Compassionate Time Management
My Internet big sister slash life coach Kendra Adachi recently released a new book called The Plan: Manage Your Time Like a Lazy Genius. She describes the book as time management for real people, prioritizing integration and wholeness over optimization and greatness. Since reading the book, I’ve thought a lot about how to get things done while also being kind to myself and others in the process.
It’s easy to fall into the trap of productivity obsession. I know I’m guilty of it! We chase efficiency, look for hacks, and cram our days full of tasks, only to find ourselves overwhelmed and unfulfilled. What if we approached planning with more compassion? What if we planned in a way that supported our energy, values, and life’s rhythms?
Most of the things on our to do lists and in our planners aren’t going away (but I bet some could if we were honest with ourselves!). If compassionate time management sounds like a better fit for you than robot-like efficiency, please consider the following tips:
1. Manage Your Energy, Not Just Your Time
We are often told that time is our most precious commodity. But what if it’s energy, not time, that’s our most valuable resource? Instead of trying to push through your low-energy moments, acknowledge them. Plan high-focus tasks during your energy peaks and reserve simpler, less demanding activities for the times when you’re feeling sluggish. Working with your energy flow is not only compassionate, but it's also more effective. While we can’t always push off tasks until we have more energy, acknowledging our low energy with kindness can help stave off the shame we sometimes feel for not being as productive as we think we should.
Be kind to yourself!
2. Gentle Prioritization: Doing What Matters Most
Not every task on your to-do list carries the same weight. Compassionate planning means prioritizing the few things that really matter each day and letting go of the pressure to do it all. On days when your energy or capacity is low, focus only on the true must-do tasks. It’s also okay to delegate and ask for help. Remember, some days won’t go as planned, and that’s okay. We can handle that with grace, because we are not robots!
3. Leave Room for Rest and White Space
Rest is productive, and your planner should reflect that. By intentionally leaving space between tasks or blocking off downtime, you’ll feel less overwhelmed and more in control. When your calendar is packed edge-to-edge and your to do list is a mile long, there’s no room for spontaneity or recovery. Incorporating a little white space allows you to breathe and gives you flexibility when things don’t go as expected.
4. Embrace Imperfection
I’ve said it before, but let’s all remember that Perfection is the Enemy of Good Enough. A planner doesn’t need to be flawless to be useful. A day where you only cross off one task can still be a successful day. Instead of aiming for perfection, aim for progress. The messy middle—where some tasks get moved or don’t happen at all—is a natural part of planning. Let go of perfectionism and celebrate whatever progress you make.
5. Celebrate Wins, Big and Small
So often, we focus on what we didn’t do instead of celebrating what we did accomplish. Make it a habit to notice and celebrate your wins, no matter how small. Did you remember to send that birthday text? Finish a tough project? Get out for a walk? Recognizing these wins, whether personal or professional, is a great way to be kind to yourself while also increasing confidence and maintaining momentum.
6. Theme Days or Task Batching
Feeling overwhelmed by the variety of tasks on your list? Try the Lazy Genius concept of batching, where you complete similar tasks together. This can take the form of a time block of a few hours, or even a theme day — “Admin Monday” or “Creativity Friday".” I like to put the items I’m least interested in doing but that have to be done on my Monday to do list, because completing those items early in the week makes the rest of the days a breeze (theoretically!). Implementing batching can reduce decision fatigue and help you stay focused on one type of work without constantly switching gears. It’s a gentle way to bring structure to your week without overloading your brain.
7. Build in Flexibility
Life happens, and plans often change. Compassionate time management means embracing flexibility. Incorporate buffer zones into your schedule—times when you can catch up on what you didn’t get to earlier. This reduces stress and helps you stay adaptable when unexpected events arise, and they inevitably will.
8. Set Boundaries and Say No with Grace
Join us for a Planner Party: breakfast, planning workshops, and decorating our 2025 planners!
Saying yes to everything is a fast track to burnout. Compassionate planning also means setting boundaries—both with yourself and others. Protecting your time isn’t selfish, it’s necessary. Whether that means saying no to extra commitments or creating firm work-life boundaries, embrace the power of a graceful “no” to preserve your energy for what really matters to you. This concept can fall under “easier said than done”, but is an important practice to maintain your sanity.
Final Thoughts: Planner Party with a Side of Compassion
Embracing compassionate time management gives you the grace to focus on what’s important, honor your energy, and live with more intention. Remember, you are the boss of your planner, it is not the boss of you.
If you’re interested in discussing and learning more about planning and time management, consider joining us at the Good Help Organizing Planner Party on November 16. More information can be found here. It will be a fun morning where we’ll talk planning tools, take a look at our 2025 planners, and support each other in planning for 2025.
