3.12 Why perfect plans fail: Embracing imperfection in academic planning

In this episode, I share a fresh approach to planning for PhD students and academics that doesn’t rely on perfection. If you’ve ever felt like planning isn’t for you because you “never stick to it,” this episode is for you. We’ll explore imperfect planning: creating flexible time structures that make it easy to pick back up after things go off track.

Tune in to learn:

• Why expecting perfection derails most plans
• How to make plans that support your goals without guilt
• Simple tips for sticking with your goals in a flexible, realistic way

Perfect for anyone balancing research, deadlines, and the unpredictable journey of PhD life!

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I'm Dr Vikki Wright, ex-Professor and certified life coach and I help everyone from PhD students to full Professors to get a bit less overwhelmed and thrive in academia. My weekly podcast, The PhD Life Coach covers the most common issues experienced in universities, including procrastination, imposter syndrome, and having too much to do. I give inspiring and actionable advice and often have fun expert guests join me on the show. Make sure you subscribe on Apple, Spotify or wherever you get your podcasts.

If you already listen, please find time to rate, review and tell your friends!

I also host a free online community for academics at every level. You can sign up on my website, The PhD Life Coach. com - you'll receive regular emails with helpful tips and access to free online group coaching every single month! Come join and get the support you need.

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Transcript

Hello and welcome to the PhD Life Coach podcast. I often notice patterns when I'm coaching when many of my clients are coming up with similar issues at the same time and what I'm seeing a lot in my membership at the moment is this feeling that they're really bad at planning. They're bad at planning because they don't always make a plan, they are worried that they're not very good at judging how long anything's going to take, so their plan kind of goes wrong, and then they don't follow their plan, and then they beat themselves up for not following their plan, and so they then avoid making plans for a while.

Or when they do, they end up making unrealistic plans and the cycle starts over again. And if that feels like you, don't worry, you're in exactly the right place. I was like this for a really, really long time. And when I tell people that things are different now, they usually think that that means that now I make perfectly realistic plans and implement them exactly as I intended. And anyone who knows me knows that's a really long way from the truth, okay? And what I want to say in this episode today is I don't think that's even the goal. 

Some of the most important coaches in my life who have really brought me to where I am today do emphasize that that's how you do it, right? That you only put things in your diary when you're sure you'll do them, and then you absolutely robotically do everything in your diary, and that as long as you do that, you'll be fine. And whilst I've learned a lot from these people in other areas, this is one that never landed with me, because I'm like, well, I don't see that's ever going to happen for me. And that made me feel like I didn't really have any options for to feel better than they did.

What I've realized instead, and what I work with the clients in my membership on much more, is how we can accept imperfect implementation of our plans, how we can not only accept it, but expect it, plan for it, and not make a massive drama out of it when it happens.

And you might think that that will make you really bad at planning. But actually, in this episode, I want to really convince you that planning for and accepting imperfect implementation will make you a way better planner than expecting perfect implementation and getting upset when that doesn't happen.

Now, before I get into that, I do want to say I'm recording this in November. It will be coming out to you on the 25th of November 2024. If you're listening to this live, you have got one week, one week till Saturday night to get into the membership if you want in before the end of this calendar year. The membership is going to be open until midnight UK time. GMT, American listeners, please notice. Midnight GMT, November the 30th. The membership is going to close until the end of january. It will reopen again and then next year it's only going to open in the final week of each month.

I'm introducing some new sessions which will take place at the beginning of the month, welcoming new members, teaching you the self coaching model, getting you up to speed with how all the membership stuff works, and because of that you're only going to be able to get in at certain times of the month.

So if you've been umming and erring about whether the membership is right for you or not, now's the time to join if you don't want to have that whole fear of missing out thing. If you're not sure what the membership's about, you can check out on my website, thephdlifecoach. com. If you click on the membership at the top, it will tell you all about it, but essentially, it gives you access to three sessions a week of online group coaching. Some of those are open coaching sessions where you can bring any topics. Others are around specific topics that are really relevant for PhD students. You get access to two workshops a month, on all sorts of things. Like this afternoon when I'm recording this, I'm doing one on what to do when you've got too much to do. Next month we've got one on how to manage your time and energy. We've got one on imposter syndrome. All sorts of really important topics.

It's a lovely community. Everybody really looks after each other. Get the support you need from me and from the other people around you. So definitely make sure you check that out if you're not a member already. You also actually get access to some online courses, one of which, Be Your Own Best Boss, covers a load of stuff about planning. Gives you some really specific tools that allow you to practice some of the stuff that we're talking about today. So check it out for the end of November. Perfect. 

Now back to the topic, imperfect implementation. Well, let's start with what's the problem with expecting yourself to implement things perfectly. Now, the first thing that's a problem with that is that if we expect perfect implementation, then it makes us much more likely to make unrealistic plans. Because we're looking at going, well, okay, as long as I do all the things I said I'd do at exactly the times I said I'd do them in exactly the amount of time I said I'd do them, then all of this fits.

So having this kind of belief that you're going to be able to implement them perfectly and that you should be able to implement perfectly can tempt you not to leave any wiggle room in your planning. And I see this all the time. And the reason people don't want to put wiggle room into their diaries is because they think it means they have to accept that they're not good enough, you know, they should be implementing perfectly. So why would they plan to be less than perfect? It also means you have to make some difficult decisions, right? Because if you've realized that not everything fits into the time you've got, then you have to choose what things you're not going to do, who you're going to have to disappoint, whether you're going to have to disappoint yourself, what you're going to miss out on, because you can't do everything.

And so instead of making those difficult decisions, instead of accepting that we're not going to implement this perfectly and we can't fit it all in, what we do instead is kind of avoid those decisions, jam it all in anyway, expect perfect implementation and then don't implement perfectly.

The reasons we don't implement perfectly are partly stupid plans that don't allow for breaks, that don't allow for transitions, that don't allow for unexpected things to come up, that don't allow for us just not being on top form that day. But I think it's also driven in large part by the fact that although we told ourselves we should be able to implement this perfectly, we also told ourselves it probably wasn't reasonable to implement this perfectly. So it's almost like there's two different voices in our heads. I have to plan it like this because I should be able to do it, and this is the only way it all fits. And a voice that says, yeah, but you're probably not going to stick to it, are you? Because this looks exhausting, and you never know how long things take anyway. And then we're almost starting it with an expectation that we're not going to do it like that anyway. So we don't go at it a hundred percent because we think, you know what, this probably was never going to work, which makes it really hard to go at a hundred percent. And then when we do miss something, then I don't know about you, but me and my clients then often end up really beating ourselves up about it. We failed again. This plan was pointless. This plan didn't get implemented. It was useless. I'm useless. We're never going to finish. And then we have end up avoiding the entire plan, avoiding our tasks and then until we get so frustrated that we start saying, we'll try again, we're just off plan. And I think this will sound really, really familiar to lots of you. And that's okay. This is really, really common.

One thing that doesn't happen when we assume we're going to implement something perfectly is any strategizing about how to make this plan robust to non perfect implementation. Now what do I mean by that? When I used to do my GCSE revision back in the days when I was at school. I would make super perfectionist plans and they would be really unrealistic about what I would fit but they'd also be super specific so in this hour I would cover this topic and this topic and in that hour I'd cover this topic and that topic.

And it meant that if I ever missed an hour, I had to reshuffle the rest of the plan. The plan didn't work anymore. Suddenly I was trying to jam in extra hours, or I was having to move things down, and then I was spending more time reorganizing my plan than actually doing the work. And I hadn't thought anything about what would happen if I didn't do these things in those hours. Whereas if we know we're going to implement something imperfectly, then we're much more likely to say, I'm going to try my best to implement this as close to what I planned as possible, but on the basis it's probably not going to be bang on, how can I make this more robust to imperfect implementation?

Quick interjection. If you're finding today's session useful, but you're driving or walking the dog or doing the dishes, I want you to do one thing for me after you've finished. Go to my website, theasyourlifecoach. com and sign up for my newsletter. We all know that we listen to podcasts and we think, Oh, this is really, really useful.

I should do that. And then we don't end up doing it. My newsletter is designed specifically to help you make sure you actually use the stuff that you hear here. So every week you'll get a quick summary of the podcast. You'll get some reflective questions and you'll get one action that you can take immediately.

To start implementing the things we've talked about. My newsletter community also have access to one session a month of online group coaching, which is completely free, but you have to be on the email list to get access. They're also the first to hear when there's spaces on my one to one coaching, or when there are other programs and workshops that you can get involved with.

So after you've listened, or even right now, make sure you go and sign up.

And that might be things like making sure you have a system for knowing what you have done and what you haven't done. Maybe it's things like prioritizing more clearly so that you know which things you would drop if you are then running out of time. It might be using a more role based approach rather than a task based approach.

And if you want to know more about that, I talk about it in my episode about role based time blocking. But essentially, instead of blocking in, in this time I am going to do this specific task. You instead say, I'll be in operations mode and you then look at the operations part of your to do list and choose the thing that's most urgent, or you'll be in writing mode and you'll then decide which bit of writing is most urgent or the highest priority and you do that rather than specifying the exact thing that you will write weeks in advance. I usually recommend picking maybe the day before or that morning so that you're not having to decide in the moment, but not deciding so far in advance that if you then miss a session, it messes everything up.

Everyone's built a Gantt chart, right? That you then get off track with, and then instead of adapting it, you just delete it or shove it in a drawer somewhere and never look at it. Again, that's what happens when we make plans that only work if we turn up as perfect humans, which we never do because we're humans.

So, what do we do instead? How do we make plans if we accept that we're going to implement them imperfectly? Well, the first thing we do is we think about the quantity of work that we're trying to do and we ask ourselves, does it still fit if I implement this imperfectly. If I only did 80 percent of the time that I said I was going to do, would this still work?

And if the answer's no, then we get to make some decisions about which bits of it we are going to do, which bits of it we need to do first, which bits are the highest priority, so that if it does slip, we know exactly what we need to change. And it makes it much more likely that we're going to start with a realistic plan in the first place.

What we're also going to do when we plan that we're going to be imperfect, or that we're likely to be imperfect, we also start to let go of the idea that anything less than perfect implementation is a fail. Plan is useful if it inspires action, not just if we follow it perfectly. If you make a plan and it gets you going on something that you really want to do, it was an effective plan, even if you didn't carry out every single thing that you intended to do within the time that you had available to you. Planning is at best guesswork. Even when we're really good at it, we're never quite sure exactly how long things will take. Obviously, we can adjust the quality to fit in the time we get it, but even within that, we don't always know or decide in a way that we're happy with.

So, sometimes, we do underestimate how long things take. I still do, even though I try to get it done in the time I said. Sometimes, that's just not possible. To be honest, I planned to record this this morning. I didn't record it this morning because it took me longer than anticipated to edit the last podcast that I was doing. You know, we all get it wrong sometimes. It doesn't have to mean that there was a fundamental flaw.

The joy is that by making a plan, It means that you've sat down and thought about what your intentions are for the week. What are the things that are most important to you this week? What's top of the agenda? What's got deadlines coming up? And even if you don't follow that through to perfection, you're still aware of those things in a way that you wouldn't have been if you hadn't made the plan.

So, I very rarely stick to my week plan perfectly, but if I don't stick to the plan but I have planned, then I'm at least aware of what things were important that I haven't done, and I'm aware of what I was doing that wasn't what I'd planned. And that gives me a whole bunch of information that you simply don't get if you don't plan.

My weeks that get away from me are the ones where I decide that I'm too busy to make a plan, I've just got to get on and do some of the things, and then I usually end up three quarters of the way through the week going, I don't even know what I've done this week and where I'm at. When we plan, we identify that framework and then how we deviate from the framework can be really, really informative.

It might start telling you that you're not allowing enough time for routine tasks, for example. It might tell you that there are things you're avoiding. If you notice that there are tasks you keep putting on your list each week and then not doing, we get to look at those and go, I wonder I wonder why I'm not doing that? It gives you a load of information that if you just do what comes top of mind all the time without planning, you never ever get to find out.

Making a plan and knowing that we'll stick to it imperfectly also helps us appreciate the things we do do. So I want you to think of the last time you made a plan and then didn't stick to it, especially if it was a time that you were beating yourself up a lot about that. What usually happens is as soon as we fall off that wagon, we now hate the plan. We now hate ourselves. And therefore we just go back to doing whatever comes into our inboxes, whatever people shout for loudest, right? 

When in reality, if we have a plan and we know we're going to fall off it occasionally, we're not going to do it perfectly, as soon as we realize we have, we can nudge ourselves back to doing the plan, without judgment, without making a massive drama about the fact that we missed some stuff, and then we can recognize how much of the plan we did do.

Because if you sometimes fall off it, don't do exactly what you thought you were going to, but then you nudge yourself back onto it. By the end of the week, you might find you followed 40 percent of your plan or 60 percent of your plan. Now, if you hadn't got a plan, or if you'd got a plan that was only acceptable if you do all of it, you would never have recognized all that stuff that you got done.

Whereas if you can look at it and be like, look at me. I got 60 percent of my plan done this week, that's awesome. Check me out. Okay, we need to look at the bits I didn't do, why I didn't do them, how I can make them easier, all that stuff. We're going to strategize for that. But part of strategizing for that, for anything, is recognizing what we are already doing well.

And having a plan, knowing you're going to implement it imperfectly, and then recognizing the extent to which you implemented it, can really help recognize what you did do, as well as notice what you didn't do.

Now, none of this means that we're going to just let ourselves off the hook, make unrealistic plans, know we're not going to stick to them anyway, dick about, and then moan about it later. That's not what we're doing. Our goal. is to still stick to a plan. Our goal is to still design a plan that makes it as likely as possible that we can do it.

A plan that feels like it might be fun to try and do, that's kind of challenging but achievable. A plan that's designed to kind of structure our day in a way that feels nice and feels like we'd want to live it. And then during the week we want to look at that plan in a kind of slightly eager teacher's pet sort of way and be like, oh, I wonder if I can do this bit.

Oh, I think I can do that bit too. Oh, I missed a bit this afternoon but I reckon I could catch up and do this bit this afternoon and then I'd have done most of it. We want to channel that kind of eagerness to do our best to hit the plan by making it much less important if any of that goes wrong. Okay, so this isn't about just going, oh, I'm a little bit tired today.

I don't think I'll do it. It's about going, okay, I'm a bit tired today. Might not do all of this, but I said I was going to spend an hour and a half working on this piece of writing. How about we do 45 minutes and see how we go. And then at least I've stuck to 50 percent of my plan. If after that I'm feeling really rough and I'm not getting anywhere, we'll call it quits. But you know what? Better than nothing. 

Rather than if we have this kind of black and white, yes or no, did or didn't approach to whether we completed our task or not, as soon as we know we're not doing 90 minutes that we'd planned, might as well not do it, right. Might as well just not bother. So by cultivating your kind of, eager to please, trying to do the bits that you set yourself, then we sort of scurry to catch all the bits we could do and just accept the bits we didn't get done, and we learned from those.

I think this episode actually even fits really nicely with last week, so if you haven't listened to last week's, do go back and listen to that after this. I was talking about using voice notes to capture ideas, because one of the things that my members have been talking about that derails their plans is when they suddenly think of or remember something else that they needed to do other than the thing they'd planned.

So they'd put aside 90 minutes for writing perhaps, and then they remembered that they needed to look something up, they remembered they needed to do something for their supervisor, and they're so worried that that thing's more urgent or that they'll forget that thing. The, they sort of go, Oh, I'll just do that now.

Now, sometimes that's true. Sometimes they're worried they're going to forget it. Sometimes we have to concede it's because that other thing is a lot easier than this difficult cognitive task that you're meant to be doing right now. But I think if you use this in combination with that voice notes episode from last week, that can really help.

So that if you're, you know, you're in your 90 minutes, you're working away. Do, do, do, I'm doing my writing. You think of something. You can grab your voice notes. Whatever system you're using and just say, need to remember to talk to my supervisor later, record it into, your voice notes, jot it down in the notebook, if that's the approach that you prefer, but do it more as a kind of memo, knowing that you're going to go back to that tomorrow.

You know, if you look at the system I talked about last week, knowing you are going to look at that tomorrow is much easier to kind of, okay, I'll dump it over here, back to this thing I planned. So that's another kind of approach when we know we're going to get distracted, we plan for us being imperfect, we then start to put structures in place.

It's like, it's okay, my brain is going to come up with some random stuff that either I'd rather do, or that feels more important, or that I'm worried I'll forget, that's okay, I can plan for that. I can have a system for that because I know it's going to happen because I'm not perfect. I'm planning for imperfect implementation.

I would love to hear from you what you think about this episode. How could it change things for you to plan for someone that you know is going to be imperfect? It kind of refers back to this whole notion of being your own best boss, right? If as a boss you give your employees a plan that only works if they're perfect, it's not a very good plan.

It's not a very motivating plan. Whereas when we remember, when we're being good bosses to ourselves, we're planning for the real and authentic version of ourselves. Not the version of ourselves that turns up at its very best, but the kind of normal day to day version of us. We're planning for that version.

We're making it as easy as possible for them. We're trying to make it as clear for them as possible. We're trying to make it so they want to try and implement this plan because it looks achievable and great fun. And like, it will take them all the places they want to go. Then we get to create this kind of motivating work environment, even when we're working on our own.

Let me know what you think. Let me know what things have helped you to implement imperfectly but better than you ever imagined. I have certainly found that since I've accepted that I am never going to implement this perfectly, I get way more done than I did when I was making unrealistic plans. I get more done. I feel better about it. And I make the difficult decisions about what I'm not going to do. And to be honest, I always feel really good about them. So let me know what you think. I really hope you found this useful. Thank you so much for listening and I will see you next week. 

Thank you for listening to the PhD life coach podcast. If you liked this episode, please tell your friends, your colleagues, and your universities. I'd appreciate it if you took the time to like, leave a review, give me stars, stickers, and all that general approval as well. If you'd like to find out more about working with me, either for yourself or for people at your university, please check out my website at thephdlifecoach.

com. You can also sign up to hear more about my free group coaching sessions for PhD students and academics. See you next time.