How I Take the Stress Out of Travelling or Preparing for Deadlines

As someone who used to find travelling, especially with family, a stressful affair, I’ve finally cracked the code to stress-free preparation, whether I’m going away for a few days or facing an important deadline. If you regularly find yourself panicking before a trip or a key event, I hope my approach helps you as much as it’s helped me.

I’m often on the move, running marathons, attending events, or squeezing in a quick strategic retreat with friends. Over the years, whether it’s a family holiday or an urgent business trip, I noticed the pressure often ramps up in the final hours before departure. The classic last-minute rush means something is always forgotten, tempers flare, and the journey starts off on the wrong foot. Enough was enough—I needed a better system.

My Two-List System

1. The Packing List
   This is an evergreen, evolving checklist I keep on my phone. It contains everything I might need for a trip: from essential running gear like my heart rate monitor and AirPods, to those easy-to-forget bits and bobs. Each item starts the list checked off. When I’m next packing, I simply uncheck what’s relevant and tick them off as I add each item to my bag. The list keeps growing as my needs do, and because it’s digital, I can update it each time I travel.

2. The Time-Stamped Agenda
   In the crucial 24 hours before departure, I create a separate checklist for all the tasks I must get done. This isn’t just about packing; it’s my reverse-engineered timeline starting from my departure and working backwards. If my flight is at 12:30pm, I’ll need to leave by 8:45am—which means the car must be loaded by 8:30, I need to shower and dress at 7:45, and fit in my daily run at 7:00. I include online check-ins, final work reviews, and even time with the kids if they’re not travelling with me. This agenda is tailored every trip, but I often copy from previous ones as a starting point for the next.

The beauty of this approach is that I can see at a glance where my pinch points are, juggle the inevitable last-minute tasks, and approach departure day in control and calm. If things take a little longer or shorter than planned, that’s fine—the stress goes down because I know what’s coming next.

Applying This Beyond Travel

This method doesn’t just work for holidays or business trips. I also use it for big events, like marathon day—timing everything from my carb loading and check-ins, to which energy gels I need and when to take them. It also applies to any work event, conference, or important meeting.

I see countless people get overwhelmed by simple logistics, turning a potentially enjoyable experience into a pressure-filled ordeal. My message is: it doesn’t have to be that way. These two simple lists take just a bit of initial effort, but quickly become second nature, making each trip easier and smoother.

If you’re fed up with travel stress or pre-event panic, give my two-list system a go. I promise, it can transform your experience.

If you found this helpful or have your own tips to share, drop me a comment—I respond to all. And don’t forget, my mission goes beyond productivity: every day I’m running, vlogging, and raising funds to save the lives of children in need. Subscribe, share, and help us make a difference.

Stay positive, stay happy, and see you next time!