## intro [(00:00:00)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=0s) - Having a beautiful planner is not the same as having a functional planning system, and many people want content that helps them achieve their tasks and goals, rather than just decorative planning [(00:00:06)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=6s). - There is a lack of online content that focuses on practical planning, with most videos being about decorative and sticker planning, which is why five practical tips will be provided to make planning work effectively [(00:00:18)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=18s). - The goal is to create a planning system that is both functional and fun, without sacrificing the enjoyable aspects of planning, such as using fancy pens and cute washi tape, but ensuring that these elements have a purpose [(00:00:30)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=30s). - The five tips will help individuals create a planning system that achieves their tasks and goals, and is not just visually appealing on social media platforms like Instagram [(00:00:24)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=24s). - The discussion will focus on providing practical advice to help individuals make their planning work for them, and will cover the topic of functional planning in a way that is helpful and informative [(00:00:00)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=0s). ## what is functional planning [(00:00:38)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=38s) - Functional planning is a type of planning that helps users achieve meaningful progress on their goals or tasks, and its effectiveness cannot be determined by simply looking at someone's planner [(00:00:38)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=38s). - The concept of functional planning is often misunderstood, with minimal spreads being seen as functional and colorful or cluttered spreads being seen as decorative, but what is functional for one person may not be the same for another [(00:00:59)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=59s). - It is essential to be honest with oneself when determining whether a planning method is functional or just for fun, as individuals may catch themselves using certain tools or techniques that are not necessarily functional [(00:01:26)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=86s). - Using certain planning tools, such as tiny stickers, may be more for fun than functional, and individuals should assess whether these tools are truly necessary for their planning process [(00:01:41)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=101s). - The key to functional planning is to find a method that works for each individual, as what is functional for one person may not be the same for another, and being honest with oneself is crucial in determining the most effective planning approach [(00:02:10)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=130s). ## tip 1: one pen exercise [(00:02:23)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=143s) - The one pen exercise is a method to determine how much decoration is actually functional for an individual by boiling down all spreads to just one pen, which means using only one color of one pen, such as plain black ink or blue ink, for a period of time, say a month [(00:02:38)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=158s). - This exercise forces minimalization of planning by cutting out everything else, including different colored pens, highlighters, and stickers, to learn what is actually functional for the individual [(00:03:15)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=195s). - By using just one pen, individuals can quickly learn what elements are useful and functional to them and which ones are just for decoration, as seen in the example of a spread for a 2023 planner that includes lots of stickers, colors, and other decorative elements [(00:04:20)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=260s). - The results of the one pen exercise are usually not that only a pen is needed, but rather that a few specific supplies are necessary to be functional, such as a black pen, a few color options, a felt tip pen, and a highlighter [(00:04:50)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=290s). - The one pen exercise is a recommended method to figure out how much decoration is really functional for an individual and to determine the necessary planner supplies to set up any given spread [(00:05:08)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=308s). ## tip 2: group tasks by context [(00:05:15)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=315s) - Grouping tasks by context is a functional approach to planning, as it provides a frame of reference and allows for more detailed and organized task lists [(00:05:15)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=315s). - Tasks can be grouped by various contexts, such as location (e.g., work and home, or errands), energy levels (e.g., low energy tasks like organizing a folder, or high energy tasks like doing laundry), or other categories that suit individual needs [(00:06:02)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=362s). - One method of grouping tasks is to organize them into main buckets, such as personal, work, and emails, which can help to separate tasks and improve productivity [(00:06:36)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=396s). - Breaking out emails into a separate list can be particularly helpful, as it allows for focused attention on emails and can reduce procrastination [(00:07:11)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=431s). - The key to effective context-based grouping is to experiment and find the categories that work best for each individual, whether it's work versus home, day job versus side hustle, or other contexts [(00:07:51)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=471s). - Using tools like [[Framer | framer]], a no-code website builder, can also help to streamline digital presence and implementation, and can be used in conjunction with context-based task grouping to improve overall productivity and functionality [(00:08:26)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=506s). ## tip 3: the visibility principle [(00:10:05)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=605s) - The visibility principle is a key concept in functional planning, which involves making sure that the necessary information is visible in order to be productive, as out of sight often means out of mind [(00:10:05)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=605s). - To apply the visibility principle, it is recommended to have all the necessary information for a given week on one page, such as tasks broken out by context, emails, and schedules, to ensure that everything is easily accessible and visible [(00:10:26)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=626s). - Having a dedicated page or spread that is always open and easily accessible, such as a weekly spread or a blank notes page, can help to keep priorities and important tasks visible and top of mind [(00:10:47)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=647s). - Even with a dedicated page or spread, it may not always be possible to have everything visible at once, so it is important to build in regular check-ins to review and reference other sections of the planner, such as weekly resets or goal pages [(00:12:25)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=745s). - Regular check-ins, such as weekly reviews of goal pages, can help to make invisible tasks or information visible and ensure that they are not forgotten or overlooked [(00:12:39)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=759s). - By making a conscious effort to keep important information visible and regularly reviewing and referencing it, individuals can stay on top of their tasks and priorities and make progress towards their goals [(00:13:04)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=784s). ## tip 4: the daily inbox [(00:13:20)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=800s) - Having a daily inbox is a useful tip for functional planning, which involves designating a page in a planner as a space to dump all tasks, emails, and random items that come up throughout the day, keeping them separate from the daily plan [(00:13:20)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=800s). - The daily inbox can be a separate page in a planner where all incoming tasks and items are written down, and then cleaned out at the end of the day by either making them useful for the next day, resolving them immediately, or scheduling them for a later time [(00:13:43)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=823s). - Using a daily inbox helps prevent random tasks from interfering with the daily plan, and reduces the likelihood of getting derailed from goals and deadlines due to constant interruptions from emails, messages, and other tasks [(00:14:39)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=879s). - An alternative method for implementing a daily inbox is by using a sticky note pad attached to the front of a planner, where tasks and items can be quickly jotted down and then addressed at a later time, keeping them separate from the daily or weekly plan [(00:15:31)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=931s). - It is essential to build in a regular time to check and clean out the daily inbox, to prevent it from becoming cluttered with urgent tasks and to ensure that all items are being addressed in a timely manner [(00:15:59)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=959s). ## tip 5: cross it off [(00:16:09)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=969s) - Functional planning can be improved by crossing off tasks instead of checking them off, as this creates a distinct visual style between completed and incomplete tasks, allowing for a clear glance at progress [(00:16:09)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=969s). - Using a simple and effective method of crossing off tasks, rather than using checkboxes or other aesthetic methods, can increase productivity and provide a clear visual indication of completed tasks [(00:16:17)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=977s). - The bullet journaling community often influences planning methods, and using decorative spreads with stickers from brands like Hubman and Chubgirl can be visually appealing, but may not always be the most functional approach [(00:17:23)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=1043s). - Aesthetic decisions, such as using circles and checkboxes to denote completed or incomplete tasks, can affect the functionality of planner spreads and may not provide the same level of visual clarity as crossing off tasks [(00:17:44)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=1064s). - Returning to a simple method of crossing off tasks, rather than using more complex or aesthetic methods, can significantly increase productivity and provide a clear indication of completed tasks, as seen in the example of a personal to-do list [(00:19:01)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=1141s). - Functional planning is highly related to individual brain function and how eyes take in information, with the example given being that if something is crossed off, it is perceived as completed, and if it's not, it's perceived as still needing to be done [(00:19:44)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=1184s). - The trap of making spreads look aesthetic can affect the functionality of planning, as seen in the example of trying to make a planner look prettier for the sake of the internet, which can lead to making functional elements less effective [(00:20:28)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=1228s). - It's essential to identify and avoid doing things in a planner that make it less functional, such as not crossing off tasks completely, just because it looks nicer, and instead focus on what works for individual planning needs [(00:20:54)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=1254s). - The primary goal of functional planning is to have a notebook that will actually be used, rather than having a beautiful notebook that may not be functional, and it's crucial to incorporate tips and methods that work for each person's planning journey [(00:21:13)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=1273s). - The key to successful functional planning is to have a planner and planning system that works for real life, not an ideal life, and to share and learn from others to grow in functional planning journeys [(00:21:29)](https://www.youtube.com/watch?v=v-MOLrNXrOE&t=1289s). ## Sources - [website](https://www.youtube.com/watch?v=v-MOLrNXrOE?si=ts-JDzpzu2nttIbo)