The Pullout Calendar: Stop Juggling and Design Your Legacy

 “If you don’t plan your time, someone else will!” – Coach John Gallagher 

Happy Friday, Brew Nation! 

There’s a conversation I have with nearly every leader I coach, and it usually happens right around now: “I can’t believe I haven’t taken a real vacation yet,” or “I keep wanting to schedule that time with my family, but work keeps getting in the way.” 

It’s a frustrating, cyclical pattern. We know what matters most—the “glass balls” of family, health, and faith—yet we consistently choose the momentary convenience of the present over the long-term, shattering pain of regret. Our calendars become filled with the urgent, leaving no room for the important. 

The Leader’s Confession: A Glass Ball Drop 

This exact struggle landed on my coaching call calendar this week. A client, let’s call him Mark, who is dedicated, driven, and genuinely loves his team and his family. 

He shared his dilemma: “My wife keeps asking about a two-week trip we talked about in January. It’s almost November now, three-quarters of the way through the year, and I haven’t even blocked out the dates. I know if I don’t put it on the calendar, it just doesn’t happen. The work won’t crash, but my marriage can. Why do I do this to myself?” 

Mark was suffering from a classic case of complacency disguised as diligence. He was treating his family time like a rubber ball—one that he thought could bounce back after being dropped—when it is, in fact, pure glass. (See recent post on glass ball juggling) 

The truth is, you don’t need a bulky planner or a complex system that adds bureaucracy. You need a single, simple tool to force intentionality. That’s why I developed the “Annual Pullout Calendar” approach. 

The Annual Pullout Calendar: Your Guide to a Purpose-Driven Year 

This calendar is simply a single 8.5 x 11 sheet—an Excel grid with the entire year at a glance. It’s a color-coded map that ensures you lead with intention, not just reaction, transforming overwhelm into opportunity. 

Annual planning isn’t just about business revenue; it’s about protecting your legacy. 

Your 7 Steps to Annual Intentionality 

Step 1:
Open Your Calendar. Start with a simple year-at-a-glance template. This compact, one-page layout is essential because it allows you to see the entire landscape of the next 12 months. No bulk, just clarity. 

Step 2:
Put Family First (The Glass Balls). This is the most critical step. Immediately mark your family commitments in a bold, vibrant color (e.g., Red for family time). Block out the two-week vacation, all planned date nights, anniversaries, and key family weekends. Anchoring your calendar with family time ensures your priorities shape your year from the start. 

Step 3:
Define Your Key Areas (Color-Code Your Buckets). Identify the other essential “buckets” of your life: client commitments, team development, personal growth, or financial reviews. Assign each a unique color. This color-coding creates a visual snapshot, instantly revealing if your time truly reflects your values. 

Step 4:
Add Your Commitments. Now, fill in your professional and personal commitments around your sacred family time. Schedule client projects, team meetings, and key events in the appropriate days or weeks. Spread these thoughtfully to complement, not compete with, your family priorities. 

Step 5:
Seek White Space Look for “white space”—uncommitted days or weeks that offer flexibility. These open pockets are your superpower. They allow room for new opportunities, true rest, or spontaneous family moments. White space ensures you can pivot when life surprises you without sacrificing your core priorities. 

Step 6:
Review and Reflect. Skim your calendar weekly to stay grounded. Each month, set aside time for a deeper review. Ask yourself: Is my family time still prominent? Are work demands crowding out my personal growth? Adjust tasks immediately to preserve white space and maintain harmony. 

Step 7:
Lead with Intentionality. Use the color-coded grid to spark meaningful conversations and make bold, values-driven choices. Too much Blue? Not enough Red? The Uncommon Leader is guided by the map they create. 

A Word on Intentionality: Wisdom in Action 

This process isn’t about being rigid; it’s about being wise. We are called to be thoughtful stewards of the time and opportunities God gives us. Scripture consistently links diligence, planning, and making the best use of our finite time to wisdom: 

“Look carefully then how you walk, not as unwise but as wise, making the best use of the time, because the days are evil.” (Ephesians 5:15-16) 

“The plans of the diligent lead surely to abundance, but everyone who is hasty comes only to poverty.” (Proverbs 21:5) 

It may feel inconvenient to plan that vacation in January. It may feel like discomfort. But that small initial discomfort is the key to avoiding the massive regret of a life lived on autopilot. 

• Quote of the Week   

“By failing to prepare, you are preparing to fail.” – Benjamin Franklin

Being effective as a leader means consistently choosing discipline over distraction. It’s about deeply reflecting on what’s working, humbly learning from what hasn’t, and courageously course-correcting in relentless pursuit of uncommon growth. Leaders don’t just drift into success—they evaluate, decide, and act. 
 
What is the one Red item you are blocking off today?  

Email me at coachjohngallagher@gmail.com with the subject line “PULLOUT” and let me know the one Red item (Family Time) you are blocking off today on your calendar. 

What you need to do:    

Your Call to Action: Design Your Legacy 

Stop hoping your life will find “balance” and start designing your life with intention. 

Request your copy of the 2026 Pullout Calendar by emailing me with PULLOUT in the subject line, grab your colors, and start with Family Time in a bold hue. From there, build a year that reflects your heart’s priorities. You’re not just planning—you’re crafting a legacy of love, impact, and focused leadership. Let the Pullout Calendar be your guide! 💪 

What is the one Red item you are blocking off today? Let me know in the comments! 

It’s an honor to be your trusted Friday Coffee Guy. Each week, I bring what I’m learning and living in the trenches of leadership. If this edition challenged or encouraged you, share it with someone who leads, stays faithful, or learns alongside you, then click subscribe. Let’s grow Brew Nation together! 

Until next time—stay focused, stay faithful, and keep growing, Champions!  💪