Big Idea

The argument in one line.

Annual planning works best as a two-step system: score every candidate project objectively with a Reach/Impact/Confidence/Effort formula before committing calendar time to it, then plot only the highest-scoring 2-3 projects onto a bird's-eye-view year calendar you drill down into month by month.

Who This Is For

Read if. Skip if.

READ IF YOU ARE…

You set annual or quarterly goals but have no consistent method for turning them into scheduled, dated projects.
You run several possible projects at once and want an objective way to decide which to tackle first instead of going on gut feel.
You like building your own lightweight tools in a spreadsheet rather than adopting a dedicated project-management app.
You want a single-page view of an entire year before drilling into daily to-do detail.

SKIP IF…

You already use a structured prioritization framework (RICE, ICE, weighted scoring) and a calendar system you're happy with.
You're looking for team-collaboration or software-based project management, not a personal spreadsheet workflow.

TL;DR

The full version, fast.

The video demonstrates two connected Google Sheets: a 2018 War Map calendar with a 12-month dashboard view that drills into individual months and days, and a RICE Project Scoring Tool (Reach, Impact, Confidence, Effort) that ranks candidate projects. The process is: block out fixed commitments like a 5-day end-of-quarter vacation first, define the year's goals and reverse-engineer them into a list of candidate projects, score each project's Reach (customers impacted per quarter), Impact (conversion multiplier from 0.25x to 3x), Confidence (% certainty) and Effort (person-months) to get an auto-calculated RICE score, take the resulting priority order and assign start/finish dates, then plot only the top-ranked projects onto the War Map calendar. Each month gets drilled into day by day, with the current day highlighted yellow and past days grayed out and struck through. The stated philosophy is that success comes from executing 2-3 big projects, not from micromanaging small daily tasks with this level of rigor.

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Chapters

Where the time goes.

00:00 – 00:29

01 · Cold open

Brand bumper card, then Sam Ovens introduces the video and the idea that everyone has the same 24 hours but achieves different results based on how they plan.

00:29 – 02:43

02 · Two free tools, how to get them

Introduces the RICE Project Scoring Tool and the War Map calendar, both built in Google Sheets, both free via description links, and explains the File > Make a Copy step to save your own editable version to Google Drive.

02:43 – 04:13

03 · The War Map dashboard, bird's-eye view

Shows the 12-month dashboard tab that fits the whole year on one page, then explains drilling from dashboard to month to individual day.

04:13 – 07:05

04 · Step 1: block out fixed time first

Demonstrates highlighting cells and using the paint-bucket tool plus a color key to block a 5-day end-of-quarter vacation and live-event dates before any project work gets scheduled.

07:05 – 10:05

05 · Step 2: define goals, list candidate projects

Explains reverse-engineering an annual goal (example: double revenue from $1M to $2M) into a list of candidate projects like a new website, new webinar, new funnel, hiring a media buyer, hiring a sales team.

10:05 – 14:22

06 · Step 3: score each project with RICE

Walks through entering Reach, Impact, Confidence and Effort for each candidate project and watching the RICE score auto-calculate, showing how a lower-effort project can outscore a bigger one.

14:22 – 16:16

07 · Ranking flips the intuitive order

Once scored, the tool assigns a numeric priority order that often contradicts what the planner assumed was most important, illustrated by re-ranking the example projects.

16:16 – 16:50

08 · Assign start and finish dates

Takes the priority order and estimated effort and fills in a Start Date and Finish Date column for each project (example: new webinar Jan 15 to Jan 30, 2018).

16:50 – 19:08

09 · Step 4: schedule the winners on the War Map

Returns to the calendar, highlights the January 15-30 date range, assigns it a color and a key label ('Create new webinar'), then repeats for February.

19:08 – 22:30

10 · Drilling into a single month, day by day

Opens the January monthly tab, shows breaking a project deadline into daily sub-tasks (research and planning, create slide template, create slides), highlighting today yellow and striking through completed days in gray.

22:30 – 24:30

11 · The philosophy: why this beats a to-do list

Contrasts this system with people who set no goals, people with a vague notebook to-do list, and people using Google Calendar loosely, framing his approach as planning like 'a general commanding an army.'

24:30 – 25:50

12 · Monthly objectives and closing the loop

Shows a 'Main Objectives' field for listing top monthly goals, reiterates that the tool is for big projects only (not daily scheduling), and explains rolling the highlighted 'current month' tab forward each month.

25:50 – 26:26

13 · Sign-off and download link

Repeats the download link and asks viewers for feedback in the comments.

Atomic Insights

Lines worth screenshotting.

Success is mostly about getting two or three major projects fully executed, not about handling small day-to-day tasks with elaborate process.
Block out fixed, non-negotiable time (vacations, live events) on the calendar before scheduling any project work, not after.
A RICE score divides (Reach x Impact x Confidence) by Effort, so a project that takes half the time scores twice as high even with identical reach and impact.
Confidence should almost never be set to 100%: treat any estimate of reach, impact, or effort as an educated guess, not a fact.
The RICE scoring tool is reserved for big annual/quarterly projects only; day-to-day scheduling doesn't need this much objectivity, judgment is enough there.
Objective scoring frequently reorders priorities away from whatever the planner instinctively wanted to work on first.
A single spreadsheet dashboard that fits an entire year on one screen makes a year feel short, which counters the tendency to procrastinate on annual goals.
Marking the current day yellow and graying out/striking through past days turns a static calendar into a daily habit: open the tab each morning to see today's actions.

Takeaway

Score projects before you schedule them, not after

WHAT TO LEARN

A repeatable two-step system, objective project scoring followed by calendar blocking, beats intuition for deciding what to work on and when.

Block out fixed, non-negotiable time first (breaks, recurring commitments) so project scheduling only ever competes for what's actually left on the calendar.
Turn a vague annual goal into a short list of concrete candidate projects before trying to schedule anything.
Score each candidate on four inputs, reach, impact, confidence, and effort, so effort (time cost) directly penalizes a project's priority instead of being ignored.
Treat every estimate as a guess: keep confidence percentages moderate and expect the resulting priority order to sometimes contradict your gut instinct.
Limit rigorous scoring to a handful of big annual/quarterly projects; day-to-day task ordering doesn't need the same process.
Make the plan a daily habit, not a one-time document, by visually marking the current day and graying out what's already passed.

Glossary

Terms worth knowing.

RICE score: A project-prioritization formula that multiplies Reach, Impact, and Confidence, then divides by Effort, producing a single number used to rank competing projects objectively.
Reach (RICE): How many customers or people a project is estimated to impact within a single business quarter (90 days).
Impact (RICE): A multiplier estimating how much a project will increase conversion rate when someone encounters it, ranging roughly from 0.25x (minimal) to 3x (massive).
Confidence (RICE): A percentage representing how certain the planner is about their Reach and Impact estimates; rarely set above 75-80% since true certainty about the future is rare.
Effort (RICE): The total time a project will require from all team members involved, measured in person-months (one person working one month equals 1).
War Map dashboard: A single-sheet view showing all 12 months of the year at once, used to block out fixed commitments and plot major project date ranges before drilling into individual months.

Resources

Things they pointed at.

00:00toolWar Map calendar (free template) ↗

00:00toolRICE Project Scoring Tool (free template) ↗

26:02productConsulting.com (Sam Ovens' course, affiliate link) ↗

Quotables

Lines you could clip.

00:34

“Every human being has exactly the same amount. There's no place where somebody gets more time than someone else.”

universal, relatable opening premise→ TikTok hook↗ Tweet quote

22:32

“If you really want to approach each day, each month, each quarter and each year like a general commanding an army, then you want to use these tools here. That's why I call them the war map.”

names the product and the mindset in one line→ IG reel cold open↗ Tweet quote

24:05

“Success is mostly about getting two or three major things done. It's not so much about the small little fiddly things.”

a clean, quotable productivity thesis→ newsletter pull-quote↗ Tweet quote

11:31

“You're never really 100% certain about anything until it's really happened, so you almost never give anything 100% certainty.”

contrarian confidence-calibration line→ TikTok hook↗ Tweet quote

The Script

Word for word.

Read-along

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metaphor

Hey everyone, it's Sam Evans here and I wanted to make this quick video for you guys just to show you how I plan my new year and how I'm planning 2018 this year and plotting out, you know, all of my strategies and major initiatives and also how to really prioritize different projects and things. You know, one thing that's fascinating about time is that Every human being has exactly the same amount.

There's no place where somebody gets more time than someone else. Every single one of us have the exact same amount of hours in a day. And what's fascinating is that some people manage to achieve so much more than others.

and it really comes down to you know how you plan your year how you plan your quarter your month your week your day and really how you uh how you plot everything out on a map so that you make sure that you get things done and really achieve your goals now i wanted to just share with you guys here the tools that i use to plan my year and basically plot everything now the the cool thing about these tools is that Made them myself just in Google Docs and anyone can use them.

They're totally for free and I've included the link to both of them Beneath this video in the description. If you look down there, you'll see Two links one is for something called a rice project scoring tool and it looks like this and the other is for the 2018 warm app which looks like this now you can download you can click the link it'll open up in google drive and then to save it to your google drive all you do is click file make a copy and then you can rename it and save it to your google drive and then you can use this online in your own web browser that's what's really cool about this is you know it's it's in the cloud it's online you can just access it in your web browser and then what you can do is just up here you can drag this icon into your navbar and just rename it as calendar and bam you've got yourself a calendar that you can access with one click you can also share it with uh you know with other people on your team or whatever and they can see it live now let me explain you know how i go about planning my year and how you can do the same yourself so

this first tool is the 2018 warm app and this is basically how i plot my year from a bird's eye view perspective and plot my months and my days so that i can make sure i get everything done now the first thing uh to note about this tool is that you know we've got the dashboard tab and this this tab basically shows us the whole year from a bird's eye view so all 12 months what does the year look like and you know we tend to think that a year is is is like a long amount of time and it's a huge amount of time but plotted on a on a dashboard like this it actually looks very short and so it really puts things in perspective and allows you to really view the whole year just on one page and what i like to do is kind of plot my major initiatives and major things and milestones on this dashboard here and then drill into each individual month and then plot the individual days so you can see along here you can see every different day and every different month and then within there every different day so this calendar provides you with you know the bird's eye view perspective the month perspective and the day by day perspective that's why i like it so much you know i haven't been able to find a single calendar tool not google calendar not anything that gives me this much flexibility and this many different perspectives of things so

Let's talk about the process that I go through when I plan my year. So the first thing I do is I start on the dashboard of this warm app here. And then what I do is plot the major things that I know are fixed and are definitely happening.

So if you've got a vacation, if you're holding some live events or attending some events, if you have some family commitments or anything, you want to block those out of your calendar first. So what I like to do is take a you know a five day break at the end of every quarter So a quarter is every 90 days. That's how the business world works like q1 q2 q3 q4 and I like to set a lot of milestones and Projects on a quarterly basis and then at the end of every quarter.

I like to take a five day break So you'll see 90 days happens five day break 90 days happens five day break 90 days happens five day break then what I've done here is just highlighted the five days gone up to this paint bucket tool selected the color and then using this key over here I just type what this is so end of q1 vacation now if you're not having a vacation there what you'll do is you just highlight these things here select the paint bucket tool and just change it back to white and then just change the text color back to black simple as that So you can adjust and adapt this calendar for yourself.

Now if I wanted to mark it again, I could just highlight these, paint bucket tool, red, and I might change the text to white just so it's easier to see. And then you can edit these in here. And you can change the colors to whatever you want in this key.

You can change the labels or whatever you want. And so the first thing I do is just plot my vacations, which happen for five days at the end of every quarter. this is a time for you know me to relax and spend some quality time with my wife and you know recharge my batteries and reflect on the quarter that's just been and really think about the you know the quarter that's about to happen and so i've plotted out these ones first now let's say you're holding some you know live events well you could highlight these and you could select this purple color here and then you could go live event all right that's how it works and I'm sure you get the basics of it now it's pretty simple pretty easy to understand pretty easy to use and so the first thing I do is block out the major you know holidays vacations or whatever that are in my calendar the next thing I want to do is plot the major milestones or major projects that I want to complete in the in the year Now before we plot these we really need to ask ourselves like what is it that we're trying to achieve?

Like what are you really trying to achieve by the end of 2018? What are your goals? And once you've kind of set your goals You want to reverse engineer them and figure out like what's going to make those goals Come to life like what actions what projects is going to make those goals happen?

And then you need to really prioritize those projects and actions and that's what i like to use this rice project scoring tool for so rice just stands for reach impact confidence effort you can see here r i c e and this tool is really awesome it really helps me be objective on things and it removes you know a lot of the emotion and bias out of decision making and it uses an algorithm to do that instead of just you know your emotions and things like that So in this bar here, you can see I've created a little a little help description to explain what each one is and how it works and so like I said the first thing you want to answer is what am I trying to achieve in the in 2018 and let's say you want to just double your business you want to take it from 1 million a year to 2 million a year, right?

Well, let's say within In order to do that. You need to work on some major initiatives. The first one might be like a new website the second one might be a new webinar and then a new funnel and another one might be to hire an internal media buyer and another one might be to hire a sales team right i'm just making these things up Now, once we know these projects and what needs to happen here, we want to prioritize them.

We want to know what order should we attack this, because we want to attack the most potent thing first. We always want to be prioritizing the most potent and powerful action first. And once we know the correct order that they're in, then we can plot these on the war map calendar.

So in order to work out the impact of these things, we use this Rice project scoring tool. Now, the first thing we have to answer is reach. How many customers will this project impact over a single quarter?

So, you know, think about a new website. Well, let's say in a quarter, that's 90 days. How many people is that going to impact?

Let's say it's 500, right? How many people is that going to reach? Then impact.

How much will this project increase conversion rate when a customer encounters it? So, you know, this one's how many people is this project going to reach? The next one is how much of an increase in the conversion is this project going to create when customers or people interact with it?

So, you know, normal might be 0 .25, low 0 .5, medium 1x. high 2x massive 3x now it's important for me to tell you that you know we don't know these things exactly these are guesses and these are you know these are educated guesses right because no one can know for certain what's going to happen in the future but by mapping it out like this it allows us to be more objective and make better decisions than just simply guessing it or winging it like most people do so we estimate the reach then the impact and i'm going to say this impact is going to be a 2 a two times multiplier.

The next one is confidence. So how confident are you about the optimistic estimates for each impact and effort? So this one here asks you how confident you are in your guess here.

So if you're kind of uncertain, well then you're probably gonna want to select 20 % or less. But if you're absolutely certain, which it's very rare to be certain about anything, so you want to be careful. A lot of people think that they're absolutely certain about things, but it's a dangerous position to be in.

You're never really 100 % certain about anything until it's really happened. So you almost never give anything 100 % certainty. But you guess pretty much your confidence level here.

So let's say on this one I'm 50 % confident. And now the final one is effort. and here you estimate the total amount of time a project will require from all members of your team and this is done in person months so one person one month is one or one person three months is three or two people one month that's two right so you get how it works so let's say for this new website project it's going to take one person one month i put in one And now you see what happens is this Rice score calculates a score here for you.

So then let's say the new webinar, let's say this thing has the potential to impact or to reach 2 ,000 people. The impact, I believe, is going to be a 3. The confidence, let's say this one is 75.

Effort, let's say this one is 0 .5. And then the Rice score, if we drag it down like this, we can see this is 9 ,000. And what's really interesting about this tool is it takes into account everything, your confidence, the impact, the amount of people it's going to reach, and most importantly, effort and time, how long it's going to take.

So if we had two equal projects, let's just say the new funnel is going to be equal here, but the only difference is time. And let's say it's going to take one month instead of half a month. You can see how it changes the score here.

So you basically go through and you score each one of your projects, which you believe is going to help you achieve your main thing, your main goal for the year. And once you've done that, I'll just change these around a bit. These are just examples.

Once you've done that, you can see here the rice score. And the higher the score, the higher the impact, the item. So right here I can see the two highest.

I'll change this one here to two, just so we've got a clear winner. So here the highest impact one is the new webinar, right? Now what's fascinating about this tool is that often it shows you that you should be prioritizing something which you weren't prioritizing.

You know, often we want to work on something and we're sure the thing we want to work on is the thing that we should work on. But when we use this tool, it actually shuffles it around and prioritizes it in a totally different order. So when you're planning your year, you should use this tool and Be really honest with yourself and be really objective with yourself and your goals and actions.

And then as soon as this rice tool has given you the order, then you can say, well, this is going to be number one. This is number two. Then we'll say this is number three, then number four, and then number five.

And now we have an order for these things. All right. Now, once we have an order for these things, we can start.

putting them into months so let's say i'm going to work on this one in january and it's going to take uh half a month so i'm going to say start date is january the 15th 2018 finish date is going to be january the 30th 2018. all right so now we've got a list of actions and they're prioritized and we've got a start and finish date then let's say the next one is going to be uh this one's going to happen february and i'm going to start this on the 1st of february 2018 and it takes half a month to complete so i'm going to finish it on february the 15th 2018.

all right and i'm pretty sure you get the hat you get the the gist of this thing now So you plot everything out, then you schedule it. Once you know when these actions are going to take place, so this first one here, new webinar, is going to happen January 15th to January 30th.

Now we go to our warm app here, and I want to block out January 15th to January 30th here. So to do that, I just select these, and I'm going to use this color here. Oops, not that one.

i'm going to use this color here all right and then i'm going to put in the key create new webinar boom so now it's plotted in here and then the next one is february 1st to the 15th higher and internal media bar so february 1st to 15th i'm going to use this this dark blue color here change the text to white and here it's going to be higher and internal media buyer right so this is how you use the tool you uh think what do i want to achieve this year then reverse engineer that goal into actual projects and then once you've got the projects score them using this tool get the priority schedule them out, then start plotting them in your calendar here.

Now once you've got the major initiatives plotted in your warmap dashboard here from a high level view, the first thing you want to make sure that you get correct is your high level view. You want to make sure that this thing is correct first and then once you're sure that your high level view looks good, then you drill into the specific month.

So now I'll drill into January. and let's say right now we're already at the 15th so i'm going to block out all of these and i'm going to change this color to this just to uh just to show myself that these are gone now and then let's say today is the 15th so i always like to highlight today's color yellow and then you want to plot in here the exact action items that you're going to take so i know that from the 15th tool the from the 15th to the 30th i'm supposed to be building this new webinar so here if i go back to here i can put here on this date uh new webinar uh completed right that's you know that should be achieved on this specific date and you can change the color of these to whatever you want But on this date, I'm supposed to have it completed.

So here I'm going to go start Creating new webinar, right and Now I need to think if I'm going to start this project now and have it finished by this date What things are going to you know, what things make up this like let's say today I'm going to do research and planning and then I'm going it to create slide template and create start creating slides right and then the next day i'm going to be creating slides change that color back to black and you can see you just plot out each day and as things change day to day you know you can adjust this you can like remove something from here let's say I don't get to start creating the slides today I can remove that from here put it here and then as every new day advances what I like to do is just highlight it or change the color to gray and then I just use this strikeout tool here to strike it out and then the current day I'm on I like to highlight it yellow and so every day when you know I wake up I just go into my browser

and click on, you know, the link to go to my calendar. And I look at my warm app and see what's on the schedule for today and, you know, what actions I need to take and how I'm progressing with everything. And this honestly is the tool that keeps my entire life organized really.

And I'm sure it's going to be able to do the same for you when you use it correctly. You know, most people, they just have like a moleskin notebook. Well, actually, let me rewind that a bit.

most people don't do anything they don't have any goals and then they don't write anything down and they don't create any plan of attack and they don't reverse engineer anything and that is why most people don't achieve anything but then the next level up is probably just having some vague goals and then having a moleskin notebook and writing to -do lists day to day right and then the next level up might be people who create some goals Then use like Google Calendar or something and it's kind of vague and kind of all over the place But if you really want to achieve your goals if you really want to you know approach each day each month each quarter and each year as Like a general commanding an army Then you want to use these tools here.

That's why I call them. You know the war map the the 2018 war map because That's how I like to approach each month, each day and each quarter and each year.

Like I'm going to war and I have to plan this thing and it has to be, you know, this plan has to be seriously good.

And some other things to note about this is that you can also put in your objectives for the month. So we start here by putting our high level objectives for the year. We plot these in using this key.

Then you can also put in main objectives for the month so I could put here like one new Build new webinar. Let's say another one is Hire a social media manager number three is Hire an accountant I'm just making these things up right number four might be start YouTube channel you know you can plot in your main objectives for the month down here and then make sure that you're getting these scheduled in day to day as you move through here but the key thing about this tool is that it starts from the high level perspective looking at the whole year you make sure you get the major things in there you know success is mostly about getting if getting like two or three major things done It's not so much about the small little fiddly things.

It's about getting the big pieces of work, the big projects pushed through and delivered and executed on. So you want to make sure you plot those big things first. And then you want to make sure that you work like how to get those big things done.

And that's what this dashboard helps you do. And then day to day and month to month, you have the big things in here, but you can also fit in some smaller trivial things that have to get done.

also this rice project scoring tool you know I use this tool for only planning big projects I don't use this for planning my day -to -day schedule or anything like that because I mean it's just silly to use to put this much effort and thought and process into just figuring out a small schedule you know you use your brain to calculate that one but when it comes to plotting the big things I like to be objective and use this tool and then as each month progresses what i like to do is just click on this let's say january's done and we're moving into february now i just go change color and i just click reset and then i find the new one and i go change color and i make it red so that way the current tab we're in is always highlighted red that just keeps it easy to use and when we progress through you know i like to highlight these gray and strike them out like that so that i know these days have been and these days are coming up things like that so that's the basics of it that's the basics of how to use this warmap calendar and how i personally use it and how you can use it yourself to plan your new year in 2018 and so once again we've got the warmap calendar the link to that is below in the description

our blog at consulting .com that's consulting .com if you are viewing this video on YouTube or anywhere else and you want to know how you can get these downloads go to consulting .com and find this blog post and you'll be able to get the download links there in the post and you've got the warm -up calendar and the rice project scoring tool totally free Really easy to use all you need is a Google account like a gmail account or something and then to download them you go file Make a copy and you can save it to your own Google Drive folder So that's it for this quick video.

Just wanted to show you guys how I do it And I'm not sure if this is going to be helpful for you or not But if this is helpful for you, and you like this tool awesome I'm glad I've been able to help you and you know just to give me some feedback whether this is useful for you or not just let me know in the comments below say hey this is really useful or hey this sucks and i i think this thing is totally useless you know just let me know in the feedback so i in the comments section so i know whether this is the sort of stuff that you guys want or not because if you do i've got plenty more where this came from so that's it for this video thanks for watching And make sure you subscribe to our YouTube channel if you're watching it there or check out some of our other posts at consulting .com.

Thanks.

The Hook

The bait, then the rug-pull.

Sam Ovens opens by promising a quick look at how he personally plans his year, then spends the next 26 minutes walking through two homemade Google Sheets, a bird's-eye-view annual calendar and a project-scoring formula, that together turn vague goals into a dated, prioritized schedule.

Frameworks

Named ideas worth stealing.

07:35acronym

RICE scoring (Reach, Impact, Confidence, Effort)

Reach
Impact
Confidence
Effort

A four-input scoring model that ranks candidate projects: Reach is customers impacted per quarter, Impact is a 0.25x-3x conversion multiplier, Confidence is a percentage certainty on the estimates, Effort is person-months of work. The sheet auto-computes a score as (Reach x Impact x Confidence) / Effort, ranking every project so the highest-value, lowest-effort work surfaces first.

Steal forprioritizing which offer, feature, or content project to build next when several ideas compete for the same limited weeks

02:43model

War Map dashboard drill-down

Year dashboard (12 months on one page)
Month tab
Day-by-day view

A three-level Google Sheets structure: a single dashboard tab shows all 12 months at once for blocking fixed commitments and major project windows, each month has its own tab for scheduling week-by-week, and within a month day cells get filled with specific daily actions, colored gray/yellow to show past/current status.

Steal forany personal or team calendar that needs both a whole-year overview and a granular daily task view without switching tools

CTA Breakdown

How they asked for the click.

VERBAL ASK

26:02link

“go to consulting.com and find this blog post and you'll be able to get the download links there in the post”

Soft CTA delivered as a value-first download offer (free spreadsheet templates), with the actual monetization sitting one layer downstream: the fan-page description drives to an affiliate link for Sam Ovens' paid course, not to a direct sale in the video itself.

MENTIONED ON CAMERA

00:00toolWar Map calendar (free template) ↗

00:00toolRICE Project Scoring Tool (free template) ↗

26:02productConsulting.com (Sam Ovens' course, affiliate link) ↗

FROM THE DESCRIPTION

PRIMARY CTAWhere the creator wants you to go next.

Storyboard