I’m a sucker for a new planner - just like I’ve always been a sucker for a new notebook, or new project management system, or new anything. I love tools, I love trying things out, I love learning new software and stretching my skills.
And more often than not, I see clients who are struggling with their organization/project management systems fall into one of two categories:
They stick with a system that isn’t working because they’re afraid to invest a bunch of time in something new.
They jump to the shiny new system anytime they experience a slowdown in their work, slowing their progress down even more.
Maybe you spend all day setting up your planner because that’s what you’ve always done. Or maybe you’re spending all day importing your to do’s into Asana, or Notion, or a bullet journal, and it FEELS productive. It feels like moving forward! And if the system is right, everything else will follow and you’ll never have another wasted moment, right??
But the cold hard truth is this:
The perfect system will not prevent you from procrastinating. It will not guarantee that you never miss a deadline again. It will not insulate you from stress, anxiety, or other yucky feelings. Even a perfect system won't fix the problem if it doesn't address the problem.
So it might be time for a systems audit - what are you using to keep track of your projects? Your to-dos? Your calendar? Your contacts? Your citations? What are you using, and is it working?
Here are my best tips for making sure you aren't over-investing in a system that isn't working for you, or doesn't address the core issue:
Set a time limit on how long you can reasonable experiment with a new system - when will you check in and evaluate how the system is working?
Limit how many hours you want to invest in setting up a new system - if it takes longer than that, maybe investigate systems with lower complexity.
Keep track of how long you spend managing the system. Does it reduce over time? Does it invite you to procrastinate or mess around perfecting it, rather than actually getting to work?
How do you feel when using it? See if it makes a difference - write smiley (or frown-y) faces on a post it note, or use a mood tracker - to determine if it adds or reduces yucky feelings.
Does it fit naturally into your routine? Or are you (after your set amount of time) going out of your way to use it even though it doesn't flow?
It's okay to abandon a system. It's okay to try something for a while and then realize it isn't for you. Get clear about what isn't working, and try something else. Because ultimately, the system isn't the one doing the work. You're doing the work. Give yourself credit, and feel good about only using the tools that make the work easier.