Project Planning For Procrastinators | Cindy Guentert-Baldo | Skillshare

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Project Planning For Procrastinators

teacher avatar Cindy Guentert-Baldo, Planner/Artist/YouTuber

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Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Watch this class and thousands more

Get unlimited access to every class
Taught by industry leaders & working professionals
Topics include illustration, design, photography, and more

Lessons in This Class

14 Lessons (59m)
    • 1. Introduction

    • 2. What Is Procrastination?

    • 3. Starting Out Right

    • 4. The Big Scary

    • 5. Breaking It Down - Example 1

    • 6. Breaking It Down - Example 2

    • 7. Which System Is Right For You?

    • 8. Systems - Trello

    • 9. Systems - Google

    • 10. Systems - Kanban Board

    • 11. Systems - Paper Planner

    • 12. Systems - Bullet Journal

    • 13. Tips & Tricks

    • 14. Start Doing!

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About This Class

I have a confession to make: I’m a chronic procrastinator. 

I’ve lived by various mantras my entire life -

  • “I work best under pressure”
  • “I can get it done later”
  • “I do my best work at the last minute”
  • “Something always gets in the way”

If you’ve caught yourself putting off something you KNOW needs to be done, or you find every reason in the world to not start that project, or you’ve said any (or all) of those things to yourself, then you, my friend, may also be a procrastinator.

There is no easy fix to this situation - procrastination is a habit that needs to be broken, and like any habit, that can be tough. 

However, in this past year I’ve managed to accomplish a few big projects within my deadlines and without doing all of the work at the last minute. I’ve learned a few things about tackling a project if you are a procrastinator, and I’m sharing them with you in this Skillshare course.


Like writing this book!

I can’t promise you that you’ll never procrastinate again, but I can promise to provide you some solid ideas and examples of how to organize your projects to avoid putting them off until the last minute.

In this course we will

  • Talk about why we procrastinate and some ways to better manage this habit;
  • Practice breaking down a big scary project into manageable chunks - I’ll be using two examples in this class, one work related and one personal related;
  • Use several different systems (both digital and analogue) to organize those tasks with tips to help you decide which system may work for you;
  • Discuss tips and tricks to help you stay accountable along the way!


By the end of this course, you will have broken down a project into a manageable timeline and built it out in the organization system of your choice, enabling you to start DOING.

This course is for anyone who struggles to get started on a project, even if they are excited about, especially if they aren’t excited about it. If you are a beginner at Google Calendar or Trello, you will learn some pretty awesome basics while you are here! While we will be focusing on the planning, this course is NOT for people who are just interested in planning. Actually doing the work is part of this, so let’s get to it!

Meet Your Teacher

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Cindy Guentert-Baldo



My name is Cindy Guentert-Baldo, and I'm a freelance artist and illustrator. My background is in hand lettering, something I've done professionally for over a decade, but in recent years I have branched out into making YouTube videos on paper planning, watercolors and other art and of course, lettering. I've taught lettering both online and in person for 5 years.

I currently publish 3+ videos on YouTube as well as a weekly podcast, and I will soon be opening up an online shop to sell prints of my original illustrations. My lettering and illustrations for planner stickers and other products can be found exclusively at Krissyanne Designs, and at Michael's Stores under the Krissyanne Designs label.

My goal for my Skillshare catalogue is to make planning and art feel m... See full profile

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1. Introduction: I have a confession. You guys, I am a chronic procrastinator. I have caught myself saying things like I work best under pressure. I can get it done later. I do my best work at the last minute. Something always gets in the way and I can't get things done. These air things I say all the time. And if you are like this, then you are likely a chronic procrastinator as well. And yet, somehow, in this last year, I have managed to tackle some very large projects with scary deadlines. And I've managed to get them done not only under deadline, but with time to spare and without stressing Hi, I'm Cindy Gunter. Balto. I am an illustrator, a youtuber, a podcaster and a soon to be published author. I love getting things done. I love planning. I love art. I love all of these things. And yet, somehow, even when I'm enjoying a project, I managed to procrastinate until it stresses me right out. And I don't get anything done. Now I'm gonna be up front with you. There is no easy fix to procrastination. There is no way to completely break yourself of the habit because that's what it is. It's a habit. However, I hope to provide you with some methods and tools to help you get through here next big project without freezing up and then stressing out at the end of it, when you have to do a whole bunch of work in one night's time in this course, we're going to talk about why we procrastinate and what procrastination is and some ways to better manage this bad habit. We will practice breaking down a big, scary project into manageable chunks, and I'll be using two different examples one work related and one personal related to give you an idea of how to wrap your mind around this. I'm gonna show you several different systems to organize those tasks to help you get them done in a timely matter, and they will be both digital and analog. That is basically an option for everybody, and at the end I will give you a few tips and tricks on how to continually pump yourself up and avoid the emotions that bring on the procrastination in the first place through the process. By the end of this class, you should be able to take a big scary project. Break it down and lay out a plan on the calendar so that the next thing you can do is just get to work on it. And I would love it if you share your progress in the project tabs down below. Because there are several different methods. I'm going to show you their several different types of materials you could use, so it depends on what you choose. But in this course, I will be using two different free options trail Oh, and Google Sweet. I will be doing the Kon Bon method, which involves a white board and some post it notes and pens. I will be showing you a paper planner in my case and Aaron Condron, planner. And then I will also be showing you utilize the bullet journal as well, which just needs a notebook and a pen. You don't need to actually go by all of these things in less than eight. It will help. You kind of discern what system might be the best for you. You actually probably have everything you need already, so you don't need to go buy anything. This classes for anyone who struggles with procrastination. Whether you are new to project planning or you are an old hat at it, I will say that beginners will likely get more out of the tutorials, especially the Google and the trail. Oh, however, the methods behind this or something anybody could use. Just remember, though, this is not just about planning, this is about actually doing so. If all you're interested in is the planning side of things, you won't get the most out of this class. So on that note, let's get right into it. 2. What Is Procrastination?: Why do we procrastinate? In 2019 there was an article in The New York Times by Charlotte Lieberman talking with some scientists who did research on the actual scientific studies behind procrastination, she says in the article. Procrastination is a way of coping with challenging emotions and negative moods induced by certain tasks boredom, anxiety, insecurity, frustration, resentment, self doubt and beyond. Often we think of procrastination as us being lazy or just avoiding things, because we don't want to do them or whatever the case may be, and that is part of procrastination. But ultimately what it really is is an emotional response. It's something that keeps us away from bad feelings, despite the fact that by procrastinating we are almost guaranteed that we will have more bad feelings down the line. Piers Steel, the doctor who wrote the book The Procrastination Equation, says, When we procrastinate, we know we are working against our own best interests. How often do you know that when you're procrastinating on a project or on some image of a deadline on that? The longer you take to do it, the more stressed out and frantic you're going to be at the end of the deadline When you're having to do all of this work, you know that's coming. And yet you procrastinate any way to avoid the feelings that actually sitting down and doing the work are going to inspiring? You are, at the very least, you think they are. So what actually triggers procrastination? First of all, boredom? Are you bored with the thing that you're doing? Is it something that you're just not interested in your not engaged with it. So it's not like we all have those tasks that were just not excited about, but we have to do anyway. Is it too difficult? Are you worried that you're not going to be able to actually complete it to the best of your ability? Do you think that you're going to screw it up somehow, or that the work is gonna be really hard? And you don't know whether or not you're gonna be able to do it in a reasonable amount of time that also can lead into perfectionism. You got to get it just right. You're worried that you're not going to do it right enough. It's not gonna be good enough. It's not going to be good enough to your standards or to the standards of some imaginary person that you think is going to actually give that much of a crap. This goes back to it being a boredom thing, not fun. Whether or not the task is something you care about. Maybe there's parts of it that you just know we're going to be a drug Artists actually suffer from this a lot because they don't want to create art unless they're inspired. Unless there excited unless they're ready to just sit down and draw or doodle or do the thing that is, most definitely I mean, I know I have struggled with in the past is the task that you need to do the project you need to work on, not clear. Do you not know what it is you're supposed to be doing? Do you have an idea? But it's not like set out in stone. Are you not sure what the parameters are or what the rules are or what the deliverer bles are, or any of the things that you need to do to actually finish the project? If you're not clear on what the project is and what it entails, then you're more likely to procrastinate on it because it's ambiguous and a big trigger for me. A huge trigger for me, especially with really big projects, is that they're just overwhelming. There's just too much to dio. This is kind of the polar opposite of the ambiguous project, right, with an ambiguous project. You have no idea what it is you're supposed to be doing, but with an overwhelming project, you have every idea of what it is you're supposed to be doing, and there's just too much and you're just stressed out. And that stress flees you right into the land of procrastination. And instead of working on the project and chipping away at it one little bit at a time, you're off to go do something else, like vacuum or whatever. Something that you know you could justify is productive. But it's not the thing that's going to help start making that overwhelming project. Ah, little bit more whelming 3. Starting Out Right: before we actually get into the planning and the breaking down of a big project, the thing that actually helps with the ambiguity and overwhelming aspects of procrastination. I want to deal with some of the other negative emotions first. So here are some tips on how to start off on the right foot when it comes to beginning any sort of big project that you think you're gonna procrastinate on, be kind to yourself. This is a huge one. Forgiveness being nice to yourself, reminding yourself that you're human, reminding yourself that you can make mistakes and that's okay is a major part of feeling good enough to be able to get projects done and not hate yourself along the way, and not shoot yourself in the foot by procrastinating and causing worse problems down the line. And if you do procrastinate, forgive yourself and move on. I mentioned this in the last lesson, but I'm gonna reiterate it here because it is so important. Done is better than perfect. A finished project is better than a perfect half completed one. If you're worried about getting something absolutely right and you never finish it, then you might as well have not started it all. Don't let your perfectionism get in the way by just reminding yourself. You could always revise later. You can always go back and fix it if you want to. But if you can get the first draft the first iteration, the first round done, you will have made massive progress. Finally, it is important to set up small winds when you procrastinate. You're trying to avoid negative feelings to make something more fun, to make something more palatable to make something more interesting. If you divide your project up into little chunks, setting up ways to reward yourself each time you complete a task each time you big a step towards your final goal, you will be much more inclined to build momentum because you will enjoy the little rewards along the way. This is not an exhaustive list at all for rewards, and I would also caution you to not go overboard on spending huge amounts of money or eating huge amounts of food or whatever the case may be. Each time you do one minuscule task, but this can give you some ideas of where to start, and you want to make sure that these rewards are not something that you think is a good reward for, like people out there, but something you're actually going to enjoy. Some ideas could be getting a massage going for a quick walk outside, getting your favorite lunch, doing just mindless scrolling on instagram. This is actually something that I do for myself a lot. I will work for 90 minutes on a project and then give myself a 10 minute break where I am allowed to fart around on social media as much as I want to. And that is, I mean, I enjoy and it's cheap and it's frivolous, and I like it. A good book, a dance party, both with yourself or with people that you love. You can go to the movies by yourself. And if you've never done this before, I 10 attend recommend going to the movies by yourself is good times. Anything small that makes you happy if you find something that makes you really happy or that read, energizes you or excites you like a walk or something like that, that really does make you feel good. The more you do it after you complete a task not only will you feel like, Yea, I've completed the task. The good feelings will start to snowball on top of each other. This is the whole reason why celebrating small wins is important because we're looking here for the cumulative effect, not just small tasks getting checked off a list, although, to be fair, as a list maker myself, that is also something I love to celebrate with. 4. The Big Scary: we're going to start now with what I like to refer to as the big scary. It's the big overwhelming project. When we talked about triggers for procrastination, ambiguity and being overwhelming were kind of the two sides to the big scary. Some big scary projects are scary because you know what you need to do at the end, but you have no idea how to get there. Some big scary projects are scary because you know exactly what you need to do to get there , and there's just so much of it. But regardless of how it's scary, a giant project when you are a procrastinator is often like a monster that is lurking over your shoulder, and you would rather find anything to do, then start working on that. So what do we do about that? Well, your first thought is Okay, let's break it down into its component pieces, right? That's how any task it's done. You need to know what to do to get there, so you want to break it down into all of the moving parts. All of the things that need to get done to add up to that big, scary project in the end. There is some danger in this step. Once you have too many small pieces, like laid out in front of you that overwhelm can come back. That worry can come back. That trigger to procrastinate can come right back. A whole bunch of little scare ease is still scary, right? I promise. This metaphor is not gonna last forever throughout the class. But I just really liked the cartoon I used in this particular piece. So how do we combat that with time? I promise you, even if you're a procrastinator, even if you're looking at this thinking, Dude, are you serious? Time is the enemy. Time is the deadlines. No time is your friend when it comes to combating procrastination, specifically taking those small pieces and combining them with time in the form of calendar appointments in the form of time blocking. Assigning things in your planner, however you want to look at it. If you combine small pieces of your project with small pieces of time, those bits of time start becoming manageable, which then helps you with procrastination and depending on how your brain works and how you process things. If you can just set your focus on the one piece in front of you that one bit of time in front of you assigned to this one particular task, as opposed to the whole thing Together, you can remove both the big and scary from the situation. Now, what does this look like in practice? Well, if you're taking tasks into time, you want to break your big project into the most manageable chunks possible, and then you want to overestimate how much time it will take. Give yourself a buffer, some leeway in terms of completing it, not just because of procrastination, but because things happen and you can't control that. And one of the quickest ways to send you back into that negative spiral is to feel like you're falling behind. And if one of those tasks is repeating and you assign it a certain amount of time and then discover that perhaps you haven't allotted enough time to it, you can make adjustments down the line. In the next two lessons. I am going to be giving you two different examples of big projects and how I might break them down so that we can use those as examples throughout the rest of the course to help you look at the different systems for planning out your projects. 5. Breaking It Down - Example 1: before we actually get into the different examples, I want to give you the framework in which we're going to break them down. This is the framework you will use to break your own projects down before you actually get started. You need to know two things. You need to know the deadline when you want to be done by and you need to know what actually is the thing that needs to be done. What is the delivery? Herbal. What is the thing? The project. What is the end result? Your first thing to do once you have all of this information is to brain dump. You need to take everything that you have for this project out of your brain and get it onto a piece of paper, all of the parts, everything that needs to get done to get to the end result. Once you have all of those parts, then you will start breaking them down into individual pieces or tasks. The most manageable chunks you can figure out. Get them down as granular as you need to, so that you can break them up into the times that you're going to need. Teoh, once you have all of those pieces. You want to put them onto a timeline. I like to go on a Barad kind of look at first. If I have months to do a project, I will look month by month and then eventually break it down for monthly to daily. This way you are getting the projects in large scope and then breaking it down into each tiny task that you can do to feel like you're making progress while at the same time being able to either hide or not worry about fetal larger scope of the project. This helps me with procrastination, especially because I can get overwhelmed looking at the overall project. But when I have one individual chunk in front of me that I only need half a Knauer to Dio, suddenly it feels a lot more feasible. Our first example is a work related professional example and that is writing a book. We have to kind of pieces right here at the beginning. The first is the timeline. This book needs to be written over the course of four months. The second piece is what actually has to be done. The delivery herbal is 50,000 words to the publisher. By the end of that four months, the first thing to do in any project is to brained up to get everything out of your head and onto a piece of paper so that you know what you're working with. In case of the book, the first thing that we need to do is actually outline the book so that you know what chapters, what pieces you're going to be writing. Then you need to write the damn thing you need to write your first draft of 50,000 words. The next piece of this is to actually read and revise that first draft to go through, make any notations on it and then finally to go through, make your major revisions do any rewrite to need to see you can send it off to the publisher. I'm oversimplifying this a little bit, but this gives you an idea of the different moving parts out of all of these pieces here. The writing The damn thing is the biggest kind of scary to get past. Everything else is sort of 10 gentle to that splitting up The project is the beginning of the assigning time to the pieces of your big scary. So we have four months. We need to divide that up. Looking at this timeline here in the first month, we won't get the outline written and get the first chunk of words 10,000 or so written in month two. We want to get 20,000 words written in month three. We want to get the other 20,000 words written that should bring you to the end of the first draft. And then a month for that gives you the time to revise and get your final draft done by getting all of the book written by the end of month three. That gives you an entire month to go through that and revise it. This is not only to give you extra time to revise and go through your final draft. This is also building in a buffer period in case you don't finish all of these words by the end of month. Three. Now how do we take these monthly goals and break them into daily goals? Are monthly goal 20,000 words are weekly goal would be to write four days a week, and so if we have four days a week. We have 16 total days in a month. So if we have 16 total days in a month and 20,000 words to write, 20,000 divided by 16 and you have 1250 words per day and then to round up 1500 words per day. So if you actually follow this to the T writing four days a week for 16 days doing 1500 words per day, you would actually come out of the month with 24,000 words, which would put you well ahead of where you needed to be in a given month. This allows for a couple of days not writing. This allows for a couple of days where you don't get as much written as possible. This isn't something that you need to get done perfectly every single day, but it gives you a daily goal to strive towards. Once you have all of that set up, then you can start planning out your time, which we will work on later in the course when we're looking at the different methods for actually setting your plan up 6. Breaking It Down - Example 2: Our second example is more of a personal example, and that is decluttering your whole house. The timeline is one year, although if it was a project like this and you were saying, moving your timeline might be based on your moving date. But I'm gonna give this a year long time line because it is a personal project where I am setting the goal that to do. I have three bedrooms, four closets, two bathrooms, a living room, a kitchen, a dining room and a garage to get through in that year and again, this could easily become a big, scary situation when you look at that massive to do list. So we want to move to that first phase again of brain dumping, everything that we need to out on this and paper. The first step is going to be to outline to make a list of each major area of the house, and then once you've done that, you can refine that by actually dividing those into their parts. For example, in the bedroom there may be your dressers. Your night stands, your book shelves in the kitchen. It might be your cabinets, your dishes, your refrigerator your appliance graveyard, Whatever. The case may be divided up into all of the kind of manageable pieces of any given room so that you know exactly what it is that you're working with. Then the next step is to actually do the decluttering to go through each area and sort into toss, keep and donate, and then finally make sure everything is in its place. Make sure that everything you're tossing has made it to the garbage. Make sure that everything you are donating has actually made it to the donation center, not just out in the garage looking at myself here and that everything you're keeping has found its permanent home. So here is a much longer time line than the book, because this is a much longer deadline. We have this split up into 12 months, and each month has a different area, except for the months where we're doing the closets where we're doing two in each month and at the end of it, wherever spending two months on the garage again, this is a little exaggerated. I guarantee you looking at this, I could probably get both bathrooms done in one month, and I may not need two months to do the garage, but I may need more time to say to the garage and less time to do the dining room. This just gives you a basic breakdown where again you're over exaggerating the time that you needs that you have a little bit of room to play in case something comes up. Now, To break this one down is a little bit less straightforward than the writing the book, because we're working with different tasks that are different sizes. So rather than working with each task, we're gonna work with times specifically and then assigned tasks to that time. If our monthly goal is to declutter one room and our weekly goal is to do about six hours of solid decluttering per week or 24 hours per month, then we need to think about what our daily goal is going to be. How much time do you want to spend on any given day? Decluttering. You could set this up with, like, 15 minutes spurts per day, maybe twice a day, maybe four times a day. I'm looking here at the ideal of 1 to 3 hours per day, maybe one hour per day, half an hour in the morning, half an hour in the evenings during weekdays, and maybe three hours a day on the weekends when I have a little bit more time. So, ideally, I would be decluttering a little bit every day for 2 to 6 days per week, depending on the week. So if you round that up, it winds up being about an hour a day, five days a week. So then, once you know how much you want to spend on any given day, you can start looking at your list of tasks that you built for any given room and start plunking in different tasks. If you know that decluttering, your sock drawer will take 15 minutes and declaring your underwear drawer will take 15 minutes. You could do both of those for half an hour in the morning, one day before you go to work. If you can estimate that de cluttering your pantry is going to probably take a good two hours, then you want to assign that on a weekend where you're going to give yourself three hours. And suddenly this really overwhelming project becomes a bunch of just short little appointments that you have with yourself. I'd like you to give that a try. Right now, I would like you to take a project, whether it's work or personal family. Whatever. Take a project you have been procrastinating on and break it down into its tasks that you are ready to start plugging it into the planner system of your choice. Once you have broken it down, posted in the projects taps that we can cheer you on. And in the next several lessons, we're going to go over different systems that you can use to manage your project and keep yourself on task so you can decide which one is right for you. So then you can finish planning and actually start doing. 7. Which System Is Right For You?: in this lesson, we're going to be talking about which system is best for you when it comes to managing all of the tasks in time that we just talked about, that you just broke down and should have in the projects tap. Have you done that yet? If not, go back to the last lesson and get that done. I want to caution you. Here though there is a certain amount of procrastination that comes from planning, planning, convey ery much look like procrastination. And I actually will have a YouTube video linked in the projects. And resource is tab that I did on my channel talking about planning this procrastination in case you find yourself going down that rabbit hole. So don't spend too much time deciding on your system, decide what works for you and then go with the templates and the ideas that I give you in this course so that you can actually get started. The first system are going to look at his trail. Oh, it is a free app on your computer. It is a project management software that is modelled on the Kon bon method, which we will talk about a little bit more, a little further down this lesson. Trillo is great for people who need to collaborate with other people. You can share your travel boards with other people and work very collaboratively. It's pretty awesome for that. It's also very flexible, and you can do a lot of customization to make it look good. It could be very pretty, and I would argue of the two digital solutions we're gonna be talking about today. Trailer is by far the prettiest. Another great tip for this is if you are somebody who doesn't like to see everything at a glance. If you just want to focus on the one project you're working on, Trela makes it fairly simple to kind of camouflage the stuff you're working on until it's necessary for you to see it. You can pay for extra add ons and options, but you don't really need Teoh. The other digital solution we're going to be talking about. I put Google docks, but it's basically the Google sweet, and the lesson on Google will be working with. It's really great for people who want to see your whole timeline at a glance, especially if you want to incorporate it with other calendars in your life, or if you want to share it with, say, your family or your friends or whoever. Collaboration is really good on that, and you can actually see all your scheduling in one place, not just the project you're working on. That is a great thing for some people, but for other people, that can be overwhelming. So I've seen your whole life at a glance is overwhelming. This may not be the system for you, although there is the option to turn other calendars off. One of the best things about Google specifically is that you can set it up to send you alerts on your phone or on your computer to give you that extra bit of accountability. And much like trail Oh, basic Google Docks is also free 99. The next thing we're going to talk about is the Con Bond board. Now this can be online, like Trela, or you can use it in person, which is what I do with an actual white board and sticky notes. It is a project management tool that helps you physically move projects from starting to in progress to done, and you can see your whole project of the glance. You get the tactile sensation of moving things around, and because it's on a white board in my office, it's always there. I can always see it, and it's always looking over my shoulder. So if that is an accountability that you need, if you want something you can't hide from because it's always there, a convoy on board might be great from you. It also can add a lot of color to your office. It does cost a little bit of money at the set out to get posted notes and a white board, but it could be a generally pretty inexpensive situation to set up. Now. When it comes to cost, the paper planner is probably the most variable. It can get to be the most expensive, or it can be pretty inexpensive. But what we're talking about here is a pre printed paper planner with monthly weekly daily spreads. Whatever it is you want, I actually have a skill share class called Finding Planner piece that can help you decide what planner is right for you, digital or otherwise, paper or otherwise, and I will link that as well in the resource is to have in case you want to check that out . But we will be talking about general paper planners with a monthly view. In this particular course, it's great for people who like to write things down. If you are somebody who loves to write things down and check things off. But you don't want to spend a lot of time setting things up, you want to open out of the box calendar you can work with. It can vary widely and cost. There is a whole world of it. And if you haven't explored that on the Internet, you're welcome for that rabbit hole. The final system we're going to be looking at is also a paper planning system, but it is the bullet journal who are unfamiliar with the bullet journal method. I will make sure The Link Writer Carol's Bullet Journal website he is the creator of the method, which you really need to know, is that it is a note taking system designed to be very flexible just in a notebook for you to help you keep track of everything you need to do. It is fantastic if you love to write things down and check things off. It is fantastic if you want to write things down and check things off. The biggest issue with the bullet Journal is not always an issue. You can totally avoid this, but a lot of people fall into the procrastination as set up time with the bullet Journal. If you want to draw in a bunch of layouts, if you want to make a bunch of trackers and everything else, if that's something you're excited about, a bullet journal could be great for you. But it's doing those things becomes a procrastination technique for you. Or if you don't want to spend that much time setting things up, it may not be the best for this particular method of planning your projects. Both journals air generally fairly inexpensive, to get started as long as you're not going for all the bells and whistles, all you need is a notebook and a pen. I invite you to let us know in the project, have which method you're going to be going with. You may not know yet each bus and coming up is going to dig into each of these methods individually. That may help you decide, or you may already know what you like. And you can skip straight to the pertinent lesson for you. Either way, let us know what you're going to be using in the project tab. 8. Systems - Trello: Listen, we're going to be talking about using trail Oh, as a way to manage your projects as a procrastinator. Trailer was great when you are trying to not only keep track of all the moving pieces, but you're trying to kind of hide all the work you have to do until you need to put it right in front of you. It's also great for collaboration, but if you want to work on that, that is an entirely different video. And if you are interested in that sort of a course, you need to let me know in the comments of this skill share course. So the first thing you do is you come to this spot where it says create new board at board title, right the book and then you pick a background, and I am going to look for one that is book related. You could customise it in all sorts of ways. You can upload your own photos, but I'm just going to go with this because it's clean. You'll be able to see what I'm doing, and it has books. So Trela works using lists and cards lists or where you keep the cards cards are individual tasks in the conven method, which we'll talk about later. It's a white board which holds the different lists and then the post it notes of the cards . First thing I'm going to start is to do so. This is our list of everything that needs to get done to write the book. We already got this brain dumped out and we will just start working on it. And then what I'm going to do is create four more lists for the four months that we have to write the book. Those are the four months that we are going to be working in. Now we're gonna go into this to do list and we're going to create a card. The first thing that we need to do is outline the book. The second thing is the 50,000 words. The third thing is, the revising of the book on the fourth thing is to do the final draft. Now, within one of these cards, you conduce a all sorts of things. We're gonna go to this 50,000 words card and we're going to create a checklist. And for this checklist was called words. We're going to add all of the word chunks. We want to write 1500 1500 now. You could divide this into months if you want to, but I'm just gonna go with all the 1500 chunks you want to write. Imagine if it made a whole bunch of them here, whatever the case may be. So there's all these 1500 words not say we're going into march, and it's the day you're getting ready for the week, and you know that you're going to want to write four batches of 1500 words that week, but you don't want to keep looking at this. Here's the thing. All of your stuff will be in this list, and you won't have to see everything until you click on it. So if you have an outline the book you have chapter names, synopsis, chapter summaries, you clothes, the's down. You see that there are items to be done. However, you're not having to look at your entire to do list at once. The other thing you can do with these lists it's awesome is at a due date. Let's say that your due date for outlining the book is the end of February, February 29th at your due date and then you're outlined for the 50,000 words is the end of April. You could enable what they call power ups to add more detailed situations, but you're only allowed so many power ups, and I personally prefer to utilize the Google drive power up or the the calendar power up. But you can use these to add more functionality. You only get one, though, for your free account. If you want to add more. Yet he's a paid account. You can also add color coding to these things if you want to do multiple projects within one board. But what we're going to do now is keep it super simple, and we're gonna go to March. And let's say that for the week that you're on in March, you want to do four of these 1500 blocks. So what you're going to do is go to one of them and go convert to card, and they will do that convert to card convert to card convert to card, and suddenly now you have four cards of 1500 words, and you want to give these due dates So you're going to pick March 3rd March sixth, and then because you're gonna be working on them in March, you can add them to your March list. And if you really want to have fun, you can add done. And so when you finish one of thes, let's say you complete it, it'll show completed, and then you can throw it into the done less. You can keep track of everything that you've gotten done. But in this way you're keeping everything you need to do here, and then you just start moving it as it gets worked on the other thing that you can do to make this really awesome. With each of these cards, you can create a card template at another card. You call this 1500 words, and in this card you can add your checklist. If you want to, you can attach. Let's just say you have a manuscript Google Document that you're working on. You can attach that so you can easily access it from your trailer card, and you can make this a template so that all you have to do create card from template. Make another 15 words card and you have another one with the Google drive in it. This a few different ways. You can use this now. If you want to use this the way that a conv onboard generally works, you can create your board declutter. The house used this one, and instead of doing the months which you could do is put it to do list. Create your cards with each room in mind. So bedroom, one bed room to bathroom garage, etcetera and then in each of thes, add your checklist of your different sections like closet underwear, shoes, night stand and then so each card has your list of things to do, and then you have in progress and done. And so let's say you're starting on the bedroom. You add your due date of the bedroom, which is the gain of march, and then you go and you create cards from these things. Convert to card. Go to your closet as your due date for February 8th, when you know you're gonna be working on it. You added into in progress, and you can add them as you work on them. Or you could put everything for one month and in progress, depending on what you want to see. The reason that this is awesome is because you have all of these tasks. They're all collected here and then you just start knocking them off. And the best part is as you work on them, they'll line up in this done list and you'll be able to really get a good idea of what it is that you are working on. These systems work really well when you have a lot of moving parts that you're trying to keep track of. But you could still collapse them down over here and not worry too much about all of the ship. This is the way to break down the big scary, but then put a lot of it in a box and only focus on the things that you care about in that moment, which for some of us, is really important. But if you like to see your whole month at a glance and know exactly what you're working on for the whole month than Google calendar might be for you, and we're going to do that one next 9. Systems - Google: in this lesson, we're going to be talking about using Google. I said Google docks, but what we're really going to be using is Thea Online suite of APS, specifically Google Calendar and Google. Keep to help you manage your projects and stay on top of your timelines. This is your Google calendar. You get this. If you have a Gmail account, you could go right into it. It's free, and it starts off looking kind of like this with nothing on it. Everybody gets a calendar that has holidays, and you can turn that on or off. I usually keep it off because I don't really care that much. But the way that you're going to use this specifically to take care of your project is to create a calendar specifically for that project. Is the first thing you're going to do is head over to this side menu and click the plus sign, create new calendar, and I'm going to call this calendar right a book. We're gonna start with that now. Once a calendar is created, you can head back into your Google calendar, and I usually hide this because I don't really need to see all the different calendars at any given time Before I actually begin plotting things on the calendar, it would be really good to know what exactly I'm trying to plot out. To do that. You could have a written down note pad in the Google suite. There's actually a note taking app called Google Keep that is actually perfect for doing this. You go over to this icon here, click that that takes you to Google keep and you can start by taking a note. Or you can click on this little button here new list and create a checklist, so we'll call this. Write the book, and on that list we have outlined 50,000 words. Advise Final Draft again. That's our basic list. And if you want to go into Google, keep you can change the color to make it something that you prefer. You can go over here and pick a color to in Dent on the Mac, you hit command and then you use the right hand bracket, and if you want to unindentified hit command and the left hand bracket and on the PC, it is control in the same bracket situation. So right now I'm doing is entering in some of the tasks that I had already got in figured out. And if you wanna keep it at the top of your Google, keep notes. You can pin it when you go back to Google Calendar, you got this little note situation right next to your calendar. Let's just say that at this point you've gotten through your outline. You click that the whole thing gets checked off. But in February and then you have the 10-K words for January. So we're doing 20 k words. And remember, we talked about doing 1500 words a day, four times a week. Let's just say you decide that you want to write on Tuesdays, Wednesdays, Thursdays and Fridays. We'll go to Tuesday. I like using emojis in my calendar. I think it's adorable. Look up, pencil, and we'll use that for writing times in the write a book calendar. But what I want to do is go to more options because I want this to repeat, will go to repeat and when I want it to repeat, is a customs we go everyone week on. I wanted to repeat on Tuesdays, Wednesdays, Thursdays and Fridays. and I want it to end on March 1st because that's the end of February. This is just the end of my February writing. Once you could have done and then you hit save. You have a writing appointment on your calendar for all of those days. This is your 16 days of writing 1500 words per day. Now you can go into this and edit it and say, Write 1500 words save. And then you could say this and all events. And now you have 1500 words every day on your calendar once you decide how long that is going to take you, whether it takes you two hours, whether it takes you three hours, whatever the case may be. If you go to that week by hitting W you see your your appointment is up here at the top because it's an all day appointment. But what you want to turn it into is an amount of time on your calendar. So let's just say two hours, so we'll go to my thing. We're gonna make it two hours and let's say you want to write in the mornings from seven AM to nine AM change the time. 7 a.m. To 9 a.m. Save, and we'll just do all of the events because for now, that's what you want Is to write 1500 words at this time every day, all month. So now you have this time blocked in on your calendar like an appointment to go toothy. 14th. It's Valentine's Day, and let's just say you don't think you're going to be able to write on Valentine's Day cause you're going out of town. So you just delete the appointment. Trash that and just say this event and only that one disappears. Remember how we said to make sure to over exaggerate how much time you need, so that would just get rid of the event altogether. But you would still have enough time in your month to actually write all of the words. But if you actually wanted to make sure to have that 1500 words in that week, you could go to Monday. But maybe on Mondays that time is actually not good for you. And so you're right in the afternoon from one until three and you put in your little pencil , write the book and there you go, you still have your appointment. You can also just move appointments. Let's say on the 13th you don't want to get up that early. You could move it ahead a few hours, toe 1 10 30 to 12 30 just edit this event. Or you could edit all of the events. And then when you actually completing these, when you get through all of your words, you could take this, keep note and make an even smaller list with the 1500 words for each day's that you can check them off individually. Or you can just check it off when you're done with the whole month. And then you can see your progress here and see everything that you did. As for the home decluttering personal example where we're taking time and then adding tasks into it, we're gonna make a second calendar. This calendar is going to be de clutter the house, and before we even start worrying about the different kinds of projects we want to do on each day, we have figured out that on three week days a week, we want to spend half an hour in the morning in half an hour decluttering in the evening and then on the weekend spend three hours decluttering on one of the weekend days. It's the first thing I'm gonna do is go in to Tuesday and then add a emoji will go with a little box for decluttering. Go to more options and I want to declutter in the morning at 8 a.m. Before I goto work from 8 to 8 30 And that's going to repeat on Tuesdays, Wednesdays and Thursdays through Will Say March 1st and then we'll reassess at the end. So now that we've done that, we have that half hour appointment every day for those three days, and we're gonna go back and do it again, and we'll be decluttering at 9 p.m. Till 9 30 And this will repeat Mondays, Tuesdays and Wednesdays through the begin of March. So we have these opening appointments for decluttering, and then one more on the weekends with said on Sunday afternoons were going to de clutter from one until four. And you know, I'm just arbitrarily adding these times here based on what you might be able to dio remember, with a calendar like Google, you can actually change everything as much as you want to, whether you change one appointment or all of the appointments. So once you decide that this works for you, you can keep doing this. And we're just going to repeat this every Sunday until the first of March. And now you look at your calendar and you have all of these time slots. This is where you go back to Google keep and you start your list. And let's say in February you want to work on your bedroom. This is the bedroom list. So these are all the things you've got on your list. So now that you have your list, you can start plugging them into these different appointments. For example, the closet is probably going to be a longer period of time. So you could go into this Sunday appointment and say, closet, save just this event. And now you have your closet on there, and then you think that your underwear in your sock drawers are both going to be little quickies. Shouldn't take you half an hour at all. So maybe you want Teoh do your undies on the morning of this day and then your socks on the night time of this day, and then once you've plugged everything in, remembering that you've got longer periods of time to do harder things, you might decide that on March 1st or even on the 23rd that rather than dick literate, you could take a trip to ease up car emoji drive and take a trip to the donation center to get rid of everything that you have accumulated. But by doing this, you're filling in each of these appointments with something, and you can get a lot more granular. If you're gonna be doing all of this decluttering, then you can make this even smaller. Or if you feel like you have way more time than you need, you can start another project that could add another list on to hear. If you wanted to like your next decluttering. That's a great thing to do. If you feel like you have, like, way more time in this month for this, one thing could add another list and put your bathroom on here. Go in. Make that a different color, and when you go back to Google Calendar, there it is. But the bedroom, which is the one you're working on is the one that's at the top of the notes, and you could just start checking them off by doing it. This way, you can keep track not only of everything you've done but the things you still have to do. And you could just take them off the list and plugged them into your calendar. Both of these approaches putting things on your calendar and then assigning time when you figure it out or figuring out your time and then assigning things as you get to them are ways to help keep you on track with procrastination using Google, Calendar and Google keep. 10. Systems - Kanban Board: in this lesson, we're going to be talking about a Con Bond board, which is a physical situation very similar to the trail aboard that we already looked at. This is and then you can hang up in your office. You can hang up in your room. You can have looking over your shoulder basically all the time. And if you use great post, it notes, it adds a lot of color, which I personally love To do a combat board, you need a whiteboard, unique colored post it notes. You need a pen and you need a white board marker of some sort or another to get the whole thing set up. It's the first thing that you're going to do is take all of those task that you broke down and write them on the Post it notes. Now I'm doing the 1500 words in chunks here because you wanted to be as granular as possible. Each post it note that you move represents a single chunk that you have to work on so you go through, get them all written out every stage of your project on the post it notes so that you can move them to the board to set up my convo on board, I grabbed the sticky notes. I grab a ruler, my white board and central. I erase markers. The first thing that you're going to do is divide your whiteboard into three sections. Generally speaking, I want the top section and the bottom section to be the bigger ones and the middle section to be slimmer. The reason for this is that the middle section is actually where you focus on the things you're doing currently, whereas the top section is your to do list. In the bottom section is your done list, and you're gonna go ahead and write those on there I usually write to do in progress and done on my white board. Then all you need to do is load up your whiteboard with sticky notes that you've already written out. In this first example, I'm putting down all of the ones I did for the right the book project. And I'm actually arranging them in a certain way so that I can divide it up into weekly tasks that I want to do. You can leave it like this, or you can take your whiteboard marker and divide it into amounts of time. In this case, here, each of these little sections represents one week and what I want to get done in that week . And then what you do is you take the sticky notes that you are about to start on and you move the first tasks to in progress get going. And when they're done, you put them in the done section. If you want to have more than one project at any given time, for example, if you're decluttering and writing a book, you can divide your to do into two sections and then load your sticky notes up into two separate sections and then utilize them both as you're moving them down to in progress. This is really where having the smaller in progress section on your board matters because the bigger your in progress section is, the more you're going to feel inclined to load it up with stuff which will overwhelm you and then cause procrastination. So by having it smaller, you can put exactly what you want to focus on that week and then prioritise what exactly needs to get done at any given time. I can say from personal experience that watching the Post it notes get loaded up in the done section is really satisfying. 11. Systems - Paper Planner: in this lesson, we're going to be using a paper planner. I'm using an Aaron Condron, but you can use whatever paper planner works for you. Ideally, it will have a monthly layout, and then whatever kind of daily or weekly layout you prefer to use for your daily scheduling tasks, I recommend my finding planner piece Skill Share class. If you don't know what planner you like to use, yet you can find it in the resource is section. You could just use your paper planner and your pen, but I like to use sticky notes. Pencil. Maybe highlighter depends on what you want to use. The first thing I like to do is go into my calendar for the month now. One of the ways you could do this is to start assigning the tasks that you already laid out . If you know you want to write 1500 words a day, four days a week, start plugging those days in in your monthly calendar. If you know that you need to spend three days working on your outline, start plugging those days in on your monthly calendar so that when you look at your spread , these air all appointments that you have given yourself each day during this month. And then once you have those appointments, you can start transferring them to your weekly or daily spread as you set up your planner for the day. Treated like a doctor's appointment, treat it like a school appointment, treated like something that you would do, regardless, because it's for you, and it's a goal that you have. If you can hammer into your head that each of these appointments is just as important as something like a doctor's appointment that you don't want to miss because you're going to pay a fine for it, then that will help you with your procrastination. That doesn't mean you can't be flexible. And another way that you can cheer yourself on is by highlighting or checking off when you get things done so you can look back on it and see the progress that you've made. Another way that you can use your planner to help you figure some of these out is to utilize a similar method to the conv on board. Except you're doing it in your actual planner. If you have a blank notes page in the air in Condron. I'm using the one for the monthly. I'm going to go ahead and make my list of tasks. That broken down list we worked on earlier in the course with all of the different granular tasks to declutter my house in this situation, I'm doing them on sticky notes. So that way I have every single item that sort of transportable from this list elsewhere in my planner, when I head to my monthly, I am going to be making those same appointments with myself that I made previously for the book. But instead of assigning projects each of those appointments, I'm just going to assign time. I could move those same appointments to my weekly calendar each week. I could put down decluttering for half a Knauer on that day, and then what I can do is go back to my sticky notes. Look at them, find the ones that I can do within that half an hour, yank them off, use them, fill them into my appointment, and then I can put them back on that thing under a column that says Done, and I will see the progress that I'm making each month. One tip if you want to use this method is to actually go through and estimate how much time each of these projects is going to take, so that when you have an open appointment on your calendar for half an hour of decluttering or two hours of writing or whatever that you know exactly what you're grabbing off of this list to slot into that appointment. 12. Systems - Bullet Journal: in this lesson, we're going to be talking about bullet journaling now. I'm actually going to be going down the rabbit hole, a little bit of habit trackers and things like that and bullet journals. But if you want to use the original bullet journal method, which would basically be making lists and checking them off, you can go to www dot bullet journal dot com to learn about the original method. If you were going to just use the original standard Bullet journal method, you could easily duplicate what we've already talked about in the paper planning class by taking a monthly tassel ISC than a weekly task list than a daily task list and moving them from list to list kind of similar also to the Kon Bon method. In this case, though, we're gonna be doing some visual trackers for people who really like to use color or like to be a little bit more creative, although to be fair, minor going to be fairly bare bones, but you can always add onto them. In the past, I have gone down the rabbit hole of really super fancy trackers, and that has contributed to my procrastination, which is why I'm going to keep mine relatively simple. You don't need to be able to doodle. You can pretty much draw these if you can draw a square. And if you have a notebook like Eloise term or scruples that matter, or an archer and olive that has grids or dots in them, you can draw square that there's enough guidelines for you there. This first tracker that I'm drawing in is for the writing, the book project. I'm specifically trying to track all of the words that I've written now to do 1500 words a day for the number of days that I have planned for it would be a grid of 40 and so I'm actually drawing in five by eight to get to 40. This grid represents all of the words that have to be written for the book, and then I'm also gonna add along the side some additional squares for the other pieces of the project that I need to do the outline, the revisions, all of those things. That way, as I work on these, I can fill them in. Another thing you can do when you're drawing this grid in is to black out the lines where your weeks are, where your months are. If you want to get so many words done in a month, then show it on your grits that you can see not only your progress but where you are in terms of your timelines. That way, as I feel that in Aiken, CME I on schedule and my behind schedule and my ahead of schedule, this helps you visually. And then each day. When you write your daily task list in your bullet journal, you can take the items from this tracker and add them to your list as you do them. I have seen all sorts of variations on trackers like this. I'm starting to draw in here some books. I did this, something similar to this. When I was writing my book last year, I did the number of books with each one, representing how much work I needed to do on the book in each block so you could have each book represent 1500 words, or you could have each book represent a different amount of words. That's also fun. It gives you something kind of cute to do. Lynn and again it's rectangle, so it's not that difficult, and you can adapt this with pretty much any other project. If you want to draw flowers and for gardening or clouds in for I don't know something else . There's all sorts of ways you could be creative and looking up. Bullet journaling on Pinterest or Instagram will give you all sorts of inspiration. Now, when it comes to our other project, there's a different way of tracking it that I want to show you. And this is combining a task list with coloring everything in in this case, I enjoying a one by one square to represent half a Knauer and a two by two square to represent a two hour time frame. And I'm going to make my list of all of the tasks that I have to do and then next to each one of them, I'm going to draw the square, representing the amount of time I have estimated. It's going to take me to do that task this way. I can go through and start coloring the men with the highlighter as I do them, and if there's a task that has a four square situation like the closet, and I only get through half of it on a weekend that night. Concolor half of it in. This is another way to see your progress. It's kind of an advanced way to check things off, but it can add some color, and it could be sort of fun while you do it. The whole point of doing the bullet journaling in the first place is that you can adapt your system however you want to. You just want to make sure that a it's gonna work for you and B. It's not going to take up so much of your time that you start using that as a way to get out of the thing that you know you're supposed to be doing. Now. If getting all fancy with it is something that you really know you will procrastinate with , but you still want to use the bullet journal method. Another way you can do this is to divide your tasks up into amounts of time. Here I'm putting down the kitchen and I'm going to make a list of half an hour long projects in a list of two hour long projects and then make my lists underneath it and then just transfer those over to my daily task list each day when I have that much free time. Doing it this way is a little less fruity, but it's still taking advantage of the flexibility of a bullet. Journal notebook. 13. Tips & Tricks: Now that we have gone through all of the different systems and you've had a chance to break your project down ahead of time, I want you to take one of those systems or two. Sometimes we use more than one. I certainly dio and take all of the stuff that you've done and broken down and put it onto a timeline. Start assigning tasks to time or time to tasks on these calendars so that as soon as you're done with this course, you can start working on it. I'd like you to post pictures and comments about the things that you've done in the Projects tab so that we can see how you were breaking your project down. Now, as you're getting started, I just got a few extra tips and tricks to help you along the way, in case the procrastination monster starts rearing its head. While you're working on this, your first tip is to find some accountability, regardless of how you respond to expectations. Finding some way to hold yourself accountable or to have someone help you hold yourself accountable will absolutely pull you through some of your more dire procrastination moments . Whether you ask friends or family to hold you accountable or you find a Facebook group. I've got a Facebook group. It's llamas, love lettering. You could find it linked in the resource is section and they but you can find an accountability partner there. There's Facebook group for everything, and I'm sure if you go looking, you can find somebody who will be in accountability, buddy through that situation with you. If you have a significant other or a partner, that person may be a great person to hold you accountable, or you may have a partner kind of in crime. So to speak, somebody at work or somebody in your personal life who is either on the same project is you are doing similar things to you. They could be really helpful to hold you accountable. Posting on social media is another great thing. Whether you make YouTube videos or you put it on Instagram, you just tell people you're doing something and then promise to report back to them and then start following through on it. That can also help you. My second tip for you is to prioritize, prioritize, prioritize, prioritize. You don't want to have your entire massive list every single day. Pick one thing to focus on on your project one area of your room to declutter, one amount of miles you're going to run, whatever the case may be, pick one thing for your project to focus on that day and just focus on getting that done and checking that thing off rather than worrying about an entire list of stuff. I am a chronic over scheduler, and I know for a fact that the overwhelmed that comes from loading your plate up too much on any given day means you will get less done and the stuff you get done. You're gonna do worse than if you had just focused on the one thing that was important that day. On this same note. Start learning how to let things go, whether it's things within your project that you are overly applying perfectionist tendencies to or if it's things that are on your schedule that you don't really want to be doing that don't really need to be doing. But somehow you find yourself doing them anyway. And also remember in your prioritization to remove distractions. If that means that you need to be nowhere near your phone while you're working on your project, then be nowhere near your phone. Sometimes when I need to avoid distractions, I will go to a coffee shop and work because then I'm not worried about doing my laundry. All I can do is sit there and drink my coffee and work. And like I said at the beginning, be kind to you. Be kind to yourself, not just in terms of forgiving yourself, but that's a big piece of that. Remember to forgive yourself if you screw up, we all do it. Miss a deadline. Forgive yourself. Move on. Don't dwell, it's easier said than done. But don't dwell. Go for a walk. If you're getting stressed out about your project, get out of the house. Let the sun shine on you for a few minutes. Let go of your perfectionism. We've talked a whole bunch about that and remember to celebrate your winds. I'm reiterating this because it's so true. Forgive yourself if you screw up and if you win, it's something in your whole procrastination efforts. Celebrate the shit out of it. Just do that. Be kind to you because no one else is going to be kind to you unless you're being kind of yourself. 14. Start Doing!: you've done it. You've gotten through this skill share course, and hopefully, at this point you have a project laid out and ready to go to help you stop procrastinating . My biggest tip here is to just do it. Doing is better than planning. Planning can help you get there. But it can't be the end result. It is just the kick off. I know you can do this. It is entirely possible to work through the habit of procrastination as long as you bear in mind that what you're really fighting against is a habit brought on by crappy emotions and so managing some of those emotions and managing the flow of some of that negative energy. That sounds really woo. But that's kind of what it is is gonna help you along the way. And like I said, find some encouragement. Either in the project section come see me and my llamas Love lettering group. Come find me on YouTube. You can find all of those. Resource is linked down below and here on the screen, I would love to hear about your projects. I would love to hear about what you're doing, and I would love to know that you are taking baby steps to work on your bad habit of procrastination. Just like I am. I'm still a procrastinator. I probably will always be a procrastinator. But now I've got a few tools that can help me work through it. Especially when it's a big, overwhelming project. And I hope you do as well. Please be sure to follow me here on skill share. If you are interested in my upcoming classes, find me on all of the social media things. And until next time my dudes, I hope you have a fantastic week. I hope you are doing a great job on your project. Happy planning and happy doing peace.