The power of the paper calendar

After over a decade of planning and working on projects digitally, I have found the best solution for me: the paper calendar. 

I just search, “printable calendar,” and I print out the months that I need on letter paper. (Often from this site!) I usually like to print three copies of the calendar out. One is an initial draft, which inevitably gets messy. The second is for a cleaner draft, and ideally the final one. The third is in case the second one gets messy.

To start the initial draft of the project plan, I’ll mark down the deadline, and work backwards to see how to scope the project properly. Which milestones do I need to hit? How many reviews can I afford? When do I need to reach out to who? It all becomes very obvious and clear on a paper calendar.

As I make adjustments (mistakes), I start rearranging tasks and events by crossing them out, drawing arrows to new dates, etc. When it all gets too unbearable, I pull out the second copy and start writing down a cleaner, newer, project plan there. 

I like the blankness of the printed paper calendar, so I don’t get distracted by the clutter of other tasks, projects, and commitments. (All fodder for procrastination to feed on!)

I also like the month view, which really helps orient the bigger picture.

I am also a big fan of working by hand and analog tools. (I’ve written hundreds of index cards! It’s one of the keys to how I work.)

There is a time for digital to shine, as well. For example, if I’m working with people on more complex projects, I’ll put the dates back in Google Calendar and project management software. But it usually starts with a print calendar. 

Whatever it is you want to plan out—writing a book, learning a new skill, planning a freelance project —try printing it out on a calendar and working backwards from the deadline.

Lo-fi physical tools, like printed calendars, notebooks, and physical journals, are best for small projects, and can be extremely useful intermediate steps for big, complex, projects (e.g., to map out a workback schedule and milestones).

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