Creating a Container for Big Ideas
A 7-Step System to Reduce Overwhelm and Make Your Calendar Work for You
Do you need a to-do list for your to-do list?
Whether you’re running a business, a household, or both, it’s easy to feel like your brain is operating in tabs—and all of them are open. This simple system helps you reduce overwhelm by creating a sustainable structure for your tasks, dreams, and responsibilities. It helps you:
Focus on what matters this week (without forgetting your long-term goals)
Build in white space for life to happen
Move toward a calendar that feels energizing, not exhausting
Let’s walk through it.
Step 1: Braindump Your Tasks
(a.k.a. Marie Kondo your to-do list)
Write it all down. Everything.
Personal, professional, administrative, creative—get it out of your head and into one place.
Yes, it might feel overwhelming. That’s the point. When you see it all at once, you can:
Let go of what doesn’t need to be done (or done by you)
Reevaluate due dates based on alignment, not anxiety
Organize your schedule with clarity instead of chaos
Step 2: Organize Using the Eisenhower Matrix
…but make it mission-aligned
Instead of just asking, “Is this important?”, ask:
“Is this aligned with who and how I want to be?”
Here's a simplified breakdown using the Eisenhower Matrix logic:
Q1: (Mission-aligned, urgent) Do now
Q2: (Mission-aligned, not urgent) Map out
Q3: (Urgent, not mission-aligned) Eliminate, automate, delegate
Q4: (Not urgent, not mission-aligned) Delete
Pro tip: Q4 is often invisible. Think: checking email 17 times, doom scrolling, or cleaning out apps you don’t use. These aren’t “bad”—but they may not reflect your priorities. Log where your time goes retroactively, so you can choose what to keep.
If you use Notion, here is a template for you: https://www.notion.com/templates/eisenhower-matrix
Step 3: Schedule Q1 (Urgent + Important) Tasks
This is the “get it done now” list.
Plan these into this week and next, giving them prime space in your calendar.
Step 4: Create Admin Time Anchors
Don’t let logistics rule your day. Contain them.
Set aside:
🕘 30 minutes every Monday to reset and plan
⏱️ 5–10 minutes each morning to check in with your Q1 priorities
This keeps the swirl in check—and makes time feel like it’s on your side.
Step 5: Protect White Space
This is where most systems fall apart.
Build white space into your calendar on purpose. You’re not lazy or behind—you’re pacing. This way, when new urgent items arise (they will), you’re not scrambling to rearrange everything.
Q1 is a sprint.
Q2 is a marathon.
Neither is sustainable without rest stops.
Step 6: Map Q2 Projects Into the 12-Week Year
Now we zoom out. Q2 = Important but not urgent. These are your long-range goals, values-based projects, and creative ideas that matter deeply but rarely scream for attention.
Use the 12-week year model:
Each quarter = 13 weeks
Plan for 12 weeks of intentional focus
Reserve 1 week for recalibration and restoration
This framework helps you actually finish your goals—without burning out.
Step 7: Use a Gantt Chart to Map Long-Term Projects
Once your Q2 projects are clear, use a Gantt chart to break them down across weeks or months. It’s perfect for:
Launches or slow-build creative work
Multi-phase planning (like home projects or writing a book)
Anything with milestones
Visual planning helps reduce decision fatigue and gives your dreams a clear runway.
If you use Notion, here is a template for you: https://eminent-crafter-2d9.notion.site/GANTT-Chart-example-12e961249469808ea9a9c1ead7396f37?pvs=4
🌿 Why This Works
Most people manage time from a place of reactivity. This system shifts you into intentional alignment:
Zoom out to honor your long-term goals
Zoom in to focus on what truly matters this week
And stay grounded with white space, admin time, and a rhythm you can actually sustain
We don’t need to do more. We just need a better container for what already matters.
✨ Want Help Mapping This Out?
This is the kind of deep work I support clients with—whether in counseling or coaching. We slow down together, create structure, and help you build a life that reflects your values and your capacity.
You deserve a calendar that works for you—not against you.
