The Secret to Stress-Free Planning: It’s Easier Than You Think

Anna Allan
Nov 1
7 min read

Are you born a good planner or can you acquire the skills to become better?

Contrary to belief, the good news for those that believe they are lacking in planning skills can change that.

Whilst some people may have an aptitude for planning, it is a learnt skill that we can gain during the course of our lives.

We plan pretty much everything we do and it is often even subconscious.

From the moment we get up in the morning to the time we tuck ourselves into bed at night, there is a plan involved – it is usually more of an automatic process so we don’t necessarily realise that there is even a plan involved!

There are, of course, times at which we need to put a plan in place. This might be what leads to a feeling of overwhelm for some people.

So how do we fix it so that planning doesn’t have to be stressful?

It really is much easier than most people think.

By following a list of actions for every plan that is put in place, it really is like following a recipe which means that, unless one factor (ingredient) is missing, the plan goes accordingly (delicious!).

If one ingredient is missing, by substituting it in a logical way the plan is altered slightly and can still work.

By following a sequence of steps, your planning strategy will become easier each and every time.

Start early

There is nothing worse than starting a project on the back foot.

As soon as you are able, get the ball rolling and working out who should be involved.

It is worth putting thought into what resources you will need, the timeline and budget of the project and the approach you might take, however all of this can be discussed with whoever is involved at a kick-off meeting.

Plan with purpose

Set out in a way that you mean to go on!

Implementing intention and purpose into the project plan will bring much better results than a lackadaisical, half-hearted effort.

Entering a project with a confident and pleasantly assertive manner will motivate all who are working with you and will be much needed further down the line if and when challenges are met.

Use a planner

It doesn’t actually have to be a planner!

What it does need to be is something you will use regularly to keep a track of and note details of the project and its running order.

Whether it is in the form of a handwritten notebook, a digital entry or on a project management app like Trello or Slack it needs to be accurate and up to date.

Involve everyone in the planning

The kick-off meeting should include everyone on the project so that from the very start, everyone is clear on what the project is, the objective set and the expected results.

Whilst people might not be at every project planning meeting, the core project team should try to be so the project can continue moving forwards at a comfortable pace.

If someone is not present when decisions are made in actions delegated, detailed notes stating who is responsible for each action should be circulated as soon after the meeting as practicably possible.

In less formal settings, whilst delegation might not be immediately obvious, it is still worth considering who might be best placed to help you along your journey.

Know when to delegate

The project should not be solely run by the core project team.

It is important to delegate to those involved in the project according to each of their professional qualifications and expert skills.

Put in place communication systems

Inevitably, communication is one of the most important factors in any project that requires a team.

Whilst I believe over communication is rare, it is also important to be mindful of when and how communication is delivered.

By having the whole team on software such as Trello, Slack or even within a WhatsApp group, it allows everyone to keep up with live information.

Establish clear, quantifiable short- and long-term SMART goals

By now, you’re likely to be a seasoned pro in recognising the goals should be specific, measurable, achievable, relevant and time bound.

If every goal, whether it is short-term for long-term, it sent using the SMART matrix, each and every goal (or even task) can be accomplished with value.

By doing this, it is creating a larger sum than its parts, leading to a robust and seamless plan.

This should be completed for every plan, albeit in a basic way if the plan is informal.

Prioritise tasks

When tasks are prioritised, Steven Covey’s matrix can be adopted, however…

I have recently been advised to steer away from the urgent tasks that are required and to focus on the end result and the person’s aspiration.

By weeding out the unnecessary and timely irrelevancies, a lot of time can be saved by doing only what is important.

Build event planning checklists

To do lists are my all-time favourite.

By doing a brain dump on paper, it provides a visual of exactly what is importantly and what is less so.

It also allows you to forward plan more easily, focusing only on the here and now.

By having the list close by, any additions or alternative iterations can be updated quickly.

Use time blocks

All too often we can get ensconced in pretty much everything asked of us.

By allocating and blocking out particular times throughout the days and week, it provides us with a focus to complete what is required within the deadlines set.

This can be a challenge for most of us and by treating the project or plan as a Client, it can help maintain the discipline required when we are expected to meet a set of deadlines.

Leverage effective planning tools

Trello is a ‘go to’ for many people for the simple reason that it is easy to use, either individually or within a team, and can be made as visually aesthetic as you wish.

Cards can be moved; dates can be changed and collaboration with team members can be achieved effectively.

Gantt charts, SWOT analyses and other planning tools will no doubt be of benefit for any project or plan as well.

Set out clear milestones and objectives

It is always good to celebrate the milestones that are met throughout the project.

Not only does it help with team morale (or even when working independently, providing a sense of achievement), it also ticks the box of achieving some of the SMART goals that were set at the outset and throughout the project.

These milestones can also be used by a way of testimonials to those who might require evidence of professionalism and credibility.

Set reminders

All of the tools that you use to plan the project, including some of which have been highlighted here, are the conduit to creating a successful plan and delivering a watertight project.

With so much going on, it is best not to get tempted trying to remember something.

Use only the tools that will work for you and the team, there is no point in trying out something that is complicated and not fit for purpose for your needs.

Stick to a budget

Keeping within the realms of a budget can be tricky, particularly if you’re passionate in what you’re doing and have a clear vision of how it should look at the end.

Buy conducting thorough research and shopping around, the finances should follow, however, it is important to review the impact of each decision and how long lasting the result is likely to be when deciding the value placed on it.

Evaluate regularly

Taking regular pauses to look back at what has been put in place, how the project or plan is progressing and the results that are being achieved will certainly allow the project to run much more smoothly.

Without review, any plan is likely to run its course without any adjustments being made and the end result being substandard.

Future development can be gained through evaluation with the learning process being one of the most important parts of any project.

Expect the unexpected

Nothing is 100% perfect and there is a strong chance of any project experiencing a bumpy ride.

Provided you are fully prepared for this, contingencies can be put in place, problems can be resolved and a project can move forward in an alternative direction or through adopting a different course of action in the same way.

Any good planner or project manager will have experience of having to think laterally and use their practical logic to navigate these unforeseen challenges.

When planning something as an individual, experience is everything!

Effectively promote your event

When the final project or plan has been achieved, it can often be forgotten that, whilst you have been fully submerged within it for weeks, months, maybe even years, the rest of the world has been carrying on with their ‘business as usual’.

People won’t necessarily know what you have been working so hard on and so it needs to be promoted in any way possible.

The hard bit has been done...

The planning and organising has set you up for success.

Now it’s time to sit back and enjoy the results by reaping what you have been sown.