Simple Planning Systems

How to Stay Organised (Without Overwhelm)

For years, I thought the problem was me.

I bought planners, downloaded apps, tried rigid routines, and still felt behind, scattered, and constantly reacting to life instead of leading it. It took a long time, and a lot of trial and error, to realise that it wasn’t about finding the perfect system. It was about building systems that actually work for me.

If you’re feeling overwhelmed by planning, this is your reminder that you’re allowed to do it your own way.

These are the simple systems I now use to organise my time, my work, and my life, without it feeling heavy or restrictive.

1. Use a digital calendar as your foundation

I use Google Calendar for all of my day-to-day planning. It’s always with me, easy to update, and accessible across all my devices.

I have separate calendars for different areas of my life, my family, my art business, The Organised Artist, and my teaching job, all colour-coded. This gives me a clear visual overview of my time and helps me instantly see where I have space.

More importantly, it helps me protect my time.

Instead of scattering appointments across the week, I group them together where possible. This prevents my days from becoming fragmented and allows me to keep longer stretches of time free for deeper work like painting, or simply resting.

Try this:

Open your calendar and create separate colour-coded calendars for the key areas of your life. Then look at your week ahead and gently group similar tasks or appointments together.

2. Automate what you can

One of the biggest shifts for me was realising I didn’t need to remember everything.

I now automate recurring events like after-school activities, work commitments, and even regular life admin. This removes decision fatigue and frees up mental space.

Try this:

Think of three things you repeat every week or month and add them as recurring events in your calendar.

3. Use paper for bigger picture thinking

While digital works beautifully for daily life, I still rely on a paper bullet journal for longer-term and more creative planning.

This is where I map out seasons, plan exhibitions, and look at the year as a whole. Seeing a few months at a time, without the noise of small daily tasks, helps me make better decisions about timing and energy.

It feels calmer, slower, and more intentional.

Try this:

Take a blank page and map out the next three months. Add only the most important events or priorities and notice where there is space.

4. Break projects down

When I’m working towards something like an exhibition, I don’t try to hold everything in my head.

I break it down month by month in my bullet journal, then into weekly tasks, and only then into daily actions.

This creates clarity without overwhelm.

Try this:

Choose one project and ask yourself:

• What needs to happen this month?

• What could I realistically do this week?

Write only a few key tasks, not everything.

5. Keep your daily to-do list small

This is one of the most important shifts I’ve made.

I use a very small notebook for my daily to-do list. The size matters. If I have too much space, I will fill it, and that quickly becomes unrealistic.

A smaller list creates a natural boundary. It helps me focus on what truly matters and allows me to finish the day feeling calm and capable, rather than behind.

Try this:

Limit yourself to 3–5 tasks per day. If it doesn’t fit, it waits.

6. Planning creates space, not pressure

It might seem like I spend a lot of time planning, and I do, but that time gives me something invaluable.

Without these systems, I would be reacting all day long. With them, I feel more in control, more grounded, and more able to choose how I spend my time.

You don’t need to copy my systems exactly.

Take what resonates, leave what doesn’t, and give yourself permission to build something that works for you.

That’s where the real shift happens.