Planning for Energy, Clarity, and Flow
- Laia Sastre
- 12 minutes ago
- 3 min read
Have you ever reached the end of the week wondering where the time went — and why, even with the best intentions, everything still felt like a scramble?
You’re not alone.
For many of us (especially working parents, founders, and humans juggling all the things), the problem isn’t a lack of productivity. It’s a lack of planning rhythm — a sustainable, realistic way to map out our time that reflects our actual capacity, not an idealised version of ourselves.
With only a few weeks left until the next school holidays in New Zealand, now is the perfect moment to rethink how you approach your week — before it fills up with to-dos that leave you drained.
In this article, I’m sharing a simple 5-step planning process that helps you create space for what matters: your work, your people, and your well-being. No overplanning. No guilt. Just a rhythm that actually works in real life.
Let’s dive in.
Brain dump first
Before opening your planner, get everything out of your head. Tasks, ideas, reminders — all of it. You can’t plan clearly if your brain is juggling too much - take things out of your head, and put them where they belong: your calendar, to do list, reminder, etc.
Map the week, realistically
Look at the actual shape of the week:
How is the workload looking? How are the projects tracking along?
Where are the school pickups or non-negotiables?
Are there short weeks, sick kids, or low-energy days?
Have I made space for everything that needs to happen or something needs to be dropped/moved?
Plan for real life, not ideal life!
Anchor the week with 1–3 key priorities
What really needs to happen this week to feel on track? Everything else is bonus. I find doing journaling / planning first thing in the morning very positive to check in with myself and those things that need to happen as well as setting the priorities for the day.
Time-block with margin
It’s tempting to fill every hour of your day with tasks, meetings, and to-dos — especially when you’re motivated or under pressure. But back-to-back scheduling is a recipe for burnout. It doesn’t leave space for deep work, unexpected delays, or even basic human needs like rest and reset.
Instead, block time for focused work — the kind that moves your priorities forward — and then intentionally leave breathing space between commitments. That might look like a 10-15 minute reset after meetings, a midday pause to step outside, or buffer time between tasks that require different types of energy.
Remember: just because there’s a gap on your calendar doesn’t mean it should be filled. That white space is what gives your schedule the flexibility to bend without breaking — and it helps you show up more present, more effective, and less stressed.
Planning with margin isn't lazy — it's strategic. It’s how you protect your energy and sustain momentum over the long haul.
Review & recalibrate
Be flexible, check in and recalibrate if needed. Plan to create space, not to squeeze things in — for impact, focus, and sanity.
If you're feeling scattered, the problem might not be productivity — it might be your planning rhythm, or lack of energy if you are squeezing more than what you have energy for.
Planning isn’t rigid. It’s a rhythm. And the more it fits you, the more it works.
Work smarter, not harder
Are your systems truly working for you — or are you working around them? If you're in the process of building the foundation of your business, or your business is growing and its needs are changing, systems and processes are not just helpful — they're essential.
A simple, streamlined setup can help you working smarter and free up your energy for what really matters. Tech can be a powerful ally, and if you embrace simplicity, it can be a powerful way of running your business.
Here you have a Business Simplification Checklist and an SOP Starter Kit to support your journey toward working smarter — not harder. Remember, getting the basics right can save you lots of energy along the journey!
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