[nicbou]

It seems like you have a clear definition of the solution, but not a clear definition of the problem. You had an idea, and try to fit a problem around it. You're approaching things backwards.

Your questions are too vague to answer meaningfully, but I'll try.

Personally, I have pretty much stopped using planning tools. I keep a regular to-do list for immediate tasks that I committed to complete, and that's it. Everything beyond that is just a wishlist.

Making detailed plans with tools and everything makes you feel productive without bringing you any closer to your goal. Future you is the one who actually has to fit your tidy plan into his messy reality, and do all the actual work.

Instead, I value individuals over processes and tools, and responding to change over following a plan. Do these words sound familiar?