how i plan my year using index cards : an analog system
I recently shared a video walking through the index card planning system I use to plan my year. I’ve been using some version of this system for about five years now. While it’s simple on the surface, it’s evolved a lot as I’ve learned more about how I actually work.
This post adds a bit of context, highlights a few key ideas, and shares some of the thinking that doesn’t always translate on camera.
If you want to see the system in action, you can watch the video here:
why i created this system
My work changes throughout the year. Sometimes I’m producing jewelry for markets, sometimes I’m teaching, and sometimes I’m working on strange little sculptures made out of trash.
I have goals that take years to unfold alongside deadlines that show up with only weeks or months of turnaround.
Over time, I realized a few things:
Digital planning doesn’t stick for me. Once I close the screen, it disappears from my memory.
I work better when I plan with my energy and moods instead of against them. A rigid daily or weekly schedule doesn’t account for that. “Administrative task Mondays” can easily turn into a full day of avoidance if I’m not in the right headspace.
Analog planners and bullet journaling work for me in short bursts, but not when I’m planning an entire year or trying to reset.
This system grew slowly out of trying to meet those needs.
overview
I start by creating a timeline using months as distinct chunks of time. Then I place different categories of cards on top of each month. (categories defined below)
As I plan, I move cards around until it feels balanced. Once I’m happy with the overall flow, I bundle the cards for each month together.
I revisit these bundles at the start of most months and make adjustments based on:
What carried over from the previous month
Any new responsibilities that have come up
My energy, capacity, and general mood
From there, I transfer information into whatever daily system is working for me at the moment. It could be a very simple to-do list, phone reminders, a planner or a bullet journal spread.
If I ever need a reset, I can zoom back out and revisit the year as a whole.
card categories
Rather than rewriting the full walkthrough from the video, here’s a quick overview of the card types and why each matters to me.
month cards
Each month gets a full index card. These break the year into manageable pieces and give me a timeline to plan within.
brainstorming cards
These are half cards where uncategorized ideas live. I often start here when I’m thinking about what I want to work toward over the next year or two.
Ideas don’t need to be clear or organized. Over time, themes emerge, and many of these cards turn into goal cards or event cards. I also keep a small stack on my desk to capture ideas as they come up.
event cards
These are full-size cards for things that require sustained attention. Using a full card is intentional. It helps me see how much space these things take up, not just in time, but energetically.
goal cards
These are usually half cards and represent actionable goals or steps. Sometimes they support a larger event, and sometimes they stand alone.
Pulling these out into their own cards helps them feel visible instead of getting lost inside a bigger project.
content cards
These are cards cut in quarters and are for blog posts, videos, newsletters, and social media ideas.
I like keeping content ideas separate because it lets me respond to what’s happening in my work or month without pressuring myself to act immediately. If something doesn’t get done, it becomes part of an idea bank for the future.
summary cards (optional)
Summary cards are a monthly check-in. If I can’t fit everything onto a half card, it’s usually a sign I’ve scheduled too much.
They help me adjust expectations before the year even starts.
how you can try this out
materials
I like using colorful index cards and nice pens because they motivate me to keep interacting with the system. But if that feels like too much, printer paper cut into smaller pieces and any writing utensil will work.
The important part isn’t the materials. It is that each idea stands alone and can be stacked, moved, and rearranged as needed.
when to start
I now have the benefit of several years using this system, so I don’t often start from scratch. If you’re new to it, you might find that you only have a few ideas and struggle to fill out a year.
If that happens, try this: take one idea and write out all the steps it would take to accomplish it. Get as granular as you can. Put each step on its own card. Suddenly, you have something tangible to work with.
On the flip side, you might realize you have too many ideas. That’s when prioritizing becomes important. You can define for yourself why something is a priority and save unused cards in an idea bank for later.
You can start or restart at any point in the year. I have learned that my year doesn’t feel like it begins until March so that is when I do the big turnover. also do smaller resets throughout the year because plans don’t often match reality(see flexibility throughout the year below).
assigning it to the timeline
When I first started, I found it incredibly difficult to pick dates for my own projects. What I eventually noticed was that everyone else’s deadlines always took priority over mine.
So arbitrary or not, I started assigning dates to the things that mattered to me.
If something will take a few months to accomplish, I place the card in the month when I realistically need to start not when I want it finished.
flexibility throughout the year
Most months, I underestimate how long something will take and carry that card into the next month.
Some months, even looking at my plans feels overwhelming. Those tend to be my bare-minimum months. During those times, I often avoid all planning tools entirely, including my cards.
This is where flexibility of this system shines. When I’m ready to re-engage, I use it as an opportunity to refresh the rest of the year rather than staying stuck in a constant state of catching up.
If something doesn’t get done, it’s data, not a failure. I might make a note about why: it took longer than expected, I lacked a tool or skill, or the idea simply lost its appeal. But I try to not beat myself up about something not getting finished. If I’m the one I’m accountable to, I get to decide whether something gets tossed or saved for later.
adaptability
This system has changed a lot over the years, and I expect it to keep changing.
I’ve borrowed ideas from other planning systems, but what’s made this sustainable is allowing it to adapt to my needs at the time instead of forcing myself to follow it perfectly. Its allowed me to admit the reality of the moment rather than only see what the moment isn’t reaching.
If you have questions, or want to share what does or doesn’t work for you, I’d love to hear in the comments.