Have you ever wondered whether something was a goal or a project? The difference between projects and goals is the time frame. Projects are the intermediate step between goals and daily actions. The process of planning them is the same. For the majority of projects and goals, knowing the next step (or the next action in GTD) is sufficient. Others may require more planning and evaluation.

I am now using Google Keep as a Kanban board for managing projects, together with a template for 2×2 sticky notes. This method is easy to set up and update. Projects are kept very visible in front of my project files.


Previously, I used a free online mindmaping website called mindmup to map out my projects. An image of the mindmap can be made into a background or screensaver on a computer, and can be added to Google Drive to access it anywhere.

Project Planning

Yellow legal pads are great for thinking and planning. You can simply list the name of the project on the left side, and the next step on the right side. These do tend to get a little messy.

Another option is to keep a list of projects in a document in Google Drive and print out a copy for the paper planner for the weekly review.


This simple Polaroid Post It (pdf) is another option for a printable Project Master List to use with larger sticky notes.

Some projects have what I think of as dependencies. These may go on the “waiting for” list in GTD. For example, my garage project depends on good weather, and has therefore shifted to the back burner. Sometimes we may not be able to proceed until someone else has accomplished something, or we get a reply to an email. The key question becomes: “When should I look at this project again?” and then making a reminder entry in your calendar.

Some projects require more planning

According to the Pareto Principle, it is likely that 20% of projects require further planning. Some Project plans can be simple, and a sheet of paper, a page in a planner or a 4×5 index card may be sufficient. Others may be more complex and require more detailed thought. Whatever format you use should allow enough room to think in as much detail as you need.  A folder may be needed for larger projects to keep related materials together. I keep current project files in a wire step desktop holder.

Project File

Project File

Important skills for planning projects

  • Recognizing a project that is one of the 20% that require planning beyond the next action.
  • Recognizing a task that is too vague, and knowing how to make it specific.
  • Recognizing an incoming task, and knowing where to put it in your system.
  • Deciding what tools to use to capture ideas and manage projects.

It takes thought

Some tools from others

See also Evaluating Ideas and Projects, with my free Project Evaluation form, and my Project File setup.

Additional Reading

Pins about Projects at Pinterest

I seek to create order from the chaos of complex information. Join me at the Daily PlanIt to gain insights, inspiration, and information to increase skills for a better life. I unlock the power of teaching reading with phonics in the pursuit of literacy at In my spare time I explore books and movies, often choosing titles available on both screen and page.

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12 comments on “Projects
  1. […] Set goals and keep them visible. Choose a system to capture and execute tasks. List repeating tasks. Determine peak time and use it well. Eliminate time wasters. Remind yourself. Manage email. Plan weekly.Plan daily. Plan projects. […]

  2. […] Yes-Make a project plan […]

  3. […] projects will accomplish […]

  4. […] you spending your time on projects that really contribute to your […]

  5. […] of Projects list on a yellow legal pad and to-do list in leather index card […]

  6. […] use a yellow legal pads for planning projects, with a list of projects down the left side, and the next step on the right side. I also keep a […]

  7. […] up a system to manage your projects. Learn more about the Action Method at 99u. Organize visually. Create a work space that allows […]

  8. […] Consider items from your calendar, weekly plan, repeating tasks, and action steps for goals and projects. If there is time available, add more tasks from these lists. Select about 10 tasks from the  to […]

  9. […] your value statement or unique selling proposition, your projects and […]

  10. […] focused: Review your Unique Value Proposition and Projects, pick your priorities and keep your goals visual and […]

  11. […] Review goals & projects. […]

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