Planning activities: today or never…

I was crawling through my long to-do list (that sadly doesn’t look like the Pink Panther’s):

Source: novaplanet.com

… and I noticed that there are two main categories:

  1. things I do every day/immediately,
  2. things that I postpone.

A handful of activities (luckily for them) fall into a third category of properly planned items, that are to be done regularly (often thanks to a calendar reminder) or at least in the near future and with a good certainty.

I don’t like the prevalence of the first two categories. It basically means I’m not properly planning, so I simply improvise, picking things from the to-do list depending on the current mood/energy level, and leaving all the rest to wait forever, like dogs in a shelter. The only time I plan is actually today. This of course can’t work for any activity that has a longer cycle (cleaning, for example) or lasts more than one day. I manage to do these things too, but more because their urgency makes them finally eligible to be done today, not because I planned them. On the opposite extreme, I have had planning-intensive moments in the past, but I tended to over-fill my schedule and it was simply exhausting.

I would like to find a level of planning that is right for my current energy availability, while allowing me to set goals in the future. A reasonable balance is to plan activities for a few hours of the day (around half of the day is OK) and leave the rest free for improvisation (for example it is a sunny day and I can spend the free hours at the park with a book; or it’s raining and I can do the house cleaning I planned for later). It would also work to leave one day per week completely free. It is also meaningful to coordinate activities with a partner, so that the common free times are planned together. On the longer run, I tend to plan a week ahead in detail (write down all planned activities), two weeks ahead in less detail (intentions, but no fixed dates), and occasionally plan events for a more distant future. I think this somewhat short planning is able to give me positive feedback when I manage to complete my weekly items, and motivate me to continue, and plan more accurately according to my energy stock.

How do you process your to-do list? I’d love to hear from you in the comments!