Planning and scheduling

Do you like when life is somewhat chaotic or do you rather prefer planning and scheduling?

As for me, I stay on the planning side of the fence most of the time, I like when things work as I expect. Planning helps me to get organised, to meet deadlines, to capture my ideas, and it motivates my creativity. It focuses my thoughts and activities in the right direction.

I like to visualise the planning to see at a glance the condition of my plans so from time to time I create various tables to get there. To inspire you, I’d like to show you one of the tables today, a simple table I created for planning my blog posts.

A few weeks ago I decided that I want my blog to have some regularity, not to be a place where I randomly put this or that, sometimes twice a week, sometimes once a month. Some bloggers say that posting regularly is like having an overwhelming job they don’t enjoy and prefer that here-and-there posting as mood strikes or circumstances allow but that’s not me so I decided on publishing a post a week, it seems to be an achievable frequency for me. I would like it to be the basic scheme with some flexibility. But life often gets into way, so I was thinking about ways how to increase the probability of keeping up with my schedule.

In 2016 I created a simple list in my bullet journal where I was planning my future posts simply by writing their topics and checking them off when published. It did not work much and I abandoned the list when starting a new bullet journal for 2017. (Yes, I still keep a bullet journal, though I adapted it a bit to my needs and made it a bit more colourful. But that’s a story for another post.)

I concluded that the list was too vague so this time I wanted to create something more specific. It helped me that some time ago I came across a template intended for planning projects and I saved it for future inspiration. Now I used it as a starting point for creating my table of planned posts. I had to rearrange the template a lot and it might have been easier to start from scratch but it inspired me and led me to satisfactory results which was important.

The table is created in Microsoft Excel 2010 but the software is just a means, a pen and paper would be quite enough in this case. The table might not be so sophisticated but it would work as well.

So, here is how the table looks:

And here is how it works:

1. First I filled the column “Planned date of publishing” with dates in a weekly interval.

2. As soon as I decide a topic of a future post, I assign it to a date. When I enter the name of the topic into the table, the percentage automatically changes to 0% and the condition to “not started yet”.

3. In the “Prepared (%)” column, I can choose from several values available in a drop-down list in every cell of the column (0-10-25-50-75-100%) and as I am preparing the post, I assign the values based on how the preparation proceeds. Thus, when I have a few posts in a process, I can see right away how far I am with each of them, and I can easily find out whether I have enough posts on hand or need to intensify my efforts. Of course, I don’t have to use all the values, just the ones I need. In case of 10, 25, 50 and 75%, the condition automatically changes to “being prepared”, when 100% is entered, the condition changes to “prepared”.

4. When I publish the post, I enter the actual date of publishing and two things happen. The condition automatically changes to “published” and in the column “Finished”, the post is ticked off. I know, the column “Finished” wouldn’t have to be there at all but it is a great visual asset.

Of course, I could enter everything manually but in this way it’s faster so why not to use what Excel knows. The automatic changes of condition are made using functions, the yellow mini-graphs and green marks for ticking the posts off are achieved by means of conditional formatting.

If I decide to add a post in between the dates or to change a date of a planned post, I do it as needed. I only do it in such a way to keep the list chronologically according to the planned dates not to get lost in the calendar.

Also, I added one more sheet into that Excel file with a simpler table named “Ideas for posts”. I created this table in a style similar to the first table, they share one file after all… Here I put the topics I don’t plan to use for writing a post in near future but which I want to keep somewhere for future inspiration even if I never used them. As you can see I actually used the first idea for this post…

The tables may change further but after those few weeks of using and improving them, I really like the system. It’s simple and efficient and it’s motivating to see the process and progress visually. Of course, any tool like this works only as long as you use it…



  1. Petra, I see that we’re very different. You have a mathematical mind and I…don’t! I can’t even imagine creating a spreadsheet, but I loved looking at yours (and I really liked the ideas for your future blog posts). I tend to think of what to write a few days prior to actually putting anything onto the computer. My style is to “write in my head” for awhile. When I do sit down to write the post, I let the words come, and I usually know what photos I want to use to convey my ideas. I always edit heavily and pare the words to a bare minimum. That’s just my style. After days of having the post stew in my mind, the actual writing doesn’t take that long. I don’t really know what I’m going to do next until something bubbles to the surface again, and then I restart the thinking process. I always look forward to reading your posts – they’re very thought-provoking.

    1. Barb, thank you for sharing your experience. We are all different and it’s really important to find out what works for us personally. I admit, it took me more time than I like but while bringing up my children and trying to understand them, I understood better also myself. I often forget my ideas but when I put them down and at least write the title or the first paragraph, I can come back and hone them gradually and if I see the progress this visually, it really works for me. I’m so very pleased to hear you find my posts thought-provoking, I value such praise.

  2. I admire your organizational skills, Petra. Mine are somewhat lacking (and that might be stating it mildly). You have inspired me to aspire to posting weekly, though. So far, it’s working. But I don’t have a schedule or a topic list to keep me motivated. And winter is coming. I really lost my blogging motivation last winter. Hopefully, I’ll be able to maintain a weekly posting schedule in spite of lagging motivation this winter. I love your topic list for future posts. You jogged a distant memory of a quotation I’d read once about comparison. Now I need to find it and share it with you.

    1. Linda, thank you. I’m pleased to hear my attitude inspired you to aspire to posting weekly, I’m sure you have enough photos and stories to share. I find the scheduled list of topics to be a red thread keeping all my effort together, especially when I am busy or distracted by other things happening in my life.

      I’m sure there has been a lot said about comparison. I have the topic in the general list because I find it interesting but actually don’t believe I could say anything new in that regard. But who knows, perhaps it doesn’t have to be new, just based on personal experience.

  3. At the end of every year I say I will ‘plan’ better for the new year…I don’t. This year though…I really do hope to write it all down, on paper with a pen. I want to plan out projects for our house, dreams I have for myself and fun things for our family. I really feel like if I don’t get it down on paper, the odds of it happening are only 50/50, when I write it down things are more likely to get accomplished. I am a pen and paper girl, and I love looking for new planners. 🙂

    1. Michelle, thank you for sharing your view. I approve of pen and paper! 🙂 And I love projects of all kinds. If you plan them well, they guide you and take you step by step to the desired goal. Get them down on the paper, put them in front of your eyes and they will lead you forward. Keeping my fingers crossed for you!

  4. I make lists of things that I want to get done, and doing that really works for me. My blog posts, though, are a different story. I photograph and write about things that catch my attention. The sound of a bird, the way light strikes the limbs of a tree, or even the feel of an old flannel shirt. I may be left handed, but am definitely right brained.

  5. Lee

    I think your spreadsheet is brilliant, and I might try something similar. I know I’d be much more efficient if I were better organized, but I really am not a list or schedule person. Yet I do “perform” better with a deadline. I don’t know if this would work for me or not, but it seems worth a try. Maybe it would help me get some of my blog ideas out of my head and into the world. Thanks for the inspiration!

    1. Lee, thank you, I was happy to hear you find the table inspiring. It took me many years to realise that lists and deadlines work for me and that if I’m willing to work with them, the effort always pays off. Do give it a try, just then you will see whether it works for you as well. It may also lead you further to another method, based on your personal needs. Keeping my fingers crossed!

  6. The old adage “Failing to plan is planning to fail” comes to mind Petra.
    Like you, I plan especially if it is something different from the norm.
    However I wouldn’t plan things like blog entries especially with my subjects as some times you just can’t get new material which isn’t always available.

    1. Roy, thank you for sharing your experience. It’s a lovely adage only English can master… 🙂

      I agree, we have different attitudes towards blogging based on what we blog about but you see, planning blog entries is just an example here, something that works for me because time flies by so quickly and if I know beforehand what I want to achieve, the process is smoother and more efficient. The principle itself is applicable to many other things though, that I find inspiring.

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