Plan a project in three steps

This post is for anyone who has a lingering project (or several) that are just there waiting to get done. For whatever the reason, we’ve been meaning to get around to it but just never seem to find the time.

3 Reasons why planning a project gives you more time to do the project:

1. Adding a date and structure to a project will help you get the project done

2. If your project has a due date, backwards planning will help you tackle the task without middle of the night “oh shit” moments.

3. Taking time now to plan the project will actually allow you more time in the long run.

In session ten of CBT for ADHD we identify the skills needed to plan a project and get it done. Say goodbye to those annoying half-done honey-do lists and doom piles. We are here to get shit done!

Instead of coming up with some generic “project” as an example, I thought I would use my real-life project that has a looming due date. 

Read below for step-by-step instructions to plan a project and get it done. This technique is for everyone, not just those with ADHD. If you have ADHD, this tool will be especially useful.

In sessions one through nine of CBT for ADHD we learned the following skills:

✅ time estimation and scheduling

✅ prioritizing and breaking down a larger task into a smaller task

✅ how to sustain motivation by self-reward and visualization of rewards

In session ten we put all these skills to use by picking a project and figuring out how to get it done.

Grab a notebook and go through the steps with me. It might be easier if you set it up like a flow chart.  Head over to my Instagram account to get a visual of the flow chart and download a blank one. If you get stuck, give me a holler, we can work on this together.

Step One: Pick a project, give it a due date and a budget (if applicable)

After identifying the project, the due date is the most important part. If we have a project that is meaningful to us, like making a gift for someone, planning a vacation, or reorganizing a space, it deserves a due date. If we know when we are planning to do the project we can feel less panicky that it isn’t done yet.  

My Project: Plan a dinner party for Christmas Eve. 

Due Date:12/24 

Budget: $400 including groceries

Step Two: Identify the subgoals and their target dates

“Plan a dinner party” is so vague. If you have ADHD you may feel especially paralyzed with where to start. Taking the time to break down a big task into smaller ones will help get you out of analysis paralysis and into action. It might seem tedious or a waste of time to plan a routine project like you are a team lead on the next NASA mission, but it’s worth it.

1. Guest list and email invites Due Date 11/1. Holiday season can get busy quickly, so I hoped by sending them out in early November I could get on people’s calendars.

2. Plan a menu. Due Date: 11/20. We do an incredibly loose interpretation of the “feast of seven fishes” type menu. I have some family members who contribute to the menu, so out of common courtesy I try to give them as much of a heads up as possible.

3. Purchase food and tools: Due Date 11/29. I” needed” an ice cream maker and I was looking for the Black Friday Deals, so I used that as an anchor date. (Mental note – adjust the budget)

4. Decide on decoration/house set up. Due Date: 12/10. I took a look at the calendar and decided that if I needed to get anything or make anything I would need to know and plan for it by mid month. I will have a “free weekend” coming up and I intend to capitalize on that time but knowing what small tasks I can do before things get busy.

5. Timeline for preparation of food: Due Date 12/17

Step Three: Break Down the subgoals into the smallest task possible. 

Put each of those tasks on your calendar/planner. If you enter these tasks on your calendar you will get an idea of what is going on when. This way you aren’t planning on making food ahead of time when you have already committed to a sports game and another holiday party. You can also respectfully decline events because of conflicts with tasks you have planned.

1. Guest list and email invites

a. Write guest list and confirm you have emails

b. Draft email and have someone read it over

c. Add email addresses to email draft – schedule to send on 11/1

d. Add email responses to a folder to refer to for a head count

e. Solicit support from partner to respond to extra long email responses.

2. Plan a menu

a. Look at notes from last year’s menu, copy and paste with adjustments

b. Identify who will be bringing which dish

c. Send text to other contributors.

d. Write a list of items that go along with the menu that you already have or need others to contribute – like little, tiny dishes and spoons for the sorbet.

3. Purchase food and tools

a. Consult recipes for chosen items and create a grocery list

b. Separate into perishable and non-perishable items – put the nonperishable items on this week’s grocery order

c. Write down which stores to go and decide when you will go

d. Are there any tools, dishes, or party favor type items?  where will you get them from and when will you purchase/order them? Put that in your planner

4. Decoration and House Set Up

a. Count linens and table cloths – do we have enough? Are they stained? Exceptionally wrinkly? Get replacements if needed (12/10)

b. Set up tables and chairs (12/23)

c. Pull platters and dishes out (12/23)

5. Timeline for food prep Due Date: 12/17

a. List menu items and their cook time

b. List items that can be cooked ahead of time, decide when to cook those

c. Add any items that you overlooked to the shopping list and plan on when you will purchase/order those items.

d. Backwards plan from the arrival time of the guests and write down times to warm food, pre-heat oven, etc, HINT: If you have a smart device like Alexa. Take 10 minutes the morning of and tell her to remind you when to pre-heat the oven for which foods. I did this for Thanksgiving GAME CHANGER.

That’s it. Planning a project in three steps.

Once the project has been completed, take note of things that you would like to change for next time. You might need to give yourself an extra 15 minute buffer on your time estimation. Or decide to enlist the help of other folks to reduce the burden. You might decide that you will never host another party ever again. And that’s okay too.

Enjoy the holiday season and remember that now that you don’t have to be perfect, you can be good.