here that are interesting to consider.
The first is the odd even -day decision -making thing.
For things that are necessary but aren't necessarily tied to something that's already been planned, or to decide once.
It's nice to have a default decision maker right that right there is gold Then this president for the week thing.
Let's be on adorable I love examples of when families give kids autonomy and their decisions, but also Set it up in a way where you have to like consider everyone else to a point or you have to be patient for when it's your Time again, you know got to learn that stuff really really cute Thank you for sharing Jess and congratulations on being the lazy genius of the week This episode is hosted by me, Kendra Adachi, and executive produced by Kendra Adachi, Jenna Fisher, and Angela Kinsey.
The Lazy Genius podcast is enthusiastically part of the Office Ladies Network.
Special thanks to Leah Jarvis for weekly production.
Thanks, y 'all, for listening.
And until next time, be a genius about the things that matter and lazy about the things that don't.
I'm Kendra, I'll see you next week.
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