Cal Newport's Planning System (In Detail)

Cal Newport reviews his system for organizing his life. Cal reads his "Core Systems" document.

Cal uses this system to relieve stress. This is the exact system he's used for over a decade.

0:00 Cal's intro
1:25 Cal trying to make his tasks fit
5:00 Cal reviews his values
7:11 Cal's maintenance
9:40 Cal's productivity
15:00 Feeling more relaxed

Connect with Cal Newport:

About Cal Newport:
Cal Newport is a computer science professor at Georgetown University. In addition to his academic research, he writes about the intersection of digital technology and culture. Cal's particularly interested in our struggle to deploy these tools in ways that support instead of subvert the things we care about in both our personal and professional lives.

Cal is a New York Times bestselling author of seven books, including, most recently, A World Without Email, Digital Minimalism, and Deep Work. He's also the creator of The Time-Block Planner.

The videos are considered to be used under the "Fair Use Doctrine" of United States Copyright Law, Title 17 U.S. Code Sections 107-118. Videos are used for editorial and educational purposes only and I do not claim ownership of any original video content. I don't use said video clips in advertisements, marketing or for direct financial gain. All video content in each clip is considered owned by the individual broadcast companies.

#CalNewport #DeepWork #DeepLife #DeepQuestions #TimeblockPlanner
#WorldWithoutEmail #DeepQuestionsPodcast

[RobertPlank]

It’s so relatable how every summer, you step away from your system thinking you’ll reinvent the wheel, only to rediscover how reliable your tried-and-true planning method is. That cycle of drifting toward shiny new tools or ideas, and then realizing simplicity often works best, is something so many people can identify with. It’s like a reminder that consistency often beats novelty when it comes to productivity.

The emphasis on having a “core document” is a game-changer. Writing everything down—not just tasks but values, strategies, and overarching plans—takes so much mental pressure off. It’s interesting how you frame it as “rooted productivity, ” where everything branches out from a single source. That concept of returning to a centralized system, especially after feeling overwhelmed, is a practical takeaway for anyone juggling complex projects.

What stood out most was how flexible the system is. It can scale up during busy, high-stakes seasons or simplify down to the basics when life gets tough. That adaptability is rare in productivity methods, which often feel rigid. It’s also inspiring how it ties back to living in alignment with your values—turning productivity from just getting things done into something much more meaningful.

Finally, the “shutdown complete” ritual is such a small but powerful habit. It’s not just about work-life balance; it’s about intentionally transitioning into rest and trusting that everything is captured. That level of trust in your system really highlights how important it is to avoid mental clutter and focus fully on what matters in the moment.

[Jusangen]

The book mentioned is Discipline is Destiny by Ryan Holiday. 😊 thanks for sharing Cal!

[CeceliaMaryn-hq]

I love how Cal breaks down his planning system. It really resonates with me. Speaking of organizing, I just started using Astirna New Tab, and it's a game changer for keeping everything in one place.

[davidlee]

🎯 Key Takeaways for quick navigation:

00:00 *🧠 Organizing Life System Overview*
- Cal Newport shares his system for organizing life, emphasizing the importance of sticking to a consistent planning system over reinventing it.
- Cal's planning system revolves around three main categories: Core Documents, Productivity, and Discipline.
03:13 *📝 Core Documents*
- Core documents consist of values, career and personal strategic plans, and maintenance routines.
- Cal emphasizes the importance of regularly updating these documents to align with personal values and goals.
07:42 *⏰ Productivity Planning*
- Cal outlines his approach to weekly and daily planning, influenced by strategic plans and personal values.
- His productivity system includes time blocking, clear work shutdown rituals, and thorough task capture for stress management.
11:12 *💪 Discipline Implementation*
- Cal discusses the necessity of maintaining core disciplines to support a deeper life.
- Tracking metrics and periodic adjustments are integral parts of his discipline system.
14:25 *🔄 Flexibility and Trust in the System*
- Cal apologizes for straying from his established system, reaffirming its effectiveness and flexibility.
- He encourages viewers to adopt his system, emphasizing its ability to handle complexity and promote relaxation and productivity.

Made with HARPA AI

[richzilla]

I've been looking to refine my planning system and implement more of the tools from your books, so this video came just in time! Thanks Cal

[wscalioni]

Conceptually sounds great. Getting to a point where "it all clicks" seems like a long journey, which is fair, gotta put the work into it. I just find hard to bridge the gap - from watching this video to a functional system - as this is not a deep dive, but really an overview.

[ManoloMacchetta]

I check this video every six months. so easy, yet so Important.

[KevinOMalleyisonlysmallreally]

I'm always pleasantly surprised by the overlap between Cal's work and other peoples. Seeing good systems evolve from multiple people indicates that there is some value there.

[ThomasToPC]

This system works because it encompasses doctrine, strategy, operations and tactics - the four kinds of decision making that are needed for success for any unit, be it a person, team, organisation, community, army, nation, etc.

[andres.biarge]

I've been working on myself a lot lately and think this is the best way to formalize and make yourself accountable of your own system. I'm definitely going to incorporate Cal's system into my own.
As for note taking, which was not deeply touched in this video, I recommend Tiago Forte's PARA system. It's being game changing for me.

[bethprestonmusic]

SO. extremely. helpful. for a parent artist who is trying to excel in all the categories! Whew. Thank you.

[Smidgen-xi]

I enjoy hearing these ideas but I find it hard to put it into practice. I could use specific examples for each document or plan to help me understand it. Thanks.

[hex]

This is what I've been missing from strictly GTD. I have just never been able to see the big picture, and when I attempt to try (like nesting projects inside a value) it just feels too stressful. Thank you for sharing.

[Random_shyness]

Cal Newport's Planning System (In Detail)

Core Systems
Below are the summaries of the three main categories that contain the elements of my core systems: core documents, productivity, and discipline

Core Documents
Values
My roles and the values by which I try to live each of them.

Career and Personal Strategic Plans
I have one plan for each of thee two parts of life that lays out my current thoughts, experimental systems, and plans for living them true to my values. Sometimes these will also link to an extended plan when I have a big enough, long enough pursuit that might need its own space.

Maintenance
I review my values once a week and create a value plan for that week with notes about what to emphasize and perhaps experimental habits/rules to try out that week to help keep my closer to my values. Include best practices for mental health in the value plan.
I review my strategic plans (and extended plans) once a week, preferably when doing my weekly plan. I can tweak them at any time, but I try to give them major overhauls roughly once a semester (fall, winter/spring, summer)
I sometimes maintain an idea notebook and/or digital idea storage system keeping thoughts on values and strategic plans. I should review this in detail, at the very least, when I do my strategic plan updates.

Productivity
I deploy weekly and daily planning.
Each week: build a weekly plan based on a review of my strategic plans, my calendar, my task lists, and my value plan.
Each day: Review my weekly and value plans, as well as my calendar. If it’s a weekday, build a time block plan. If not, sketch a looser plan.
I have clear work shutdowns with a shutdown complete ritual. Make a rough but intentional plan for the time that follows the shutdown.

I practice full capture of tasks. This includes processing captured tasks during shutdowns.


Discipline
I maintain in my strategic plan(s) an evolving list of core disciplines (behaviors, habits, activities) that I follow as strictly as possible to lay a foundation for a deep life. Sometimes I track my execution of these disciplines with metrics.

[lukevandewalle]

Very helpful to have you explain this and to see the document. More like this please! Thank you!

[alxj]

Thanks Cal, new to your channel and hadn't seen yet how you piece your time-blocking daily into your bigger picture / weekly planning / larger horizons - for someone who has never had a system like this, I'm drawn to this out of necessity (my company grew, I had to evolve somehow) and the biggest challenge and benefit from this type of system is managing context - I don't yet understand why context is so challenging, when switching between various contexts - big picture, to small detail, to value-based, to weekly goal / objectives - but without some sort of structure, for me, it's impossible to manage these parallel and ever-moving contexts - I've started using your time-blocking just this week, on paper - vs my online calendar, and the paper simplfies, is cleaner somehow - as you said in another video, less clicks to input or change, it's on hand next to you as a support tool while the daily challenges arise and keeps us on track. Prior to seeing this video I'm also articulating this into a written document - I build software, and for that work the same crystallization occurs in writing down something - so I understand your perspective and will create my own from your share. Much appreciation

[jti]

he should write a small book that capture his productivity system. i feel like his total system is spread out over 4-5 videos

[onuralpciftci]

Great video but it would be amazing to have new book that explains his whole system.

[itruthseek]

100% agreed that this system is amazingly useful. I need this for working more consistently at home with less anxiety.

[Carlos_Vasquez]

I saw somewhere that when you have troubles to sleep, to start saying in your mind random unrelated words till you felt sleep. It works wonders for me so I hope it helps you. That and to wait 3 hours before my last meal to go to sleep.