For a long time, time blocking was my thing. I loved the clarity it gave me. Every hour had a job. My planner was color-coded and tight. It worked—until it didn’t.
Life shifted. I made a big change regarding my business and mission. My schedule became less predictable. I was still finding my focus. Some days had too many tasks to work on, others had too few. I’d stare at my planner, full of tidy boxes, and feel completely disconnected from it. The system that once gave me control was now stressing me out. That’s when I realized I didn’t need tighter control. I needed a new rhythm.
Planning Doesn’t Always Mean Structure
We often equate planning with strict structure, but what we’re really craving is something deeper: rhythm.
Rhythm isn’t about packing every moment of your day into a labeled block. It’s about finding a flow that matches your current life, one that helps you feel grounded instead of boxed in.
Rigidity makes you feel like you’re constantly behind. Rhythm gives you space to adapt while still holding on to a sense of direction. And when life gets unpredictable, which it always does, rhythm becomes more useful than a rigid schedule ever could.
Why Rhythm Feels So Good
Rhythm gives your mind something to rely on. It’s the reason routines feel comforting, even when they’re simple. You don’t have to wonder what comes next because your body and brain already know. That predictability, even if it’s loose, makes you feel safe. In a time of change or chaos, that’s everything.
When you don’t have a rhythm, every day feels like a puzzle you have to re-solve. That’s exhausting. You end up feeling unproductive, scattered, and weirdly anxious, even if you technically have “free time.”
Without some kind of plan or pattern, it’s easy to feel like life is just happening to you, instead of something you’re actively shaping. You’re not in control, and you can feel it.
So, how do you find your rhythm again when your old systems don’t work anymore?
How to Rediscover Your Rhythm
Start by letting go of the idea that you have to be hyper-productive or ultra-organized to be on track. Rhythm isn’t about doing more. It’s about doing things in a way that feels right for now.
Start with your non-negotiables. These are the things that absolutely have to happen:
- Work hours
- Meals
- Caregiving
- Sleep
- Medications
- School pickups
These don’t need to be perfectly timed, they just need to be acknowledged. They give your day shape, like bones in a body. Even in chaos, knowing your essentials gives you something to lean on.
Then, notice your energy patterns.
Forget what worked last year. How do you feel now? When are you most alert? When do you feel sluggish? Don’t fight your body—work with it. If your energy is highest at 11 a.m., maybe that’s your new focus time. If you’re wiped out by 3 p.m., don’t expect your brain to do heavy lifting then. Rhythm is personal. Track how your body moves through the day and let that shape your routine.
Think in “beats” instead of blocks.
Instead of trying to fill every hour, focus on beats: recurring points in the day that help you reset. A morning ritual, a midday pause, a stretch break before dinner. These markers help your brain shift gears and stay anchored. Even if the rest of the day is flexible, those beats create consistency.
Rebuild in layers, not leaps.
Don’t try to overhaul your life in one weekend. Start small. One rhythm at a time. Maybe it’s going to bed at the same time each night. Maybe it’s finally eating lunch away from your desk. These small, repeated actions build rhythm more reliably than trying to plan a perfect week on Sunday night.
Expect Your Rhythm to Change Again
This is key. The rhythm that works now might not work next season. That’s not failure, it’s evolution. Life changes. Your planner should too. The goal isn’t to find a “forever system.” The goal is to build systems that can flex when life demands it.
I just recently changed to a different paper planner. I realized that the vertical time blocking method wasn’t necessary for my current season, so I shifted to using a weekly planner that had less space for daily tasks. I liked it. Suddenly, I didn’t feel like a slacker because I wasn’t filling almost every hour with activity. I realize that when things change again, I may go back to time blocking. For now, simply making a task list is working.
Tools That Help You Plan Through Change
You don’t need fancy tools, but having the right ones can help you stay centered, especially when your old planning methods no longer fit. Here are some practical tools to support you while building a new rhythm:
- Undated Daily Planners
These give you structure without the pressure of sticking to a calendar. You fill them in as needed, so if you skip a few days, there’s no guilt. Look for ones that offer space for a flexible to-do list, a place to jot down your focus for the day, and a few notes on how you’re feeling. - Time Tracking Apps (like Toggl or Clockify)
These tools help you see how you’re actually spending your time. This is helpful if your days feel like a blur (hello, May!). Tracking even loosely for a few days can show you natural patterns—when you’re most focused, how long tasks really take, and where you tend to burn out. Once you know your rhythm, you can adjust your day to match it. - Habit Trackers (paper or digital)
You’re not trying to do everything perfectly; you’re just trying to build consistency. A simple habit tracker can help reinforce small daily actions that support your rhythm: things like morning walks, drinking water, taking meds, or journaling. It’s satisfying to check off a box, and the visual feedback is motivating. - Bullet Journals
Bullet journals are ideal if you want freedom to design your own layout. They’re part planner, part log, part reflection tool. You can create custom sections for rhythms you want to build, track mood or energy, or even write down your “daily beats.” Bonus: The creative aspect can be calming and grounding. - Visual Wall Calendars or Whiteboards
Especially helpful during chaotic periods. Seeing your week at a glance—on your wall, not buried in an app—helps everyone in the house stay in sync. You can use these for rhythm cues: recurring appointments, dinner plans, or just reminders to breathe. The benefit of using a whiteboard is that you can jot down ideas and tasks, then easily wipe them away, giving you a fresh start. - Reminders App (simple, but underrated)
Set recurring reminders for daily rhythm cues: “Stretch at 3,” “Drink water,” or “Evening wind-down.” You don’t have to act on every reminder, but they serve as helpful nudges throughout the day. Think of them like gentle rhythm keepers. - Mindfulness or Meditation Apps (like Headspace or Pause)
If part of your rhythm needs to include rest or re-centering, these apps offer guided meditations and breathing exercises that can be built into your daily beats. Even five minutes of calm can help reset your internal tempo. My recent discovery that has become a favorite: Christian author John Eldredge’s Pause app (available for Apple and Android). Even a one-minute meditation can help center my thoughts on what is most important to me.
Rhythm Is a Form of Care
Here’s the bottom line: planning isn’t about control. It’s about care. It’s about taking your current life—messy, unpredictable, beautiful—and building something steady inside it. That’s what rhythm does. It gives you a place to land. Even if the rest of the world feels wobbly.
If your planner isn’t working right now, it’s not a failure. It’s just a sign you need a new beat. Find it. Follow it. Let it change again if it needs to. That’s not chaos, that’s growth. Each season has a purpose, especially when a seed develops underground and unseen.